The Corporation of the Municipality of Strathroy-Caradoc (Municipality) is accepting proposals from qualified consulting engineering firms (Proponents) to provide professional services to undertake a Schedule C Class Environmental Assessment for Mount Brydges Wastewater Servicing Solutions.

The intent of the study is to independently assess and evaluate options to service future wastewater servicing growth in Mount Brydges, recommending a preferred design solution culminating in the completion of an Environmental Study Report (ESR) and all public notices.

The study shall thoroughly evaluate several options for servicing wastewater capacity growth, examining the feasibility and cost of all required collection, conveyance, pumping and treatment infrastructure as well as potential benefits of each option in terms of enabling long-term growth to 2056 and beyond and increasing/optimizing the overall potential wastewater servicing area.

Time is of the essence and the Municipality’s objective is to complete all studies, First Nations and stakeholder engagement, assessments and complete the ESR and all statutory notices as soon as possible, no later than 24 months from the time of award.

INFORMATION FOR BIDDERS         

1. The requirements of this Proposal are not intended to limit Proponents submissions but rather to provide a framework for the Municipality to evaluate each proposal. It shall be the Proponents responsibility to advise the Purchasing Officer through Bids and Tenders if any language, requirement, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. 

2. The Municipality is not liable for any cost incurred by interested parties in the preparation of their response to this request or interviews.

3. Each bid shall contain the full name of the party or parties bidding and the signature of the parties bidding shall be in their respective handwriting.

4. A bidder may withdraw a submitted proposal at any time up to the official closing time contacting bides and tenders. 

5. A bidder who has already submitted a proposal may submit a further proposal at any time up to the official closing time. The last proposal received shall supersede and invalidate all proposals previously submitted by that bidder as it applies to this request for proposal.

6. Bidders are solely responsible for any expenses they incur in preparing the proposal and for subsequent negotiations with the Municipality, if any.  If the Municipality elects to reject any or all proposals or cancel the request for proposal at any time the Municipality will not be liable to any Bidder for any claims, costs, loss of anticipated profit, or any other damages whatsoever.

7. All questions for clarification of the Request for Proposal shall be submitted online through the Bids & Proposals system by the registered plan takers. All responses, clarifications or changes to the Request for Proposal will be issued by the Municipality in the form of an addendum.  Changes to the Request for Proposal may be issued up to forty-eight (48) hours prior to the proposal closing.  The Municipality assumes no responsibility for oral instructions or suggestions.

8. Receipt of all addenda must be acknowledged by the bidders in their proposal submission documents.  Failure to acknowledge receipt of all addenda will result in the proposal being rejected. 

9. Proposals are to remain firm for acceptance for a period of ninety (90) days from date of proposal closing unless otherwise stated.

10. Successful bidders are required to submit the completed ‘Accessibility Regulations for Contracted Services’ form before commencing work.      The form is available on the ‘Bids & Proposals’ page of the Municipality’s website. 

GENERAL TERMS AND CONDITIONS

GENERAL TERMS AND CONDITIONS

1. Agreement:

The Consultant will be required to enter into an agreement for professional consulting services with the Municipality as per Municipality’s purchasing by-law.

The agreement will provide that the Consultant shall not undertake any work that is beyond the terms of reference for the project in the accepted proposal without the written authorization of the Municipality.  Upset limit of the total cost of the study shall not be exceeded without the written approval of Municipality.

The agreement will be the current version of the standard MEA/CEO Agreement.

2. Insurance:

The successful bidder shall provide a certificate of insurance including:

• Comprehensive General Liability Insurance for an amount not less than five million ($5,000,000) dollars per occurrence and in the aggregate and shall include the Municipality as additional insured.

• Environmental Liability Insurance for an amount not less than two million ($2,000,000) dollars per claim covering services or products that have the potential to impair the environment should an accident occur.

• Automobile Liability Insurance for an amount of not less than two million ($2,000,000) dollars on forms meeting statutory requirements covering all vehicles used in any manner in connection with the performance of the contract.

• Professional Liability Insurance for an amount of not less than five million ($2,000,000) dollars per occurrence and in the aggregate.

Insurance coverage must in all respects be satisfactory to the Municipality and shall be maintained continuously by the Consultant from either the commencement of the Services or the signing of the Contract, whichever is earliest. The policies must be endorsed to provide the Municipality with not less than thirty (30) days’ written notice in advance of cancellation, or any change or amendment restricting coverage.

3. Workplace Safety and Insurance Board (WSIB) Requirements:

The successful bidder shall furnish a WSIB Clearance Certificate indicating their WSIB firm number, account number and that their account is in good standing. This form must be furnished prior to commencement of work.  The bidder further agrees to maintain their WSIB account in good standing through the contract period.

The Municipality may require the successful bidder to produce a WSIB Clearance Certificate from time to time during the contract on request and/or prior to final payment as deemed necessary by the Municipality.

If the successful bidder is a self-employed individual, partner or executive officer who does not pay WSIB premiums and is recognized by WSIB as an ‘independent operator’ a letter from WSIB acknowledging independent contractor status and confirming that WSIB cover is not required must be provided to the Municipality prior to commencement of work.

4. Health and Safety:

All work performed under this Contract must be carried out in accordance with the Municipality’s Health and Safety Policy and any federal and provincial health and safety legislation and regulations. Failure to comply with this condition will be considered a breach of contract.

5. Information requests

The Consultant shall be responsible for obtaining all data and information required to complete the Project. The Municipality will provide assistance with, but is not responsible for, obtaining information.

The Consultant may request specific information from the Municipality by way of a Request for Information and the Municipality may provide, if available.

6. Municipal Freedom of Information and Protection of Privacy Act (MFIPPA):

In accordance with the Municipal Freedom of Information and Protection of Privacy Act, as amended, personal information Bidders provide is being collected under the authority of the Municipal Act and will be used in the selection process. All bids submitted become the property of the Corporation of the Municipality of Strathroy-Caradoc. In accordance with MFIPPA the proposals received are recognized as proprietary and confidential information, the disclosure of which could cause the Bidder injury.

7. Award of Project Contract:

Consideration for award shall only be undertaken in relation to Bidders who are determined by the Municipality to have satisfied all the requirements.

Contract award will be based on a technical-cost based evaluation that may include past performance with the Municipality.  The Municipality reserves the right to accept or reject any and all proposals.

The Municipality may reject any Bidder who is involved in litigation with the Municipality, its elected or appointed officers and employees in relation to any contracts or services, or any matter arising from the Municipality’s exercise of its powers, duties or functions.

8. Ownership and Copyright:

All materials and information prepared, conceived or produced and delivered to the Municipality in the preparation of the Proposal and the negotiation and performance of any Agreement by the Proponents, shall be the sole property of the Municipality.

9. Fee Structure:

The consultant shall provide a total upset limit cost to complete each task or item associated with this Project as defined within this document.  The Total Cost shall be fully inclusive and cover all expenditures relating to this work, no exclusions will be entertained. 

All rates must include all labour, materials, incidentals, equipment and deliverables necessary to complete the project as specified within this document. 

The consultant’s remuneration shall be based on the actual time charges and disbursements incurred up to an upset limit for the agreed and approved total cost of the study including the cost of any sub-consultants and equipment rentals.

The Municipality reserves the right, at the selections stage, to delete components of work due to budget constraints and reduce the total study cost accordingly.

All applicable taxes are to be shown separately.

DETAILED SCOPE OF WORK

The following sections include selected details on the minimum scope of work expected from the Consultant. 

This is by no means intended to be an exhaustive list of the work required to successfully complete this assignment and Proponents are encouraged to include additional details of all scope they deem necessary to complete the project in their Proposals.

PROJECT OBJECTIVES

The intent of this Schedule C Class Environmental Assessment (EA) is to independently assess and evaluate options to service future wastewater treatment capacity growth in Mount Brydges beyond the current rated capacity of 825m³/day, recommending a preferred design solution and culminating in the completion of an Environmental Study Report (ESR) and all public notices.

This Schedule C Class EA shall be completed as per requirements of the Ontario Environmental Assessment Act and the most recent Municipal Engineers Association MCEA User Guide (2023).

The 2024 Water, Wastewater and Stormwater Master Plan identified the need for total wastewater treatment capacity of 2,348 m³/day by 2046.  The Consultant will be required to re-evaluate and confirm future wastewater treatment capacity requirements based on recently updated population projections, in consultation with stakeholders, and develop a Preferred Solution to service growth. 

Future wastewater servicing is to account for the connection of existing unconnected population in Mount Brydges, as well as future new development.  It is assumed that the existing unconnected population will be connected in a phased approach such that, by year 2046, the entire population within the settlement boundary is connected to municipal wastewater services.

This Schedule C Environmental Assessment will thoroughly evaluate three options as set forth in the Master Plan as well as any additional options as set forward by the Consultant. 

PROJECT SCOPE

The EA shall incorporate the first four phases of the EA process and at a very high level shall include, but not be limited to the following:

• Phase 1 – Problem or Opportunity

  • Identifying problem or opportunity

• Phase 2 – Alternative Solutions

  • Identification and evaluation of Alternative Wastewater Servicing Solutions

  • Alternatives shall include at minimum:

    • Upgrading Existing MBBWTF

    • Diverting some or all wastewater to Strathroy WWTF

    • Building a new treatment facility and diverting some or all wastewater from Mount Brydges to the new facility

  • Advance the conceptual design of each Alternative Solution sufficiently to provide adequate detail to complete cost estimation and fully assess environmental-social-economic impacts

  • Evaluate all Alternative Solutions and selecting a single Preferred Solution

• Phase 3 – Alternative Design Concepts for Preferred Solution

  • Prepare alternative design concepts for the Preferred Solution 

  • Evaluate alternative concepts and select a Preferred Concept Design 

  • Preliminary finalization of Preferred Design

• Phase 4 – Environmental Study Report

  • Complete Environmental Study Report (ESR) and all public notices.

  • Respond to any requests 

1. In addition to standard requirements as set out in the Ontario Environmental Assessment Act and the MCEA User Guide, the following considerations and requirements shall be part of the Consultant’s scope to be fully assessed, evaluated and documented:

• Verification and validation of existing planning information for expansion of the community of Mt Brydges

  • Confirmation of existing Settlement Boundary and assessment of inventory of currently available developable lands

  • Updating population figures as per most recent Middlesex County Growth Analysis Update (Watson & Associates Economists Ltd., April 25/25) 

    • Population estimate of ~10,000 in Mount Brydges by 2056 

  • Assess likelihood and feasibility of achieving growth as per forecasts

  • Confirmation of planning assumptions (ie. population per unit, per capita water and wastewater demand etc.)

  • Inventory of Residential growth lands shall be maintained at a minimum of 15 years.

• Future Servicing Area Assessment

  • With understanding that service life of wastewater infrastructure may extend beyond 30, 40 or even 50 years, evaluate impacts of potential future population growth beyond the current settlement boundary and 30-year population forecasts 

  • Assess potential long-term benefits of each Alternative Solution in terms of enabling growth by increasing/optimizing the wastewater servicing area for residential or employment growth to 50+ years

  • Assess timing of full build-out of the existing Settlement Boundary, with estimated timing/phasing of subsequent increases in wastewater servicing area needs to 50+ years. 

• Hydraulic Analysis & System Capacity Assessment

  • Conduct Hydraulic Analysis and System Capacity Assessment of existing wastewater infrastructure including but not limited to the collection/conveyance system, sewage pumping stations, MBWWTFand outfall infrastructure. 

• Maximizing Use of Existing Infrastructure

  • Evaluate options for maximizing use of existing and any planned infrastructure in order to accommodate anticipated increases in service population.

  • Confirming design capacity and any available capacity of existing and any planned unit processes in the MBWWTF to accommodate increases in service population

  • Current design of upgrades to the MBWWTF (ie. Headworks, conversion to extended aeration) shall be evaluated however is contingent upon Council approval.

• Alternative Solution Evaluation

  • Evaluation of Alternative Solutions shall be completed based on an environmental, social economic scale matrix that is to be developed in consultation with stakeholders (First Nations, Council, Public Stakeholders  etc.)

  • Alternative Solutions shall be sufficiently advanced in order to provide high-level, capital cost estimates equivalent to a Class D estimate (per Canadian Construction Association).

  • Any supporting studies necessary to allow for full evaluation and Class D cost estimation of all Alternative Solutions shall be completed as part of Phase 2 prior to the selection of a Preferred Solution (ie. assimilative capacity studies, hydrogeological, site selection etc.)

  • Development of full life cycle costs, including financing, for each Alternative Solution for wastewater servicing options shall be considered.

  • Alternatives shall include all property, collection, conveyance, pumping and treatment infrastructure required to meet complete wastewater servicing needs in 2056

  • Alternatives shall highlight what the fully built-out servicing area of each option could support 

  • Infrastructure that may be required for growth beyond 2056 shall be highlighted but not taken into account in cost estimates

  • Significant First Nations and Stakeholder consultations will be required during the Alternative Solution Evaluation stage, including during the completion of numerous supporting studies.

• Caradoc Landfill

  • The existing MBWWTF is located immediately adjacent to the closed Caradoc Landfill mound, sharing the same property.

  • The current MBWWTF outfall discharges to a creek which effectively acts as the northern boundary of the landfill mound.

  • There is evidence that the Caradoc Landfill is contributing to elevated water quality parameters in the stream.  A study assessing the potential impact of the landfill on stream water quality is being completed separately.

  • Any impact of the landfill on stream water quality shall be accounted for through the Assimilative Capacity Study at the MBWWTF site and in overall assessment of environmental impact of solutions to be evaluated in this EA.

• Preparing a receiver and adjacent water bodies evaluation including evaluation of any affected creeks to include overall environmental protection (e.g possible changes to flow regimes, thermal impacts, etc.)

• Complete all supporting studies required for a comprehensive evaluation of options (ie. assimilative capacity, fluvial geomorphic and erosion hazard limit assessment, site selection, hydrogeological and geotechnical etc.)

• Prepare an Assimilative Capacity Study at the existing MBWWTF site to determine the loadings for the expansion and possible required loading offsetting

  • Any contribution of the landfill shall be taken into account as part of the assimilative capacity study and maximum acceptable loading at the MBWWTF site.

  • Confirm maximum receiving capacity of stream

• Identifying community enhancements resulting from the servicing strategies

• Reviewing growth and community enhancements through municipal and land use planning lens.

• Interfacing with relevant permit and approval issuing authorities including MECP, Conservation Authorities,  Municipality of Strathroy-Caradoc, County of Middlesex, Department of Fisheries and Oceans, etc.

Note that the above list is not intended to be an exhaustive list of all requirements and is not a substitute for sound engineering judgment.  Consultants are solely responsible for conducting their own independent research, for conducting their due diligence and investigations, and for seeking any other advice necessary for the preparation of their Proposals. 

Consultants are required to determine the full extent of the scope of work of the Project in order to ensure that their Proposals accurately reflect the resources needed to execute the Project in accordance with the requirements of the Municipality and Contract.

First Nations Consultations

Effective consultation with First Nations is to be an integral component of the EA process.  Consultants shall allocate sufficient resources to meet with First Nations and undertake meaningful consultation.

• Identify complete list of affected First Nations

• Lead communications and engagement with all affected First Nations, documenting closely

• Undertake all required public meetings and consultations with affected First Nations.  First Nations consultations are to be distinct from any other Public Consultation efforts

Public Consultation & Stakeholder Engagement

• Develop and maintain complete Stakeholder List and undertake stakeholder sensitivity analysis

• Using established public relations entity with an emphasis on engaging and partnering with stakeholders including resident advisory committees. Proven track record of the public relations entity with Environmental Assessment studies and conducting public consultation centers is a must. Strong social media outreach capabilities are required.

• Consulting with relevant stakeholders at key milestones and to review key deliverables including local area residents and businesses, Municipality of Strathroy-Caradoc staff, MECP, developer community and County staff.

• Conducting effective public consultation meetings to meet Class EA requirements

Consultation and engagement early in and throughout the Class EA process is a key feature of environmental assessment planning.  Consultation is a two-way communications process between the Consultant/Municipality and affected or interested stakeholders.  The consultant, in coordination with the Municipality shall present the environmental assessment in relation to relevant planning publications including but not limited to local municipality official plans, community plans, and master plans. 

Stakeholder Engagement and Communications Plan

The Consultant shall prepare a detailed Stakeholder Engagement and Communications Plan early in the project. Details on Proponent’s strategy for stakeholder engagement should be clearly highlighted in their Proposal.

1. The Plan shall include a detailed Stakeholder Engagement Matrix identifying each point of engagement (ie. Individual Stakeholder Meetings, Public Information Centres, Council Workshops, Presentations etc.)  and the specific Stakeholders to be consulted.

The Plan shall incorporate development and delivery of all required Notices, development and maintenance of other communications media and the in-person meetings with various stakeholder and First Nations groups including the following at minimum: 

• Environmental Assessment Notices 

• Notice of Study Commencement

• Notice of Public Consultation Centers 

• Notice of Study Completion (Environmental Study Report / Project File)

• Notice of Filing of Addendum

• Project Update Web Page

  • Consultant to develop dedicated web page(s) for live updates on the EA

  • Website content to be reviewed monthly and regularly updated by the Consultant including posting of all notices and advertisements of all public meetings

  • Website to be hosted on the Municipality’s website

• Social Media Outreach 

  • Consultant to provide content for Social Media posts for all public communications

  • Posts to be approved and posted by the Municipality’s communications lead

• Other Communications Deliverables as Required

• E-mail/newsletter updates

• Conventional door-to-door communications i.e. flyers,  Door hangers, and regular mail

• Informative and stimulating Project Sign Boards

• Stakeholder Engagement Meetings
  • All Required Public Meetings 
  • Regulator and Partner Meetings (MECP, Conservation Authorities, DFO etc.) 
  • Council Meetings and Presentations 
  • Landowner/Developer Groups
  • First Nations Meetings

Consultation with Local Utilities and Utility Relocation Process

The Consultant shall be required to identify potential utility conflicts and consult with local utilities as required.

Permits and Approvals

Proponents shall ascertain which permits and approvals are required for the Project. These permits may include but are not limited to:

• Permit to Take Water

• Environmental Compliance Approval

• Facility License

• Environmental Activity Sector Registry

• Conservation Authority Approvals

• Ministry of Natural Resources and Forestry Permits and Approvals

• Ministry of Tourism, Culture and Sports Permits and Approvals

• Department of Fisheries and Oceans Canada Permits and Approvals

• Transport Canada Approvals

Project and Quality Management 

Project monitoring includes effective tracking, communication and management of issues, comments, risk, scope, schedule, costs and resources that affect successful project delivery. 

Effective project monitoring allows for pro-active anticipation and addressing of issues before they negatively impact project delivery.  The Consultant shall be required to:

• Coordinate monthly project progress meetings with Municipal project management staff

• Actively monitor and control project scope, schedule, cost, and resources

• Track and manage project-related issues and risks

• Track and manage comments from staff, stakeholders and First Nations 

• Timely communication and resolution of any issues that require attention/direction from Municipal staff that could impact successful project delivery

Change Management

The Consultant shall manage engineering scope changes and contractor change orders throughout the Project.  In the event that the Consultant wishes to make a claim for changes to the scope of Services it shall provide the Municipality with written notice of this claim in accordance with the executed Consultant Agreement.

     STUDIES

As part of this assignment, the Consultant shall complete the following studies:

Assimilative Capacity Study and Receiver Evaluation

The Consultant shall prepare an Assimilative Capacity Study (ACS) at the existing MBWWTF site to determine the loadings for the expansion and possible required loading offsetting.

The ACS shall investigate and address concerns relating to the impact of any increase in surface discharges and any impacts on the receiver and any adjacent/downstream water bodies. 

Appropriate environmental protections shall be incorporated into any Alternative Solution.

The ACS shall assess and incorporate any contribution of the Caradoc Landfill into the study and any assessment of maximum acceptable loading at the MBWWTF site.

Hydraulic Analysis & System Capacity Assessment

The Consultant shall conduct a Hydraulic Analysis using the Municipality’s existing model and complete a System Capacity Assessment.  The assessment will build upon prior hydraulic analysis work completed to confirm the existing system’s capacity and the hydraulic and operational feasibility of any options. 

Site Selection Study

As part of the evaluation of one of the Alternative Solutions, the Consultant shall develop a short list of two to three possible sites for a new, greenfield wastewater treatment facility with a new dedicated outfall. 

The Consultant shall undertake detailed assessment of each short listed site including review of local topography, access to water body discharge locations, environmental factors, technical feasibility, growth-enabling features and any other relevant consideration for the purpose of building a new treatment facility in order to accommodate treatment capacity growth in Mount Brydges and/or fully replace the existing MBWWTF. 

Consultant shall take existing planning data, staff input, stakeholder consultation (including public, local landowners and development community) and First Nations consultation into account in their study. 

Consultant shall evaluate each short listed site and select a single, preferred site for inclusion and for the purpose of detailed evaluation as an Alternative Solution to be evaluated as part of Phase 1 of this EA. 

Needs Assessment and Justification 

The Consultant shall complete a Needs Assessment and Justification Study, building on work completed in the Water Wastewater Masterplan. 

The Needs Assessment and Justification Study will document the needs, justification, and technical feasibility of infrastructure improvements required for each Alternative Solution to support expected growth and shall serves as a baseline from which to commence the Treatment Technology Evaluation Study.

Treatment Technology Evaluation 

The Consultant shall complete a study of Technology Options for wastewater treatment to mitigate the impact of surface water discharge of treated wastewater and meet receiving water requirements.

Treatment technologies shall be evaluated based on similar environmental-social-economic factors as the EA.  Total Asset Life Cycle Costs (incl. operating and maintenance) should form a key part of the financial analysis of each technology.

Technology should be evaluated for each Alternative Solution, including expansion of the existing MBWWTF, building of a new treatment facility at a different location and/or pumping to Strathroy WWTF.

Geomorphic and Erosion Hazard Limit Assessment 

The Consultant shall complete a Geomorphic and Erosion Hazard Limit Assessment to establish the hazard limits from a geomorphic perspective in order to establish any risks to expansion of wastewater treatment capacity at the MBWWTF due to erosion and safety regulatory requirements. 

Geotechnical and Hydrogeological Study

The Consultant shall complete a Geotechnical and Hydrogeological Study at the existing MBWWTF site. The study shall include, but not be limited to, all necessary desktop study, investigation, analysis, field testing, material testing and reporting required to undertake a comprehensive assessment for the purpose of completing an EA. 

Consultant shall complete any necessary field investigation including test pits, boreholes, monitoring well construction and testing required to support the Geotechnical and Hydrogeological Study.

Step Drawdown Pump Tests will be required to determine dewatering requirements and may include the construction of test wells in the proposed dewatering area if necessary.

It should be noted that the existing MBWWTF is constructed immediately abutting the closed Caradoc Landfill site and there is a possibility that landfill waste may be found in the vicinity of any construction to be undertaken at the site.  Adequate test pits shall be conducted to identify presence and boundaries of any waste that may be disturbed during future construction. 

Stage 1 Archaeological Study 

The Proponent shall prepare a Stage 1 Archaeological Study of the existing MBWWTF, in accordance with the Ontario Ministry of Tourism, Culture and Sport procedures and guidelines. 

Phase 1 Environmental Site Assessment (ESA) 

The Consultant shall complete a Phase 1 Environmental Site Assessment of the existing MBWWTF in accordance with the Ontario Guide for Completing Phase One Environmental Site Assessments under Ontario Regulation 153/04. 

Project Funding and Financing Study

Proponents shall retain a third-party for the completion of a Project Funding and Financing Study.  This study shall investigate various funding opportunities such as provincial/federal grants and development charges and provide a strong understanding of the likely short-term and long-term funding impacts on the Municipality.

This study shall also investigate and evaluate various financing options/opportunities that may be available (ie. developer financing ‘front-end’ agreements) and assess impact of the anticipated capital and operating costs of the project on the Municipality’s long-term wastewater financial health.

As part of the study, the cost of each Alternative shall be assessed in terms of likely impact on the Municipality’s Water and Wastewater Rates. 

Construction Procurement & Management Study

Consultants shall undertake a study of various procurement options for the design and construction of the Preferred Design. 

Potential benefits and drawbacks of various construction procurement and management methods shall be assessed and evaluated in the context of the specific needs and constraints of Mount Brydges and the Municipality. Traditional D-B-B and various forms of D-B shall be assessed in terms of Cost, Schedule, Quality and Risk Management as it relates to Mount Brydges EA related works. 

PROVISIONAL SCOPE

Additional Assimilative Capacity Study

In addition to the ACS to be completed at the MBWWTF, the Proponents shall carry Provisional Costs to complete a second ACS at an alternate location. The alternate location would be at the site of a potential new, greenfield wastewater treatment facility as part of one of the Alternative Solutions to fully replace the existing MBWWTF. 

Additional Geomorphic and Erosion Hazard Limit Assessment 

The Consultant shall complete additional Geomorphic and Erosion Hazard Limit Assessment to establish the hazard limits from a geomorphic perspective in order to establish any risks to expansion of wastewater treatment capacity at a potential new, greenfield wastewater treatment facility as part of one of the Alternative Solutions to fully replace the existing MBWWTF.

Additional Geotechnical and Hydrogeological Study 

In addition to the completion the Geotechnical and Hydrogeological Study at the existing MBWWTF, Consultant shall carry Provisional Costs to complete a Geotechnical and Hydrogeological Study at a potential second site location for a new, greenfield wastewater treatment facility. 

Consultant shall carry costs to complete preliminary field investigation including all necessary desktop study, investigation, analysis, field testing, material testing and reporting required to undertake a comprehensive assessment for the purpose of completing an EA. 

Proponents shall carry costs to complete Step Drawdown Pump Tests to determine dewatering requirements and may include the construction of test wells in the proposed dewatering area if necessary.

Stage 2 Archaeological Study 

The Proponent shall carry costs to prepare a Stage 2 Archaeological Study in accordance with the Ontario Ministry of Tourism, Culture and Sport procedures and guidelines. 

In cases where the Stage 1 Archaeological Assessment identifies locations where more detailed assessments are required, a Stage 2 Archaeological Assessment shall be conducted. The study shall be conducted in accordance with the Ontario Ministry of Tourism, Culture and Sport procedures and guidelines. 

All field investigations and reports must be completed and submitted to the Ministry by a professionally designated member of the Ontario Association of Professional Archaeologists. The field work shall include obtaining owner authorization to enter private property and appropriate coordination with First Nations. 

This allowance shall also apply to any subsequent Stage 3 and Stage 4 Archaeological Assessment. 

Additional Stage 1 Archaeological Study

In addition to study of the existing MBWWTF, Proponents shall carry Provisional Costs to complete a Stage 1 Archaeological Study at a potential second site location for a new, greenfield wastewater treatment facility.

Phase 2 Environmental Site Assessment

The Consultant shall complete a Phase 2 Environmental Site Assessment of the existing MBWWTF in accordance with the Ontario Guide for Completing Phase Two Environmental Site Assessments under Ontario Regulation 153/04. 

Due to the proximity to the existing closed Caradoc Landfill and evidence of landfill influences on local groundwater and water course, the MBWWTF site may be impacted to an unknown extent by landfill leachate.

Additional Phase 1 Environmental Site Assessment 

In addition to the completion of a Phase 1 ESA at the existing MBWWTF, the Consultant shall complete a Phase I ESA at a potential second location for a new, greenfield wastewater treatment facility as per the Site Selection Study.

Additional First Nations and Stakeholder Consultation

Proponents shall assume a high level of meaningful First Nations and Public/Stakeholder engagement efforts that generally exceed minimum consultation requirements under the Class EA process and shall incorporate into Proponent’s Proposal and base scope.  

Through project completion the Municipality may determine that additional opportunities for stakeholder engagement may be beneficial. 

The Consultant shall carry Provisional Costs for complete coordination, communication, preparation of materials/presentations and completion of stakeholder consultation in addition to stakeholder consultation efforts identified in the base scope of this RFP and in their Proposal:

• Additional 3x Meetings with First Nations
• Additional 3x Presentation Workshops with Council and/or staff
• Additional 2x Public Consultation Centres
• Additional 10x Public/Stakeholder Engagement Meetings 
• Additional 5x Meetings with Regulatory Agencies

Prepare Addendum to ESR, Requests for Part II Orders

The Consultant shall carry Provisional Costs for completing revisions to the Project File, any addenda to the Environmental Study Report and responding to Part II Orders. 

In the event that any request for a Part II Order is received by the MECP in response to the filing of the Class EA study report, the Consultant will be responsible for preparing and submitting the appropriate response to the MOECC.

Prepare Additional Technical Memos

This project includes the preparation of 4 technical memoranda as part of base scope. 

Proponents shall carry Provisional Costs to prepare one additional Technical Memo similar in the level of effort to Technical Memorandum 3 as outlined in this RFP, including all reviews, QA/QC etc.

Water and Wastewater Rate Study Update

Consultants shall carry Provisional costs to retain a third-party to update the Municipality’s Water and Wastewater Rate Study and Long-Range Financial Plan upon completion of updated project estimates and selection of a Preferred Alternative. 

The Rate Study shall build upon the Project and Financing Study to be completed as part of base scope. 

Additional Project Management

Consultants shall carry Provisional costs to undertake an additional six (6) months of Project Management and Administration for project duration that exceeds twenty-four (24) months from the time of award for any reason outside of the Consultant’s control. Proponents shall assume a consistent level of project management as during the delivery of the EA that includes regular progress meetings, updates, invoicing etc.

PROVISIONAL ALLOWANCES

Provisional Allowances are to be used for project work that cannot be accurately priced at the time of Proposal development. The Table of Items and Prices includes the amount of allowance for each item. 

The Consultant will be responsible to competitively price the work and/or develop a detailed scope of work and may be requested to retain up to three (3) quotes from specialized subconsultants. 

The Consultant must receive written approval from the Municipality prior to undertaking any Provisional Allowances. 

The allowable markup for any subconsultant services shall be 5%. 

Provide Material Testing Services 

Material testing services, as required, includes soils, granular, asphalt and concrete testing with all applicable records/reports to be forwarded to the Municipality. 

This Allowance excludes any water quality testing or material testing to be completed as part of the Assimilative Capacity Studies, Geotechnical Study or other environmental studies related to this EA. 

Prepare Reference Plans and Support Property Acquisition

Proponents shall carry an Allowance for all costs to Support Property Acquisitions and to prepare and register related Reference Plans.  Accordingly, the Consultant shall procure a licensed Ontario Land Surveyor to prepare and register of Reference Plans throughout the course of this Project as needed. 

Advance Preliminary Design

Proponents shall carry an Allowance to advance Preliminary Design of the Preferred Design.  This Allowance shall be used to build upon the alternative design concepts, selection of the Preferred Concept Design and finalization of Preferred Design completed in Phase 3.

Additional Engineering Services

Proponents shall carry an Allowance for the provision of additional Engineering analysis, design and QA/QC Services to build upon base scope items within this RFP.  This Allowance shall include all costs for Engineering and Project Management be used to build upon other scope items

Preparation of Design Procurement Documents 

Proponents shall carry an Allowance to develop and complete of Design Procurement Documents to retain a Design Engineer or Consortium to complete the Design and/or Construction of the Preferred Design as confirmed in Phases 3 & 4.

KEY DELIVERABLES

The following table includes a list of key deliverables to be included as part of the base scope of work in approximate order of anticipated completion, with the understanding that deliverables may be undertaken in parallel. 

Deliverables should generally be considered as independent, standalone documents.  However, deliverables may be included as appendices to Technical Memos or incorporated into dedicated sections within the main body of a TM. 

Proponents are encouraged to review the list of deliverables and add or modify as required according to their proposed method of delivery.

Proponents shall include in their Proposal details of how they intend to complete deliverables and incorporate deliverable results into subsequent phases of the broader EA.  Deliverables should be included as milestones in the project schedule.

No.        Deliverable

1             Technical Memo #1 – Identification of Problem or Opportunity 

2             Assimilative Capacity Study and Receiver Evaluation

3             Hydraulic Analysis & System Capacity Assessment

4             Technical Memo #2 – Verification of Planning Details & Future Servicing Areas

5             Site Selection Study

6             Needs Assessment and Justification 

7             Treatment Technology Evaluation 

8             Geomorphic and Erosion Hazard Limit Assessment

9             Geotechnical and Hydrogeological Study

10           Stage 1 Archaeological Study

11           Phase 1 ESA

12           Project Funding and Financing Study

13           Technical Memo #3 – Identification and Evaluation of Alternative Solutions 

14           Construction Procurement & Management Study

15           Technical Memo #4 – Alternative Design Concepts for Preferred Solution

16           Environmental Study Report

All deliverables will be provided in Draft form for the Municipality’s review and comment prior to incorporating into Final version. 

Upon conclusion of the study the consultant will provide a final report documenting the information gathered, the analysis undertaken, the conclusions of the system assessment, the solutions considered, their evaluation and final recommendations. The report shall include records of all consultation efforts and feedback from First Nations and all stakeholders.

All documents, notes, comments and materials produced, which constitute the services, not included in the Final Submission shall be provided in an unbound format and become the property of the Municipality, which may use them, as it deems appropriate.

Technical Memo #1: Identification of Problem or Opportunity

• Identify Problem or Opportunity
• First Nations and Stakeholder Consultations

Technical Memo #2: Verification of Planning details & future servicing areas

• Verification and validation of existing planning information
• Future Servicing Area Assessment

• Maximizing Use of Existing Infrastructure

• Hydraulic Analysis & System Capacity Assessment
• Assimilative Capacity Study & Receiver Evaluation
• First Nations and Stakeholder Consultations

Technical Memo #3: identification and evaluation of alternative solutions

• Site Selection Study

• Needs Assessment and Justification
• Treatment Technology evaluation
• Geomorphic and Erosion Hazard Limit Assessment
• Geotechnical and Hydrogeological Study
• Stage 1 Archaeological Study
• Phase 1 ESA
• Project Funding and Financing Study
• First Nations and Stakeholder Consultations

Technical Memo #4 – alternative design concepts for preferred solution

• Preliminary Finalization of Preferred Design Concept
• Construction Procurement & Management Study
• Updated Funding and Financing Study based on Preferred Design Concept 
• First Nations and Stakeholder Consultations

10 - Project Meetings and Stakeholder engagement

The Consultant shall be required to organize and conduct effective meetings by preparing agendas, and meeting minutes.  For the Class Environmental Assessment for Wastewater Servicing Project, the Consultant shall anticipate extensive project meetings and stakeholder engagement initiatives including but not limited to:

• Project Initiation (Kick-Off) Meeting

• Bi-Weekly Project Update Meetings

• Monthly Project Management Meetings

• Five (5x) Presentations to Municipal Council

• Individual consultations with Project Sponsors and Stakeholders including staff, Council, land development representatives

• Four (4x) Public Information Centres including preparation of boards, presentation and means of acquiring stakeholder feedback. 

• Workshops/Meetings related to Studies required for the successful completion of the EA (assume two meetings per study)

• Regulatory Agency and Authority Consultation (ie. MECP, conservation authorities etc.)

• Permits and Approvals Consultation 

• Consultation with First Nations

• Consultation with Local Utilities

11 - PROJECT TEAM

Proponents shall develop a strong team capable of delivering a complex Environmental Assessment project.  Proponents shall include the following minimum roles as part of their project org structure and provide CVs of designated staff in their Proposal:

• QA/QC Lead
  • Professional Engineer (P.Eng) 

  • Minimum 15 years of experience delivering and leading municipal wastewater Environmental Assessments 

     

• Project Director
  • Professional Engineer (P.Eng) 

  • Minimum 15 years of experience delivering and leading municipal wastewater Environmental Assessments 

     

• Project Manager
  • Professional Engineer (P.Eng) 

  • Minimum 10 years of experience delivering and leading municipal wastewater Environmental Assessments 

     

• Project Coordinator
  • Professional Engineer (P.Eng) or Certified Engineering Technologist (CET)

  • Minimum 7 years of experience supporting municipal wastewater Environmental Assessments

     

• Lead Land Use Planner 

• Registered Professional Planner (RPP)

  • Minimum 15 years planning experience in the municipal sector

   

• Lead Hydrogeologist

  • Extensive experience leading hydrogeological studies on municipal infrastructure projects

   

• Permits & Approvals Lead

  • Extensive experience leading the coordination of permits and approvals on on municipal infrastructure projects including Environmental Assessments

   

• Public and Stakeholder Engagement Lead

  • Extensive experience leading public and stakeholder engagement initiatives on major infrastructure projects including Environmental Assessments

   

• Indigenous Relations Advisor

  • Extensive experience in leading consultations with First Nations on infrastructure projects

   

• Wastewater Treatment Process Engineer 
  • Professional Engineer (P.Eng) 
  • Minimum 20 years of experience leading municipal wastewater treatment process design and construction projects

Continuity of Project Team

Throughout the full duration of the Project, the Consultant shall not be permitted to substitute personnel named in the Proposal.  The only condition under which the Municipality will permit the Consultant to change personnel is if the individual named in the Proposal ceases to be employed by the Consultant or is unable to perform their job function, and in this case, the proposed substitution shall have equal or greater qualifications and/or experience as determined by the Municipality.  The Consultant shall notify the Municipality in writing, and the Municipality retains the right to refuse the personnel change.

12 - PROJECT SCHEDULE

The Consultant shall prepare a detailed schedule for the project which shall be reviewed at each progress meeting. The project start date will be within 4 weeks of notice of award of contract, upon final execution of contract.

Key project milestones should be clearly identified as individual lines within the proposed Project Schedule.

13 - PROPOSAL FORMAT

Proposals shall be limited to a maximum of twenty-five (25) pages excluding resumes, schedules, project reference sheets and appendices. 

Proposal format is open to the bidder.  Concise, clear and brief submissions are preferred and may be reflected in the proposal scoring.  The proposals should include the following Sections at minimum:

1. Mandatory Requirements:

   • Bidders Declaration
   • List of References
   • Bid Form
   • Acknowledgement of Receipt of Addenda

2. Corporate Profile:

• Highlight firm’s background and experience working on similar projects with Municipalities.

3. Project Understanding:

• This section should outline the overall scope and highlight Proponent’s understanding of the scope and key issues relating to this project. 

4. Project Work Plan & Methodology:

• Details on Proponent’s Proposed Work Plan and Methodology

5. Team Member Experience:

• Provide overview of key personnel including experience and qualification of proposed team and any sub-consultants. 

6. Project References

• Provide 3x project profiles of similar projects the Proponent has worked on
• Indicate Proponent’s role on project and team members who worked on it
• Provide client contact information

7. Schedule:

• Provide a project schedule by task/activity indicating the critical milestone events. 

8. Time-Task Matrix:

• Provide a project schedule by task/activity indicating the critical milestone events. 

14 - EVALUATION CRITERIA

The Municipality will be utilizing a 2-envelope method for evaluation of the proposals (80% Technical, 20% Cost). 

• The first envelope will include the Proponent’s Technical Proposal   

• The second envelope will include Proponent’s Cost Proposal 

Proponents must achieve a minimum technical score of 60% in order to proceed to the Cost Evaluation phase.   

Should Proponents fail to meet the minimum technical score their Cost package will not be considered.

COST EVALUATION:

1 - (B-A)/A] x .20 = Final Cost Score 

A—the lowest Bidders cost. 

B—the Bidders cost being scored. 

C—the maximum number of cost points available (20%).

If the formula results in a negative number (which will occur when the Bidders cost is more than twice the lowest cost), zero points shall be assigned.

TECHNICAL EVALUATION:

LIST OF REFERENCES

Please provide the information requested below.  Reference checks will be completed and the decision to award the proposal will be based on the Municipality’s assessment of overall qualified bidder.  Experience listed below must be relevant to the current project in scope and value. If there is additional information you wish to provide with regard to references, please do so on another sheet and attach to the your bid submission.  Please list references other than the Municipality of Strathroy-Caradoc.

Pursuant to Section 29 (1) of the Municipal Freedom of Information and Protection of Privacy Act, as amended, and Section 39(1) of the Freedom of Information and Protection of Privacy Act, as amended, I authorize the Municipality of Strathroy-Caradoc to contact the person or company listed for purpose of obtaining reference information.

_________________________________________              _______________________________________

Signature of authorized signing officer                                  Date

BIDDER’S DECLARATION

(To be submitted with Original copy of Bid Submitted)

To: The Corporation of the Municipality of Strathroy-Caradoc:

I/We __________________________________________________________________________________

               (name(s))

        __________________________________________________________________________________

               (title/position)

of   ___________________________________________________________________________________               

               (name of company)

1. DECLARE that I/We are the undersigned authorized signing officer of the bidder.

2. FURTHER DECLARE that no person, firm or corporation other than the one whose signature or the signature of whose proper officers I attached below, has any interest in this bid or in the Contract proposed to be undertaken.

3. FURTHER DECLARE that this bid is made without any connection, knowledge, comparison of figures or arrangement with any other company, firm or person making a proposal (unless performed under a “joint” agreement and so declared in the Bid), and in all respects is fair and without collusion or fraud.

4. FURTHER DECLARE that no Municipality of Strathroy-Caradoc employee, or Member of Council or member of its Committees, is or will become interested directly or indirectly as a contracting party.

5. FURTHER DECLARE that all statements, schedules and other information provided in this proposal are true, complete and accurate in all respects to the best knowledge and belief of the bidder.

6. FURTHER DECLARE that I/we have examined the locality and site of the proposed work, as well as all the specifications relating thereto, prepared, submitted and rendered available on behalf of the Municipality of Strathroy-Caradoc, and hereby acknowledge the same to be part and parcel of any contract to be let for the work therein described or defined, and do hereby propose and offer to enter into a contract to do the work and to provide for all of the labour and to provide, furnish, deliver, place and erect, all material mentioned and described or implied therein, including in every case freight, duty, exchange and sales taxes in effect on the date of acceptance of the Bid, and all other charges, on the terms and conditions and under the provisions therein set forth, and to accept in full payment therefore, the sums calculated in accordance with the actual quantities and unit prices attached to this Bid.

7. FURTHER DECLARE that the undersigned is hereby authorized by the bidder to submit this proposal and is authorized to negotiate all matters with Municipal representatives relative to this Proposal.

Proposal submitted by:                                 ___________________________________________________________________________________

Address:                                                              ___________________________________________________________________________________

City/Province:                                                   ___________________________________________________________________________________

Postal Code:                                                      _____________________________________________________________________________

Authorized Signature:                                    ___________________________________________________________________________________

Name (please print or type):                      ___________________________________________________________________________________

Telephone Number:                                       ___________________________________________________________________________________

Email:                                                                    ___________________________________________________________________________________

Registration No.:                __________________________________________________________________________________________

Date of Proposal:                                             ___________________________________________________________________________________                                                        

ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA

This will acknowledge receipt of the following addendum/addenda and that the pricing quoted includes the provision set out in such addendum/addenda

Bidder Name: ______________________________________

              Date: _____________________________

Authorized Signature:  _____________________________________________________

(To be submitted with Original copy of Bid submitted)

PROJECT:  Class EA Mt Brydges Wastewater Servicing

LOCATION: 52 FRANK STREET, STRATHROY

DATE: _______________________________________

Name of Company ______________________________________________________________________

Street Address _________________________________________________________________________

City/Town _____________________________________________________________________________

Postal Code ____________________________________________________________________________

Telephone _____________________________________________________________________________

Fax _____________________________________________________________________________

Municipality of Strathroy-Caradoc

Sir/Madam:

I/We agree to supply all necessary labour, materials, plant, equipment and services for the execution and completion of the above noted Project in accordance with the Contract Documents for the contract sum of 

__________________________________________________________________________

____________________________________________Dollars ($__________________) including all applicable taxes, custom duties and excise taxes (EXCLUDING HST) with respect to the Contract in accordance with all terms and conditions of the Proposal.

I/We understand that the price(s) submitted in this Bid is/are based upon the acceptance of the Bid within ninety (90) days of the Bid closing date.  In cases where the expiry date of the acceptance period falls on a Saturday, Sunday or holiday, the time for acceptance shall be extended to the first following business day.

I/We have carefully examined all the Bid Documents, have visited the site, have registered with Strathroy-Caradoc’s representative conducting the site visit, and have a clear and comprehensive knowledge of the work required under this Contract and of all the working conditions.

I/We are in a position to commence the work immediately upon receipt of the Municipality’s, or its representative’s, written direction, and to carry it through to a prompt and satisfactory conclusion.

I/We hereby certify that, at the time of submitting this bid, I/we are in full compliance with all tax statutes administered by the Ministry of Finance for Ontario and Canada and that, in particular, all returns required to be filed under all provincial and federal statutes have been filed and all taxes due and payable under the statutes have been paid or satisfactory arrangements for their payment have been made and maintained.

Name of Authorized Official:  _____________________________________________________

Title of Authorized Official: _______________________________________________________

Signature of Authorized Official: ___________________________________________________

Date of Proposal: _______________________________________________________

ACCESSIBILITY REGULATIONS FOR CONTRACTED SERVICES

(To be submitted with Original and each copy of bid submitted)

In accordance with the Ontario Regulation 429/07, Accessibility Standards for Customer Service and Ontario Regulation 191/11, the Integrated Accessibility Standards Regulation, the Municipality of Strathroy-Caradoc is required to train all third parties or persons who provide goods, services or facilities on behalf of the organization.

Contracted employees, third party employees, agents and others who deal with the public on behalf of the Municipality of Strathroy-Caradoc must meet the requirements of the above-noted Regulations with regard to training. 

Training for the aforementioned regulations can be accessed online at the following website addresses:

• Serve-Ability:  Transforming Ontario’s Customer Service

• Access Forward: Training for an Accessible Ontario – www.accessforward.ca

• Ontario Human Rights Code – 

http://www.mcss.gov.on.ca/en/serve-ability/index.aspx

http://www.ohrc.on.ca/en/learning/working-together-ontario-human-rights-code-and-accessibility-ontarians-disabilities-act

Contracted services suppliers are to ensure that training records are maintained, including dates when training is provided, the number of personnel who received training and individual training records.  The suppliers are to ensure that this information is available to the Municipality of Strathroy-Caradoc any time during the term of the Contract.

I acknowledge the aforementioned accessibility regulations and that my company staff and any subcontractors have received the above training.

Company name: _________________________________________________________________________

Authorized official: ______________________________________________________________________

                        Signature                                Print Name                             Title

Date:  _______________________________