Northern Contaminated Sites Program – Mining Engineering Support Services
Department of Indian Affairs and Northern Development Northern Contaminated Sites Program – Mining Engineering Support Services Request for Standing Officer Agreements Solicitation # 20-12-6009 Potential bidders on this solicitation are encouraged to read the Giant Mine Procurement Outlook (reference number PW-$GMP-006-6078) posted on Merx by Public Works and Government Services Canada for more information on the potential conflicts of interest between this solicitation and those being managed by Public Works and Government Services Canada.
This requirement is set aside for Aboriginal suppliers in accordance with the government Procurement Strategy for Aboriginal Business. The bidder must certify in its bid that he or she is an Aboriginal business or joint venture as defined within the Procurement Strategy for Aboriginal Business. For the bid to be considered compliant, the bidder must submit at the time of bid closing, the completed and duly signed “Certification Requirement” and “Owner/Employee Certification” form included herein as part of the tender document. DIAND intends to award up to two (2) competitively awarded SOAs as a result of this proposal call. Under companion solicitation 20-12-6008, DIAND intends to award up to four (4) competitively awarded SOAs. In the event the required number of awards is not attained as a result of solicitation 20-12-6008, DIAND reserves the right to award up to an additional four (4) SOAs pursuant to this process, for a total of six (6) SOAs overall. The SOAs will be upon award until March 31, 2016 with two (2) additional one (1) year option periods under the same terms and conditions. SW1.0
TITLE 1.1
Northern Contaminated Sites Program – Mining Engineering Support Services - Standing Offer Agreement SW2.0
BACKGROUND 2.1
The Department of Indian Affairs and Northern Development (DIAND) supports northern Canadians in their efforts to improve social and economic well-being, to develop healthier, more sustainable communities and to participate more fully in Canada's political, social and economic development. The Department’s responsibility for many of the Government of Canada's roles in the North, as mandated by the DIAND Act, is met primarily through the programs and services of the Northern Affairs Organization (NAO), which supports these goals. 2.2
DIAND must balance the need to support the North's economic potential with sustainable development and environmental protection. A major component of the fulfilment of these goals is the addressing of sites in the North, on Crown lands which have become contaminated. A contaminated site is defined as: a site at which substances occur at concentrations (1) above background levels and pose (or are likely to pose) an immediate or long-term risk to human health or the environment, or (2) exceeding levels specified in relevant policies or regulations. Under Treasury Board’s Policy on Management of Real Property (2006), all federal government departments are charged with environmental stewardship that contribute to the preservation and protection of the environment; however DIAND faces some unique challenges in the discharge of this duty. 2.3
Unlike other contaminated sites, those in the North have occurred largely as a result of private sector resource development and defence activities on federal Crown lands. In recent decades, the number of sites, their scale, and the pressures for the Department to take action has increased, due to a large number of mine and resource industry closures and abandonment. 2.4
The environment in the North also presents multiple challenges to the assessment, monitoring, and remediation of these sites. These include, but are not limited to: the uniqueness of the climate, ecology, and land composition; their remote location, and the relatively short window open for work to be conducted. Canada’s North is also home to a diverse group of peoples. Northern communities, often reliant on traditional food sources, have been identified as being particularly vulnerable to the potential negative impact of contaminated sites, on their health and safety, and the environment in which they live. The Department further recognizes the need to include Northern communities and businesses in the monitoring and remediation of contaminated sites. 2.5
Since 1991, NAO has been managing northern federal contaminated sites. Its Northern Contaminated Sites Program (NCSP) has the objective to manage these sites to mitigate the effects of contamination on both human populations and the environment. This includes a focus on environmental and human health and safety. Within the purview of this Program, DIAND carries out a variety of projects in the North, including environmental assessment, monitoring, and remediation. 2.6
As of July 2011, 890 contaminated sites in the North have been identified and require action with assessment and/or remediation. NCSP is responsible for the management of these sites, based on a classification system according to the extent of their potential or actual impact on human health and safety and the environment. 2.7
To support the initiatives of the program and due to the potentially strong negative impact these areas may pose to human and environmental well-being, the Department has recognized a need to acquire external resources and expertise to support the Program’s ability to manage these sites, in a timely, effective, and cost-efficient manner. DIAND requires the services of resources qualified in the provision of a variety of Mining Engineering Support Services within Headquarters and the Regions, to facilitate Departmental activity in the North. SW3.0
OBJECTIVE 3.1
As articulated in its Performance Measurement Strategy, DIAND’s performance objectives for the NCSP include the following: 1.
to meet legal obligations and federal and departmental policy requirements regarding the management of contaminated sites. 2.
to require that, where a suspected contaminated site has been identified, the site be assessed in a timely, consistent and cost-effective manner. 3.
to remediate, in line with approved resource levels, all National Classification System (NCS) Class 1 contaminated sites in the North, on a priority basis, unless it can be demonstrated that for a specific site an alternative form of management is appropriate. 4.
to promote the federal "polluter pay" principle. 5.
to promote the social and economic benefits that may accrue to First Nations, Inuit and Northerners when carrying out activities. 6.
to provide a scientifically valid, risk management based framework for setting priorities, planning, implementing and reporting on the management of contaminated sites.
3.2
Specific project objectives will be contained within any resulting Call-up(s). SW4.0
ESTIMATED VALUE 4.1
The estimated total value of all Call-ups pursuant to each SOA awarded shall not exceed $2 Million CAD per SOA. 4.2
The estimated value of all requirements under Call-up(s) under SOAs includes GST/HST, and any travel and administrative expenses. 4.3
The value of individual work requirements will be specified in any resulting Call-up(s). SW5.0
SCOPE OF WORK 5.1
The purpose of Mining Engineering Support Services is to provide support, technique and subject matter expertise in support of the Department’s assessment, care and maintenance, and remediation activities in the North. This includes, but is not limited to: a)
the provision of technical expertise to the Department in relation to the establishment of internal controls and procedures to ensure compliance with regulatory acts (including, but not limited to, environment, health and safety, and privacy Acts); b)
the development, implementation, support, and review of strategic initiatives in the assessment of sites (including sampling of soil, water and other media at sites using hand-operated and/or mechanically-operated methods such as drilling); c)
risk assessment and evaluation of risk mitigation options; and d)
the assessment of remediation design options and alternatives for implementation at sites. 5.2
In supporting DIAND’s requirements as described herein, the Contractor shall provide a complete range of Mining Engineering Support Services, on an as-and-when-required basis, based on the provision of technical expertise and skill sets relating to Site Closure and Remediation (including mine waste assessment and remediation, contaminated soil assessment and remediation, water treatment technologies, site risk assessment and mitigation, etc.). 5.3
The Contractor shall provide any combination of support services indicated herein and any other related services and support as indicated in any resultant Call-up, in support of any of the sites under NCSP’s care (including sites not related to mining activities), based on the skills and experience of the Contractor and the requirements of the project/task. 5.3.1
The technical subject matter disciplines that may be requested in any resultant Call-up include, but are not limited to: a)
Mining Engineering b)
Geotechnical Engineering c)
Rock Mechanics d)
Hydrology e)
Hydrogeology f)
Civil/Municipal Engineering, including Cold Regions Expertise g)
Water & Waste Water Treatment h)
Mechanical Engineering including Refrigeration Expertise for Ground Freezing i)
Electrical Engineering (including high voltage) j)
Structural Engineering k)
Environmental Engineering l)
Surveying, Mapping, 2D & 3D Imaging both Surface and Underground m)
Environmental Science n)
Environmental Assessment & Socio-Economic Expertise o)
Human Health and Ecological Risk Assessment p)
Hazardous Materials q)
Industrial Hygiene
r)
Cost Analysis 5.4
In support of Departmental programs and initiatives, the Contractor shall (on an as-and-when-required basis, and as detailed in the Call-Up signed by the Contracting Authority): 5.4.1
Review available site information, identify information gaps and provide multidisciplinary technical guidance and direction on additional work required in support of site care & maintenance, risk mitigation, decommissioning and remediation requirements. a)
Various levels and complexities of work may be required, which may include designing and conducting field work, leading towards the development and implementation of projects. b)
Field work may include sample collection and laboratory analyses, demonstration projects, pilot-scale research and other technical endeavours to be used for supporting project objectives. 5.4.2
Identify and recommend options for site care & maintenance, closure planning, risk mitigation and remediation. This may include but is not limited to development and/or evaluation of remediation options and objectives applicable to a project within a contaminated site regulatory environment. The analysis should include, at a minimum, the following factors: a)
cost; b)
technical feasibility; c)
occupational health and safety; d)
long-term effectiveness; e)
life cycle costing; f)
time to implement; g)
risk of technology; h)
socio-economic benefits; i)
environmental assessment issues; and j)
ability to monitor progress. k)
If required, the Contractor may also be tasked to design and manage a testing program to verify option(s) selected and provide recommendations.
5.4.3
Assist with the preparation of Scopes of Work/Terms of Reference/drawings, provide technical support during the tendering process and the evaluation of Proposals for Construction Contracts supporting Remediation. 5.4.4
Attend, moderate and/or facilitate technical meetings, focus groups, issue forums, public consultations, presentations, seminars, workshops and/or advisory committees working to analyze or resolve specific issues relevant to NCSP stakeholders, and prepare follow-up reports.
a)
This may include organizing meetings and arranging the presence of other contractors and participants at NCSP events and administering payment for travel and hospitality costs and other related expenses associated with the other contractors’ and participants’ travel and logistics to and from the event, in accordance with Treasury Board Travel Directive guidelines. These services shall be provided by the Contractor’s Consultant or Administration Resource(s). 5.4.5
Provide expert guidance, technical analyses and strategic advice on a broad range of topics, including but not limited to: technical policy and protocol development, project delivery methods, project management, risk assessment, risk management, risk mitigation, demolition planning, site infrastructure planning, information management. 5.4.6
Assist the Project Authority in preparation of status reports and risk management plans. 5.4.7
Report on project activities and work done in compliance with the regulations as defined by the Authorities Having Jurisdictions (AHJ's). 5.4.8
Review and provide advice on project technical documents. 5.4.9
Provide advice and support for the development of sampling programs (media, locations and methods), data quality assurance and quality control processes; 5.4.10
Provide expertise and support in the development of cost benefit analyses to support technical and logistical approach decisions (e.g. remediation option development, evaluation and selection). 5.4.11
Provide Northern logistics management and support. 5.4.12
Provide on-site supervisory services to support DIAND in overseeing the work of contractors and sub-contractors implementing risk mitigation and/or remediation measures. 5.4.13
Perform Human Health and Ecological Risk Assessments (HHERA) of chemical, physical and radiological hazards associated with Northern and/or Remote and/or Cold Climate sites. 5.4.14
Provide technical project management for individual projects, including: a)
development of Work breakdown structure and work planning; b)
detailed cost estimating; c)
management systems; d)
development and implementation of Memoranda of Understanding; and e)
other project management activities. 5.4.15
Develop, test and/or analyse hypotheses and policies designed to mitigate and adapt to possible regional scientific, economic, and political outcomes of climate change; identify gaps in knowledge; position and update research and action priorities; and monitor policy outcomes. 5.4.16
Identify and scope social and economic issues to demonstrate the potential impact of a project’s technical and project management (e.g., schedule, delivery mechanism, procurement approach) activities on traditional lifestyles, employment opportunities or a community’s well-being. 5.4.17
Complete studies analyzing improvements to project value including cost savings, risk reduction, schedule improvements, improved designs and better collaboration. 5.4.18
Participate on peer review panels as a panel participant to evaluate proposed remediation options, determine and evaluate the impact of external contributions to program or project initiatives, prioritize the contributions and provide recommendations to NCSP and related Regional stakeholders. 5.4.19
Perform other related Mining Engineering Support Services. MANDATORY REQUIREMENTS A Bidder’s Proposal MUST meet ALL Mandatory Requirements in order for the Proposal to be deemed compliant and considered for further evaluation. Failure on the part of the Bidder to meet any one (1) of the Mandatory Requirements will result in its Proposal being deemed non-compliant, with the Proposal being given no further consideration. Bidders must complete, sign and submit, as part of their technical proposal package, the following Certifications: 1.
Certificate of Independent Bid Determination attached hereto as Annex "A". 2.
Federal Contractor’s Program For Employment Equity attached hereto as Annex “B”
MANDATORY REQUIREMENT MEETS
DOES NOT MEET M1
Minimum Resource Capacity – Bidder’s Primary Team
1.1 The Bidder’s firm MUST have access to the breadth and depth of experienced resources to provide Mining Engineering Support Services, as demonstrated by the submission the minimum number and categories of qualified persons identified below. CVs and (where specified as required in Annex “A”) evidence of professional engineering designation is required to demonstrate qualification (see Notes 1a and 1b below). Table: Resource Index– should be used as an index in the Bidder’s Proposal to present this information. Required Resource Categories:
1.A
Corporate Consultant
one (1) qualified person required 1.B
Principal Consultant
three (3) qualified persons required 1.C
Senior Consultant
four (4) qualified persons required*
The same individual may not be proposed for more than one (1) resource category.
1.2 The minimum number of named persons per Resource Category MUST meet the Qualification Standards for the Resource Category (in factor 1.1 above) in which they are identified in the Bidder’s Proposal in order to be considered qualified (as described in Annex “A” Qualification Standards), and in order for the Bidder to be compliant with Mandatory Requirement M1. *1.2.a At least one (1) of the Senior Consultant resources MUST have a minimum of fifteen (15) years experience in Mine Site Closure and/or Reclamation. 1.2.b At least one (1) of the Bidder’s Primary Team resources MUST have experience in Northern logistics.
Note 1a: For evidence of a valid professional engineering designation the Bidder MUST provide physical evidence in the form of a photocopy of a certificate or a traceable certificate number included within the Proposal. Note 1b: For evidence of completed post-secondary education (where required for the Category) the Bidder MUST provide an attestation to the successful completion of the claimed completed education credentials by an authorized signing officer binding the Bidder’s organization.
In the event physical evidence (as described above) is not provided for engineering designations or post-secondary education, the Resource for which it applies will not be considered qualified to the Bidder’s Primary Team and may impact the Bidder’s compliance with this Mandatory Requirement. Note 2: Resources will be evaluated in the order in which they appear in the Bidder’s Proposal in the Resource Categories in which they are proposed. Only the minimum required number of resources per Resource Category (as identified in 1.1 above) will be evaluated.
Additional Resources and Resource Categories beyond the minimum number of Resources for the Bidder’s Primary Team qualified in the Bidder’s proposal (whether presented in the Bidder’s Proposal or subsequently following any Award) will be vetted by the DIAND Project Authority against the qualifications required for the Resource Category in which they are named for eligibility to provide services in their identified Resource Category under any resulting SOA. The final determination on the qualification and acceptability of the Bidder’s resources to a Resource Category remains the sole determination of the Department.
Any additional resources provided by the Bidder in its Proposal beyond the minimum number required will not be evaluated and will not be considered in determination as to whether or not the Bidder’s Primary Team is compliant with all requirements of Mandatory Requirement M1.
MANDATORY REQUIREMENT
MEETS
DOES NOT MEET M2 Bidder Project Summaries
2.1 At the Bidder level, the Bidder MUST provide four (4) written project summaries demonstrating their experience in the provision of Mining Engineering Support Services, as described in the RFP. Projects MUST have been completed within the last ten (10) years and be valued at no less than $100,000 to the Bidder.
2.2 At least one (1) of the projects MUST have as the client, a federal government department or agency.
2.3 At least two (2) of the projects MUST involve the provision of Mining Engineering Support Services, as described in the RFP, on Northern and/or Remote and/or Cold Climate mine sites (i.e. sites in a permafrost environment).
2.4 At least four (4)) of the Bidder’s proposed Primary Team members (as proposed in response to Mandatory Requirement M1 1.1 above) MUST have been actively engaged on at least three (3) of the projects presented under this requirement. This may be demonstrated either together on the same projects or independently on different projects from the four (4) projects presented.
2.5 For each project provided, the Bidder MUST clearly indicate the contact name and contact information (one of phone, fax or e-mail address) for the client project authority to whom the Bidder reported.
The proposal form – Project Summary Format attached hereto as Annex C is provided to assist Bidders in preparing the project summary.
Note 1: For the purpose of evaluation under Mandatory Requirement M2, the following will be considered as the Bidder’s experience: a) Project experience by the bidding entity (i.e. the signatory to the Proposal); or b) Project experience completed by a firm that has merged with or was acquired by the Bidder; or c) In the case of Joint Ventures submitting a Proposal, project experience by one (1) or more member firms of the Joint Venture who are included within the Proposal to DIAND; or d) In the case of Prime / Subcontractor Proposals, project experience by the Prime and proposed Subcontractor that was acquired jointly by the parties. The onus is on the Bidder to clearly demonstrate within its submitted projects which entity/firm (as defined in (a) through (d) above) completed the project. All projects submitted by Bidders MUST be in direct relation to contracts that were entered into by the Bidder (as defined above) with the named client organization contained within the Project Summary.
Further, as evidence of compliance with M2, Bidders cannot use an individual proposed Resource’s project experience obtained while working for or on behalf of another entity that is not a part of the Proposal.
The purpose of M2 is to ascertain if the Bidder has previously entered into and completed similar/relevant projects.
Note 2: DIAND reserves the right to contact the referenced client project authority to verify the accuracy of information provided within each Project Summary. Failure on the part of the Bidder to provide accurate and current contact information may result in the Bidder’s Proposal being deemed non-compliant and be given no further consideration in the evaluation process. Proposal Format: The Bidder should include with EACH project summary: a)
The name and postal address of the client organization; b)
The dates/duration of the project; c)
The total Bidder level of effort (in days) for the duration of the project; d)
Dollar value $CAD of the project (to the Client) to which the Bidder contributed; e)
Dollar value $CAD of the work (to the Bidder); f)
A summary of the client’s requirements; g)
Location(s) of the project; h)
The Bidder’s responsibility on the project; i)
Named resources involved in the project; j)
A detailed description of the role and responsibilities of the members of the Bidder’s proposed Primary Team (as proposed in Mandatory Requirement M1.1) where engaged on the project; k)
The result or outcome of the project, together with the extent to which the project was completed on-time, on-budget, and in accordance with established project goals; and l)
Any other information the Bidder feels relevant for evaluation.
BASIS OF SELECTION
3.0
Only compliant Proposals will be considered.
3.1
Only Proposals that have met all Mandatory Requirements, and have achieved or exceeded the required minimum score for the Point-Rated Criteria will be considered. All Proposals will be rated on technical acceptability before price is considered. Standing Offer Agreements will be awarded based on a determination of Best Value taking into account both the technical merit of the Proposals and the Financial Evaluation. To arrive at an overall score achieved by a Bidder, technical merit will be valued at 80% of the Proposal and price will be valued at 20% of the Proposal. The Bidder(s) will be selected on the basis of the highest combined rating of technical merit and price: This procurement is set-side subject to the provisions of the Procurement Strategy for Aboriginal Business (PSAB).
