Request for Proposals

TOWN OF SIDNEY Request For Proposals 2024-006 Surfside Pump Station Replacement Feasibility Study ISSUED APRIL 11, 2024 1. Project Overview The Town of Sidney is seeking proposals from qualified consultants for professional engineering services for a replacement feasibility study for the Surfside sanitary pump station. The intent is to prepare a comprehensive feasibility study that evaluates and compares the environmental, health and safety, social, and financial implications pump station replacement options identified by the Town, and suggest any other potential options. This study should consider factors such as the potential impact on the marine environment, the cost of construction and ongoing maintenance, and the potential disruption to affected residents. The outcomes of this feasibility study will guide the Towns approach to the future of this pump station. 2. Background The Surfside sanitary pump station is supplied by a 150mm asbestos cement (AC) gravity sewer main entirely

located within the Surfside Pl road right-of-way, and discharges through a 100mm (AC) force main which passes through three private properties (SRW) to a gravity manhole on Wildflower Place. All was constructed in 1972, and the pump station has undergone periodic upgrades and maintenance since then. The proximity of the pump station to the foreshore and elevation in relation to high tide level make it susceptible to damage from waves and floating debris during extreme high tide events. The pump station is within a seawall structure which has undergone recent repairs due to undermining from tidal action. As indicated by Table 1 (below), the Surfside pump station is at risk of flooding under current sea level conditions. Table 1: Surfside Pump Station Flood Elevations (2020 Sidney Sanitary Sewer Pump Station Condition Assessment, based on the 2015 CRD Coastal Sea Level Rise Risk Assessment Report (HHWLT = average annual high tide; EHT = extreme high tide) Surfside Pump Station Replacement Feasibility Study Town of Sidney Request for Proposals Page 2 of 5 The most recent CRD Coastal Flood Inundation Mapping Project (2021) considers sea level rise in addition to wave run-up and 600mm of freeboard to calculate a flood construction level (FCL) for each area. The foreshore FCL for Surfside pump station is 4.83m, which is 2.14m above the current hatch elevation. Figure 2: Surfside Pump Station Contributory Area and Pipe Network (https://www.sidney.ca/discover-sidney/maps/) The 2020 Sidney Pump Station Condition Report recommends revisions to the Surfside pump station to mitigate the impact of flooding in the short term, but further analysis to mitigate long term impacts were outside the scope of that assignment. The following options were determined by Town staff based on a high level review of available information: • Option 1 – Do Nothing Continue with reactive maintenance and repairs as required. • Option 2 – Retrofit Station in Place Relocate the control kiosk from the foreshore and install a watertight hatch on the existing wet well. The retrofit may only serve as a temporary solution, as sea level rise will continue to pose challenges in the long term. Tidal action will continue to erode the seawall and could compromise the wet well. Surfside Pump Station Replacement Feasibility Study Town of Sidney Request for Proposals Page 3 of 5 • Option 3 – Relocate Pump Station Town staff attempted to locate a suitable location to relocate Surfside PS upland, but due to the location of other utilities there is no such location within the Surfside cul-de-sac. Moving the station away from the foreshore would likely prevent the four waterfront lots to drain by gravity to the new station via their existing service laterals, requiring on site pumping or extensive re-work of the existing on-site plumbing. The remaining six lots would still drain by gravity to the new pump station. • Option 4 – Low Pressure Sewer This option would consist of pre-packaged low-pressure grinder pump systems on each individual lot, feeding to a small diameter forcemain. The private property owners would retain ownership of the individual LPS stations, as well as be responsible for all ongoing operations and maintenance of these systems. This option would involve the divestment of a service previously provided by the Town to each property owner, so policy support from Sidney Town Council would be required to implement this option. The Town will also consider any additional solutions recommended by the consultant. 3. Project Considerations / Requirements The Town is seeking a qualified consultant with a demonstrated track record in conducting comprehensive infrastructure feasibility studies. If this study leads to the design and construction of a viable option, the Town may negotiate the additional scope of work with the selected consultant. Additionally, the consultant's expertise and experience in the design and implementation of the potential options under consideration will also be a consideration in the evaluation process for this Request for Proposals. 4. Proposal Requirements This Request for Proposals is not intended to be all-encompassing. The consultant is expected to ensure all issues that need to be addressed in this project are included in the proposal submitted. Proposals should, if necessary, expand on the proposed scope of work with a list of the work activities that the consultant would undertake. This will help demonstrate understanding of the project. Proposals shall detail to sufficient extent all actions that are proposed to be undertaken by the consultant. This shall include but not be limited to the following: ➢ The proposed project team including resumes of the lead personnel ➢ Details of the proposed project methodology ➢ Project deliverables ➢ Anticipated project schedule (based on reasonable assumptions) ➢ Costs including charge out rates of team personnel The proponent is required to detail the project timeline in their proposal to establish a reasonable completion date for the review. The work will be compensated on a time and materials basis and may be cancelled at any stage based on budget or schedule constraints. Surfside Pump Station Replacement Feasibility Study Town of Sidney Request for Proposals Page 4 of 5 5. Estimated Schedule The following table outlines the schedule for the Surfside Pump Station Replacement Feasibility Study Request for Proposals process. The timing and sequence of some events listed in the table may vary at the discretion of the Town of Sidney. Event Date Request for Proposals is issued (i.e. commencement of advertising) April 11, 2024 Last day for Proponents to ask questions April 23, 2024 Last day for Town to issue Addendum April 26, 2024 Request for Proposals closes May 3, 2024 Event Anticipated Date Contract Award May 27, 2024 Complete Surfside Pump Station Replacement Feasibility Study September 27, 2024 6. Selection Criteria Proposals will be reviewed and evaluated by the Town of Sidney using the following weighted criteria: Criteria Weighting Overall understanding of the project noted in the Proposal Submission 10% Familiarity with the various technical issues specific to this assignment including proposed approach to the work 20% Project methodology and task list with consideration of estimated hours for each task. 20% Fee(s) schedule and resulting “upset” cost to the Town (includes disbursements, excludes GST) 20% Past performance of firm on similar projects and identified key staff 15% Quality of the project schedule and completion date for deliverables 10% All other relevant facts or matters mentioned in the detailed proposal the Town may consider relevant in making its determination 5% Surfside Pump Station Replacement Feasibility Study Town of Sidney Request for Proposals Page 5 of 5 7. General • The above process and other aspects of this RFP may be subject to change. In addition, prior to selection, the Town may choose to meet with any or all proponents in order to request further information or clarification regarding proposals submitted. • It is the responsibility of the proponents to check periodically for any addenda that may be issued by the Town of Sidney. Addenda will be posted on the Town of Sidney website (https://www.sidney.ca/government/bidding-opportunities/). • No contractual obligations shall arise between the Town and any person submitting a proposal until and unless a formal, written contract for the project is entered into. The Town will not compensate a proponent for costs or expenses incurred in the creation or submission of a proposal or for any other costs, expenses or losses associated with this RFP process. • All proposals and other documents submitted to the Town of Sidney by a proponent become the property of the Town and will not be returned. • Proposals and other documents may be submitted in confidence, however, proponents should be aware that the Town is subject to the provisions of the Freedom of Information and Protection of Privacy Act and, in the event of a request for information under that Act, the Town may be required to disclose all or a portion of a proposal or a document notwithstanding that they may be delivered in confidence. 8. Deadline for Submission Complete proposal packages must be received by 2:00 p.m. Friday, May 3, 2024. One electronic copy in PDF format submitted to the email address listed below, with the Request for Proposal title in the subject line. Please send complete application packages to: Andrew Hicik, Director of Finance Re: Surfside Pump Station Replacement Feasibility Study - Request for Proposals Town of Sidney 2440 Sidney Avenue Sidney BC V8L 1Y7 Email: tenders@sidney.ca For additional information or questions, please contact: Ryan Campeau, Senior Engineering Technologist Town of Sidney 2440 Sidney Avenue Sidney BC V8L 1Y7 Phone: 250-655-5427 Email: rcampeau@sidney.ca mailto:rcampeau@sidney.ca