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Posted: August 3, 2022, 12:00 pm

Summerland Rodeo Grounds Master Plan

District of Summerland

District of Summerland

REQUEST FOR PROPOSALS
RFP-2022-32 - Summerland Rodeo Grounds Master Plan


RFP ISSUE DATE:  August 3, 2022
RFP CLOSING DATE:  August 29, 2022 RFP
CLOSING TIME:  14:00 Local Time
 
Summary Details:
This Request for Proposals (“RFP”) is an invitation by the District of Summerland (the “District”) to prospective Proponents to submit non-binding Proposals for the provision of the development of a Master Plan for the Summerland Rodeo Grounds as further described in Section 2 - Deliverables.

The Summerland Rodeo Grounds, located at 18707 Bathville Road in Summerland, is 73.76 acres of parkland. It is a rustic special-purpose park facility with two riding rings, grandstands, animals stalls, clubhouse (capacity for 100 people), seasonal concession cook shack, seasonal washroom building with showers, and large open spaces. The facility is used for equine activities, clinics and events, rustic weddings, family reunions, special events (Bluegrass Festival) and staging areas for sporting events (running, biking, long boarding, etc.). The site has caretakers who reside on the property.

The 2018 District of Summerland Parks & Recreation Master Plan recommended that the District: “Undertake a master plan for the Rodeo Grounds, exploring community needs and possible uses for the site, servicing requirements and costs and possible operating arrangements.” A plan for the Rodeo Grounds was last completed in June 2008 (see RFP Appendix F – Rodeo Grounds Report).

The overall expected outcomes of the Summerland Rodeo Grounds Master Plan (the “Plan”) are to:

  • Provide a long-term vision for this property.
  • Provide staff with direction on property operations and management.
  • Provide recommendations for operational requirements and capital investments including costing over the next 15 years.

 
RFP Documents:
BC Bid (https://new.bcbid.gov.bc.ca/) is the only authorized website to obtain competitive bid documents for District of Summerland opportunities. The District of Summerland shall not be held responsible for competitive bid documents that are located on any other website. Procurement documents are available for download at BC Bid by searching for opportunities posted by the District of Summerland.
 
Submission of Proposals:
To be considered, Proposals must be submitted via BC Bid’s Supplier “e-Bidding” submission functionality available for this opportunity. Proposals submitted in any other manner will be disqualified.

Proponents should note that on May 30, 2022, the BC Government released a new version of BC Bid and all suppliers, even if previously registered with BC Bid, are required to register for an account with the new platform. For more information on registering with the new BC Bid, visit: https://www2.gov.bc.ca/gov/content/bc-procurement-resources/bc-bid/get-started-with-the-new- bc-bid/suppliers

Proponents are urged to start their e-Bidding submission process several days prior to the RFP Closing Date and Time to ensure they are registered with the new BC Bid, have a BC Bid e- Bidding subscription with the new BC Bid platform, and are familiar with the new e-Bidding submission requirements and procedures. Proponents are directed to contact BC Bid customer support with any questions about BC Bid and the e-Bidding submission process. The District shall not be responsible for incomplete or misdirected Proposals.

Proposals must be received no later than the RFP Closing Date and Time. It is solely the responsibility of the Proponent to ensure that the Proposal is received on time.
 
Term of Engagement:
The successful Proponent should be prepared to commence work in September 2022 and to complete the work within six (6) months.
 
Conditions for Participation and Requirements to Request to Participate:
Proposals not clearly demonstrating that they meet the following mandatory criteria will be excluded from further consideration in the evaluation process.
 

Mandatory Criteria:

1

The Proposal must be received by the Closing Date and Time, in accordance with the requirements of Section 3.1 – RFP Schedule

2

The Proposal must be submitted in accordance with the requirements of Section 3.8 – Submission of Proposals

3

The Proposal must include the following completed forms:

  • Appendix B – Submission Form

  • Appendix C – Pricing Form

4

The Proposal must include the information requested on the following forms, either on the forms or a format of their choice:

  • Appendix D – Rated Criteria Form

 
The Supplier shall provide the District with proof of the following prior to beginning work on this project:

  • A valid Business License.
  • WorkSafe BC Clearance Letter (or equivalent if the Supplier operates in another jurisdiction) addressed to the District of Summerland, indicating that account is active and in good standing, or the Supplier must provide proof of exempt status in the form of a status determination letter from WorkSafe BC (or equivalent). As the process to obtain a status determination letter may take some time, Proponents are urged to contact WorkSafe BC immediately if they do not have WorkSafe BC coverage (or equivalent).
  • Commercial General Liability Insurance coverage as per the requirements detailed in Appendix A – Form of Agreement.
  • Automobile Liability Insurance coverage as per the requirements detailed in Appendix A – Form of Agreement.
  • Professional Errors and Omissions Insurance coverage as per the requirements detailed in Appendix A – Form of Agreement.

 
Procurement Method:
Request for Proposals. The District reserves the right to negotiate. The District may request a Best and Final Offer (BAFO).
 
Procuring Entity:
District of Summerland
 
RFP Contact Person:
Dana Silk, Manager of Procurement & Contract Administration Email: [email protected]
 
Although the District of Summerland is subject to the Canada-EU Comprehensive Economic Trade Agreement (Chapter Nineteen), the Canadian Free Trade Agreement (Chapter Five), and the New West Partnership Trade Agreement, this procurement will not be covered by those agreements


Location: Summerland
Organization: Summerland (District)
Opportunity Type: Request for Proposals
Professional Categories: Architecture, Land Use, Property, & Real Estate
Expires: August 29, 2022, 2:00 pm
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