STORMWATER VICTORIA and MELBOURNE … asset management including development of budgets, asset...
Transcript of STORMWATER VICTORIA and MELBOURNE … asset management including development of budgets, asset...
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STORMWATER VICTORIA and MELBOURNE WATER
REQUEST FOR PROPOSAL
MINOR SERVICES
DEVELOPING WSUD CONDITION AUDIT GUIDELINES
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TABLE OF CONTENTS
1 Background 2
2 Submission 3 3 Lodging of Submissions 3 4 Description of Services 4 5 Deliverables 4 6 Important Dates 7
7 Representative 7 8 Reporting requirements 7 9 Pricing 7
10 Conditions of Purchase Order Minor Services 8 11 Health and Safety 8 11 Conditions of Request for Proposal 12 12 Respondent’s Details 16
13 Offer 17
Schedule 1 Pricing Schedule
Schedule 2 Key Performance Measures
Appendix 1 Proposal Form
Appendix 2 Conditions of Purchase Order Minor Services
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1 Background
This joint initiative by Stormwater Victoria and Melbourne Water has grown out of an identified
knowledge gap among local government authorities. Melbourne Water’s Living Rivers Team works
closely with the 38 councils in Melbourne Water’s operating area to support their work in Water
Sensitive Urban Design (WSUD). In 2013 Melbourne Water developed a resource package for
industry practitioners “Tools for WSUD asset management” comprising three tools:
• A database identifying WSUD asset locations across Melbourne
• WSUD life cycle costing
• WSUD maintenance guidelines.
Feedback among local government authorities to the asset management package has been
overwhelmingly positive with many Councils undertaking complementary maintenance training
through the Clearwater capacity building program.
Since utilising the Melbourne Water guidelines many local Councils are developing a growing
appreciation that a pro-active maintenance regime is necessary to ensure newly acquired WSUD
assets function to their design intent, providing community and environmental services. This
increased awareness has been supported by various Council business plans identifying the important
role maintenance has in extending an assets lifecycle and deferring costs implicit with asset repair
and renewal.
Although local government capacity for WSUD maintenance is developing, in reality, many
municipalities are faced with management of increasing numbers of existing WSUD assets inherited
through subdivision developments and Council’s own capital works. With minimal budgets for
maintenance and renewal, Councils are increasingly seeking guidance on how to assess, prioritise
and decide on corrective maintenance and rectification needs for existing assets to ensure they
function to optimal service levels.
A number of metropolitan Councils have recently engaged consultants to provide municipal wide
detailed condition audits of their WSUD asset base with recommendations on future priority
management actions. Increasing recognition of the importance of WSUD condition audits has also
been driven through industry exposure and recent award winning initiatives. This interest has also
been reflected in requests to Melbourne Water to provide funding support for local government
WSUD condition audits. Acquiring funding for outsourced WSUD condition audits is an ongoing
challenge for various authorities and does not present a cost effective long term viable option.
The intent of this project is to develop a guidelines and training package that will enable relevant
authorities to undertake WSUD condition audits for the purpose of informing and prioritising
corrective rectification actions and the assessment of future cost implications. The training package
should help address current industry demand in a cost effective manner, whilst also building
organisational capacity of relevant authorities.
Guidance within the package should also refer to (but not be limited to?):
the need for defined organisational roles and responsibilities,
internal reporting mechanisms,
development of rectification and renewals budgets, and
assessment of safety considerations associated with assets.
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As part of the project approach Stormwater Victoria (SV) and Melbourne Water (MW) are trialling
delivery of this project as a partnership model. A partnership arrangement can realise a number of
mutual benefits for both organisations and wider industry benefits including:
• Better alignment with industry expectations and needs
• Increased industry reach and engagement through multiple networks (including beyond MW
operating areas)
• Cost effective and flexible product delivery
• Potential to trial a new direction for Stormwater Victoria’s role supporting development of
industry guidelines
• Builds on existing collaborative partnerships between SV and MW
• Raised brand awareness and presence for both Stormwater Victoria and Melbourne Water
Melbourne Water and Stormwater Victoria will provide the following background
information
Initial literature review summary table outlining key components of various WSUD condition audits
undertaken in the Greater Melbourne region.
Feedback summary from local government representatives used to inform development of this
project brief
2 Submission
The supplier shall prepare and submit a fee proposal to undertake the assignment by close of
business on Wednesday 26th
of August. The proposal shall include the following:
The Proposal Form (Appendix 1) duly completed and signed by an officer duly
authorised to sign on behalf of the Supplier
Company details including legal name, trading name, address, ABN and contact details
The names of any personnel who would be assigned to the Services, and briefly their
roles and responsibilities, qualifications, and other professional experience relevant to
the conduct of the Services.
Experience relative to the project services.
Declaration of any conflict of interest and how any conflict of interest may be managed.
Details of Public Liability/Professional Indemnity insurance arrangement.
Any other relevant information.
Please note that proposals will not be considered accepted until a written letter of acceptance and
or a Purchase Order is issued.
3 Lodging of Submissions
Submissions shall be e-mailed or delivered to the Stormwater Victoria Representative by close of
business on the 26th
of August.
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4 Description of Services
The supplier is to deliver the following services:
Development of WSUD asset audit guidelines package comprising:
1. Comprehensive instructional guide outlining the methodology of WSUD audit process.
This will need to include design review considerations, inspection checklists, assessment
templates and condition ranking, decision criteria, suggested corrective actions and
guidance on preventive strategies for future issues. The audit methodology should be
supported with case study illustrations.
2. A toolkit to assist asset managers to undertake assessment of assets with weighting to help
determine condition rating.
3. A module for training sessions outlining the WSUD audit process, including example case
studies. The module will guide training participants to lead an asset audit, using the
resources developed above in point 1 and 2
Both the audit methodology and training module are to provide reference to supporting strategies
necessary for successful asset management. This includes defined organisational roles and
responsibilities, internal reporting mechanisms, development of renewals budgets, liability and
safety considerations.
5 Deliverables
The project is to include the following deliverables
1. Develop a guidelines document with instructional text outlining a framework /critical steps for
the assessment of WSUD assets based on components of various audit approaches. Suggested
components of the guidelines include, but are not be limited to:
WSUD principles and applicable assets covered by guidelines.
Essential information for asset assessment (e.g. catchment info, design plans).
Support tools to prompt description of an assets physical condition with weighting to help
determine condition rating. (see deliverable 2)
Guidance on identifying factors that may be impacting the asset functionality (eg. sediment
deposition, inlet blockage, plant mortality) and at what stage of the ‘life cycle’ (eg:
planning and design, construction, maintenance) are they most likely to impact at.
Guidance on identifying short/interim and long term solutions to maintenance issues.
Assessment of the aesthetic appearance of assets and consideration of local specific values.
Feasibility risk process incorporating considerations such as organisational liability,
regulatory requirements, cost and benefits and environmental considerations.
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Outline of rectification solutions or alternative measures to provide the same outcome if
decommissioning is necessary.
Guidance on interim corrective management measures and consideration of planned
proactive maintenance schedules to address emerging issues.
Reference to importance of ongoing record keeping (with examples) emphasising condition
assessment outcomes, design and construction review and past maintenance practices to
inform future management regimes.
Reference to importance of defining organisational roles and responsibilities in regards to
ongoing asset management including development of budgets, asset liability and safety
considerations.
Guidance on development of proactive / reactive and renewals budget processes based on
the outcomes of condition audit outcomes and rectification solutions.
Assessment of community attitudes or response to the asset, either positive or negative.
Consideration of organisational capacity for maintenance and achievable levels of service.
2. Develop a toolkit to guide asset managers including:
i. user friendly inspection checklists
ii. templates to capture visual and written data condition issues and key asset
information (paper, electronic or both?)
iii. a decision support framework to assist in asset prioritisation and maintenance
planning (eg Excel tool with weighted criteria including benefit cost ratio)
iv. provide links to existing resources including Melbourne Water maintenance
guidelines and industry field testing methods etc
3. Develop a training module based on the audit guidelines document. The training module will
need to include:
Overview of the condition audit tool.
Field sessions demonstrating how to undertake condition audits.
A safety management plan for the implementation of the field training session considering
all necessary components to conduct the session safely, including but not limited to site
selection, site hazards, PPE, traffic management and weather etc.
A trial review period for the training module will need to include:
Conducting 1 or 2* piloted training sessions with select audiences. Modifications as
necessary will need to be incorporated based on the evaluation feedback of these sessions.
Any other modifications as necessary identified by the project working group or identified
training providers
*Extra training session to be decided by the Stormwater Victoria working group as requested
based on quality of feedback from initial training session.
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PROJECT INCLUSIONS
Instructional text and toolkit guidelines documents outlining key steps and considerations supported
with case studies of WSUD condition audits. Focus of the guidelines is on typical vegetated asset
types under local government ownership including:
Bio-retention Swales
Tree pits
Rain gardens
Infiltration assets
Wetlands
Porous/permeable pavements
GPT’s* (when integrated as part of a water treatment system)
Training module based on the audit guidelines documents modified via stakeholder feedback to
meet needs of intended audiences – local government and associated contractors. Training module
will be piloted during training sessions to gather feedback.
All produced documents must be consistent with previous Melbourne Water Guidelines and be able
to be integrated with MW/SV graphic design style at a later date.
*only to include basic function and performance check, detail structural and design considerations
should refer to the technical specification of the manufacturer.
PROJECT EXCLUSIONS
The WSUD asset audit guidelines are not to include the following non-vegetated WSUD assets.
Stand only GPT’s (when not integrated as part of water treatment system)
Stormwater or rainwater Pumps
Stormwater or Rainwater Tanks
Stormwater harvesting Infrastructure
Final design look of the guidelines including branding– this will be incorporated into later scope
and undertaken by graphic design consultants after initial testing of guidelines document and
training module.
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6 Important Dates
Request for Quote
August 12th
Consultant proposal submissions close
August 26th
Consultant Contract awarded
September 2nd
Initial deliverables
o Literature review analysis
(if necessary)
o Draft guidelines document
o Draft decision support tool
o Draft training module
October 28th
Finalise guidelines document based on feedback from project
working group and industry stakeholders
November 11th
Pilot 2 training sessions with training provider (TBD) November 20th
Incorporate training module feedback from training sessions December 4th
Deliver final documents December 18th
7 Representative
The Project Representative is the person appointed by Stormwater Victoria to represent Stormwater
Victoria in relation to the Services. All queries, correspondence and reports should be directed to
the Stormwater Victoria Representative.
The Stormwater Victoria Representative is:
Michael Godfrey
Melbourne Water
990 Latrobe Street,
Docklands, 3008
Telephone: (03) 96797868
Mobile: 0408051365
8 Reporting requirements
In accordance with the requirements of clause 13(f) of the Conditions of Purchase Order Minor
Services, the Supplier shall provide the Project Representative with reports on Key Performance
Measures outlined in Schedule 2.
9 Pricing
The Supplier shall submit prices offered for the Services as set out in the attached Schedule 1 –
Pricing Schedule
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10 Conditions of Purchase Order Minor Services
The Services shall be provided in accordance with the Conditions of Purchase Order Minor Services
(a copy of which is attached as Appendix 2).
11 Health and Safety
The following health and safety issues have been identified for these Services:
Travel to and from offices
Field component training session risks including:
o Working near roads and vehicle traffic zones
o Working near water, unstable surfaces and dense vegetation
o Outdoor exposure risk
o Extreme weather hazard risks
Please outline how your company will address these issues.
The Supplier should also advise of any other health and safety issues it recognises relating to the
Services and outline how these issues will be addressed.
Schedule 1 – Pricing Schedule
Item
No
Description of Services Price GST
Exclusive
GST Total
Price
1 Comprehensive instructional guide document
2 Decision support tool developed
3 Module developed for training sessions based on stakeholder
feedback
Total or Upper Limiting Fee
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Schedule 2 – Key Performance Measures
Item No Description of Key Performance Measures KPM Reporting Conditions for
meeting/not
meeting KPM
Reporting
1 Development of– instructional guide
document
Within agreed
timeframe
Not applicable
2 Development of Decision support tool Within agreed
timeframe
Not applicable
3 Development of training module Within agreed
timeframe
Not applicable
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APPENDIX No 1
Proposal Form
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Proposal Form
Request for Proposals for WSUD Condition Audit Guidelines
Submissions close on August 26th
To: Michael Godfrey
Melbourne Water
990 Latrobe Street
Docklands, Victoria 3008
I/We……………………………………………………………………………..…………………….
(Registered Name of Firm or Company)
of……………………………………………………………………………………………………….
.…….………………………………………………………………………………………………….
…………...……………………………………………………………………………………………
(Address of Registered Office)
hereby offers to complete the services as described above in accordance with the requirements set
out in this request for proposals document. The information contained herein is to the best of my
knowledge is true and correct.
Signature of Authorised Person…………………………………………………………….
Position Held ………….……..……………………….….………………..
Name of Authorised Person …………………….……..……………………………...….
Signature of Witness …………………….………………………….....………….
Name of Witness …………….……..……………………………...………….
Date of Submission…………………
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APPENDIX No 2
11 Conditions of Request for Proposal
11.1 Application of conditions
Participation in the Request for Proposal (RFP) Process is subject to compliance with the conditions
specified below. All persons (whether or not they submit a Proposal) having obtained or received
this RFP may only use it, and the information contained in it, in compliance with the conditions set
out in this document. All Respondents are deemed to accept the conditions specified here.
The conditions contained in this Section 3 of the RFP apply to:
the RFP and any other information given, received or made available in connection with
the RFP including any additional materials specified in this RFP and any revisions or
addenda;
the RFP Process; and
any communications (including any briefings, presentations, meetings or negotiations)
relating to the RFP or the RFP Process.
11.2 Status of RFP
This RFP is not an offer. It is a request for persons to submit a Proposal for the provision of the
Services set out in the Overview of Requirements contained in Section 2 of this RFP. Nothing in
this RFP is to be construed as creating any binding contract for the supply of the Services (express
or implied) between Stormwater Victoria and any Respondent.
11.3 Accuracy of RFP
Stormwater Victoria makes no warranties regarding the accuracy or completeness of this RFP, and
Stormwater Victoria will not be liable for any loss or damage, cost or expense which may arise
directly or indirectly from your reliance on the information in this RFP.
11.4 Additions and amendments to RFP
Stormwater Victoria reserves the right to change any information in, or to issue addenda to, this
RFP.
11.5 Representations
No representation made by or on behalf of Stormwater Victoria in relation to the RFP (or its subject
matter) will be binding on Stormwater Victoria.
11.6 Validity Period
All Proposals will remain open for acceptance by Stormwater Victoria until 4.00 pm (Melbourne
time) on the day 90 days from the RFP Closing Time. This period may be extended by mutual
agreement between Stormwater Victoria and the Respondent.
11.7 Licence to use and Intellectual Property Rights
Persons obtaining or receiving this RFP and any other documents issued in relation to the RFP
Process may use the RFP and such documents only for the purpose of preparing a Proposal. Such
Intellectual Property Rights as may exist in the RFP and any other documents provided to
Respondents by or on behalf of Stormwater Victoria in connection with the RFP Process are owned
by (and will remain the property of) Stormwater Victoria except to the extent expressly provided
otherwise.
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11.8 Proposal documents
Unnecessarily elaborate responses or other presentations beyond what is sufficient to present a
complete and effective Proposal are not desired or required. Elaborate artwork and expensive
visual and other presentation aids are not necessary. Stormwater Victoria will not be responsible
for, nor pay for, any expense or loss that may be incurred by Respondents in the preparation of their
Proposal.
11.9 Disclosure of Proposal contents and Proposal information
Proposals will be treated as confidential by Stormwater Victoria. Stormwater Victoria will not
disclose Proposal contents and information, except:
as required by law (including, for the avoidance of doubt, as required under the Freedom
of Information Act 1982 (Vic));
for the purpose of investigations by the Australian Competition and Consumer
Commission or other government authorities having relevant jurisdiction;
to external consultants and advisers of Stormwater Victoria engaged to assist with the
RFP Process; or
general information from Respondents required to be disclosed by policy.
11.10 Use of RFP Responses
Upon submission all Proposals become the property of Stormwater Victoria. Respondents will
retain all ownership rights in intellectual property contained in the Proposal. The submission of a
Proposal does not transfer to Stormwater Victoria any ownership interest in the Respondent’s
intellectual property rights, or give Stormwater Victoria any rights in relation to the Proposal,
except as expressly set out in the next paragraph (below).
Each Respondent, by submission of their Proposal, is deemed to have licensed Stormwater Victoria
to reproduce the whole, or any portion, of their Proposal for the purposes of enabling Stormwater
Victoria to evaluate the Proposal.
11.11 Status of RFP Response
Each Proposal constitutes a non-binding proposal by the Respondent to Stormwater Victoria to
provide the Services required under, and otherwise to satisfy the requirements of, the Overview of
Requirements (Section 2 of this RFP).
11.12 Capacity to comply with Overview of Requirements
Section 2 of this RFP gives an overview of Stormwater Victoria’s requirements with regard to the
Services the subject of this RFP. It will be assumed that each Respondent will be capable of
providing all of the Services in full. Where Respondents believe they will not be capable of
providing all the Services in full or will only comply with the Overview of Requirements subject to
conditions, they should either not apply or set out any potential limitations in the Respondent’s
Proposal.
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11.13 Respondent warranties
By submitting a Proposal, a Respondent warrants that:
it did not rely on any express or implied statement, warranty or representation, whether
oral, written, or otherwise made by or on behalf of Stormwater Victoria and Melbourne
Water, its officers, employees, agents or advisers other than any statement, warranty or
representation expressly contained in the RFP documents;
it did not use the improper assistance of Stormwater Victoria and Melbourne Water
employees or contractors, or information unlawfully obtained from Stormwater Victoria
and Melbourne Water in compiling its Proposal;
it has examined this RFP, and any other documents referenced or referred to herein, and
any other information made available in writing by Stormwater Victoria to Respondents
for the purposes of submitting a Proposal;
it has sought and examined all necessary information which is obtainable by making
reasonable enquiries relevant to the risks and other circumstances affecting its Proposal;
it has otherwise obtained all information and advice necessary for the preparation of its
Proposal;
it is responsible for all costs and expenses related to the preparation and lodgement of its
Proposal, any subsequent negotiation, and any future process connected with or relating
to the RFP Process;
it otherwise accepts and will comply with the conditions set out in this Section 3 of the
RFP;
it will provide additional information in a timely manner as requested by Stormwater
Victoria to clarify any matters contained in the Proposal;
it is satisfied as to the correctness and sufficiency of its Proposal; and
it has complied with all relevant laws in preparing and lodging its Proposal.
11.14 Stormwater Victoria’s rights
Notwithstanding anything else in this RFP, and without limiting its rights at law or otherwise,
Stormwater Victoria reserves the right, in its absolute discretion at any time, to:
vary or extend any time or date specified in this RFP for all or any Respondents or other
persons;
terminate the participation of any Respondent or any other person in the RFP Process;
to not proceed or suspend seeking Proposals for all or any part of the work the subject of
the RFP;
to reject or accept any Proposal including an alternative Proposal;
not to accept the lowest priced Proposal;
to reject any Proposal received after the closing time; and
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to reject any Proposal that does not comply with the requirements of the RFP
11.15 Governing law
This RFP and the RFP Process is governed by the laws applying in the State of Victoria. Each
Respondent must comply with all relevant laws in preparing and lodging its Proposal and in taking
part in the RFP Process.
11.16 Definitions
In this Request for Proposal, unless a contrary intention is apparent:
Closing Time means the time specified as such in Section 7 of this RFP by which Proposals must
be received.
Selection Criteria means the criteria set out in Section 6 of this RFP.
Goods means the goods or other products required by Stormwater Victoria, as specified in Section
2 of this RFP and Schedule 1 of the Minor Services Agreement.
Intellectual Property Rights includes copyright and neighbouring rights, and all proprietary rights
in relation to inventions (including patents) registered and unregistered trademarks (including
service marks), registered designs, confidential information (including trade secrets and know how)
and circuit layouts, and all other proprietary rights resulting from intellectual activity in the
industrial, scientific, literary or artistic fields.
Proposed Contract means the agreement and any other terms and conditions contained in or
referred to in this RFP.
Request for Proposal or RFP means this document the Minor Services Agreement and any other
documents so designated by Stormwater Victoria (i.e. Annexures, Addenda, Attachments).
Services means the services required by Stormwater Victoria, as specified in Section 2 of this RFP
and Schedule 2 of the Minor Services Agreement.
Specification means any specification or description of Stormwater Victoria’s requirements
contained in Section 2 of this RFP and Schedule 2 of the Minor Services Agreement.
State means the Crown in right of the State of Victoria.
Proposal means a document lodged by a Respondent in response to this RFP containing an offer to
provide Services in accordance with the Specification.
Respondent means a person or organisation that submits a Proposal.
RFP Process means the process commenced by the issuing of this Request for Proposal and
concluding upon formal announcement by Stormwater Victoria of the selection of a successful
Respondent(s) or upon the earlier termination of the process.
11.17 Instruction
In this Request for Proposal, unless expressly provided otherwise; a reference to:
“includes” or “including” means includes or including without limitation; and
“$” or “dollars” is a reference to the lawful currency of the Commonwealth of Australia;
and
if a word or phrase is defined its other grammatical forms have corresponding meanings.
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12 Respondent’s Details
Respondent’s Information:
Name of
Respondent:
Address of
Respondent:
ABN Number:
Contact Name:
Contact Phone
Number:
Contact Email
Address:
Public
Liability
Insurance
Professional
Indemnity
Insurance
EFT Payment
Stormwater Victoria prefers payment to be made via EFT. To help with this process please provide
your remittance advice and banking details below:
Remittance Advice:
E-Mail Address
Banking Details:
Bank Name
Branch Location
BSB No. (6 digits)
Account No.
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13 Offer
The Respondent hereby:
offers to complete the services in accordance with the requirements set out in this request for
proposals document.
Accepts that the terms of Stormwater Victoria’s Minor Services Agreement will apply to
these services in the event this proposal is accepted.
Confirms that information contained herein is to the best of the Respondent’s knowledge
true and correct.
Signature of Authorised Person…………………………………………………………….
Position Held ………….……..……………………….….………………..
Name of Authorised Person …………………….……..……………………………...….
Signature of Witness …………………….………………………….....………….
Name of Witness …………….……..……………………………...………….
Date of Submission…………………