PRESSURE REDUCING VALVE (PRV) KIOSK PROJECT MANAGEMENT, DESIGN, PERMITTING AND TENDER PREPARATION - STATIONS 1, 2 \& 3

Description: DISTRICT OF TUMBLER RIDGE Request for Proposal 2026-05 PRESSURE REDUCING VALVE (PRV) KIOSK PROJECT MANAGEMENT, DESIGN, PERMITTING AND TENDER PREPARATION - STATIONS 1, 2 \& 3 Published on November 2, 2026 Submission deadline: Friday, November 20, 2026, at 2:00 p.m. PCT Electronic submissions: corporate@dtr.ca District Representative: Jason Bradley, Director of Operations and Infrastructure 250-257-1504 | jbradley@dtr.ca 1. DEFINITIONS "CLOSING TIME" means 2:00 p.m. Tumbler Ridge local time on Friday, November 20, 2026. "CONSULTANT" means the successful Proponent retained by the District under a written professional services agreement to perform the Work. "DISTRICT" means the District of Tumbler Ridge. "PROPONENT" means a person or firm submitting a Proposal in response to this RFP. "PROPOSAL" means the professional services submission provided by a Proponent in response to this RFP. "OPTIONAL WORK" means services excluded from the evaluated base lump-sum fee that may proceed only with the District's written authorization. "REQUEST FOR PROPOSAL" or "RFP" means this request for proposals, including all schedules, appendices and written addenda issued by the District. "CONSTRUCTION TENDER" means a separate procurement for construction of a PRV kiosk, supported by documents prepared under this professional services assignment. "WORK" means the professional services required by this RFP and the resulting agreement, including any Optional Work authorized in writing by the District. 2. INTRODUCTION PURPOSE The purpose of this project is to retain a qualified professional consulting team to provide project management and complete the investigation, survey, detailed design, permitting, controls coordination, Class B cost estimating, and tender-ready documentation required for the replacement of the District's three existing underground Pressure Reducing Valve (PRV) stations with standardized above-ground kiosk facilities. BACKGROUND The District of Tumbler Ridge Water Distribution System relies on three (3) Pressure Reducing Valve (PRV) stations to control system pressures, protect infrastructure, and maintain consistent service throughout the community. The Water System Assessment dated January 31, 2025 identified PRV #3 as the first priority site for replacement due to its deteriorated condition, increasing maintenance requirements, confined-space hazards, and accessibility challenges for Utility staff. The District intends to complete the design and permitting for all three PRV kiosk sites as one coordinated assignment, using a standardized above-ground kiosk design wherever practical. Tendering for all three PRV sites is to be completed in 2027, with construction phased over 2028-2030: PRV #3 in 2028, PRV #2 in 2029, and PRV #1 in 2030. 3. PROJECT OVERVIEW SCOPE OF WORK The successful Consultant will provide all professional services necessary to advance PRV Stations 1, 2 and 3 to tender-ready status. The scope includes: geotechnical investigation for all three sites through one coordinated site visit, assumed in 2027; survey by a subconsultant and base mapping for all three sites in year 1 (2027), with all survey information captured in the design base mapping; structural design using the same building design at all locations to provide one cohesive structural and layout design, adapted to site-specific conditions; controls and SCADA/automation integration; detailed civil, mechanical, electrical and associated kiosk design; preparation and submission of required Northern Health Waterworks permitting documentation; Class B construction cost estimates for each site; coordination with the District and all required subconsultants; and preparation of separate tender documents, technical specifications, and Issued for Tender (IFT) drawings for each PRV. The assignment includes project management, design, permitting, tender preparation and construction tendering assistance. Separate construction tender packages shall be prepared for all three PRV sites, with tendering completed in 2027. Construction is planned for one PRV per year from 2028 through 2030. CONSTRUCTION TENDERING ASSISTANCE The Consultant shall prepare and support three separate construction tender packages in 2027, one for each PRV station. For base-fee pricing, assume that all three packages will be issued for tender in 2027, with construction scheduled for PRV 3 in 2028, PRV 2 in 2029 and PRV 1 in 2030; the later packages are not assumed to remain on hold until the year before construction. Services include tender notices and complete packages, bidder questions and site meetings where required, technical responses and draft addenda for District approval, bid review, bid comparison reports and written award recommendations. The District will issue the tenders and addenda, receive bids and retain award authority. Include all three tender processes in the base fee. Construction-phase services and future updates shall be separately priced as Optional Work under the continuity requirements below. Identify bid- validity and escalation risks arising from the phased construction dates. KEY PROJECT DELIVERABLES Key deliverables shall include: complete geotechnical investigation findings for all three PRV sites; survey and base mapping suitable for detailed design; coordinated structural, civil, mechanical, electrical, controls and SCADA design; a standardized above-ground kiosk design adapted to each site; Northern Health waterworks approval/permitting submissions and supporting documentation; Class B construction cost estimates for PRV #1, PRV #2 and PRV #3; design review submissions and incorporation of District comments; and complete tender-ready contract documents, specifications and Issued for Tender drawings for the phased construction program. Deliverables also include bidder question logs, draft addenda, bid comparison reports and written award recommendations for each construction tender. PROJECT MANAGEMENT AND REPORTING Include a kickoff meeting, monthly coordination meetings throughout the base assignment, and meetings at each design review milestone. Issue agendas, minutes and action logs. Provide monthly progress reports showing completed work, upcoming decisions, risks, schedule status, fee expenditures, remaining budget and forecast cost to completion. Coordinate all disciplines, subconsultants, District operations staff and permitting agencies. Obtain written authorization before changes to scope or fees. SITE INFORMATION AND VERIFICATION For proposal scoping and pricing, the District will make available existing station locations, drawings, site plans, operating data and the January 31, 2025 Water System Assessment to the extent available. Existing SCADA information shall identify the platform, communications infrastructure, capacity, interfaces, operating requirements and relevant service providers, to the extent known. Non-public or security-sensitive information may be supplied through a controlled access process on equivalent terms to proponents. Material information supplied during the RFP shall be issued by addendum or made equally accessible before closing. Proponents shall identify missing information and pricing assumptions through the question process. At kickoff, verify the supplied information and existing conditions and document further investigation needs; record availability does not remove the Consultant's verification responsibilities. DESIGN REVIEWS AND FINAL DELIVERABLES Provide 30%, 60%, 90% and final Issued for Tender (IFT) design submissions for District review. Include coordinated drawings, design decisions, specifications appropriate to the stage, a comment-response register and updates to scope, budget and schedule. Allow ten business days for each District review in the proposed schedule. Incorporate comments or explain unresolved items. District review does not relieve the Consultant of professional responsibility. Final deliverables shall include engineering drawings authenticated by the responsible professionals registered in BC, editable CAD files and supporting reference files, searchable PDFs, specifications, design calculations, design assumptions and reports, cost estimates and permitting records. SCADA AND OPERATING REQUIREMENTS Coordinate with District Utilities staff and the District's existing SCADA and controls service providers. Confirm communications infrastructure, existing protocols, equipment compatibility, cybersecurity and remote access requirements, alarm and control philosophies, instrumentation, power requirements and operating procedures. Document integration, testing and acceptance requirements without assuming replacement of the existing District platform. CONTINUITY OF WATER SERVICE AND COMMISSIONING Develop construction sequencing and design requirements that maintain safe, reliable water service during transition from each underground station to its kiosk. Address temporary bypass arrangements, shutdown coordination, isolation, pressure control, emergency contingencies, disinfection, testing, commissioning and operator training. Include measurable acceptance criteria and required contractor submissions in the specifications. Commissioning design requirements are in the base scope; construction-phase attendance and support are optional services. PERMITTING AND APPROVALS Manage the Northern Health Waterworks submission, coordinate required supporting disciplines, track the application and respond to review comments through approval. Identify other permits, responsibilities, fees and dependencies at kickoff. Report agency review periods and information or decisions outside the Consultant's control and their schedule impacts; do not guarantee agency approval dates. COST ESTIMATES AND PHASED PROCUREMENT Provide initial cost advice at 30%, a Class C estimate at 60% and a Class B estimate at 90%, and an updated Class B estimate with final tender documents for each site. State the estimate basis, quantities, contingency, assumptions, exclusions and expected accuracy. Show current-dollar costs and escalation allowances separately for PRV 3 in 2028, PRV 2 in 2029 and PRV 1 in 2030, and consider equipment availability and lead times. Prepare all three tender packages in 2027 and include support for three procurements in 2027 as the base pricing assumption. Issuing a tender does not constitute an award. The District retains the decision on award timing and future construction dates. Require construction tenderers to state price validity, escalation provisions and phased delivery commitments; do not assume 2027 prices remain valid through 2030. Identify alternatives and risks if later procurement is preferable. A change to procurement timing requires District direction and agreement on any fee or schedule impact. OPTIONAL WORK FOR CONSTRUCTION AND FUTURE UPDATES Separately price Optional Work for each construction year: PRV 3 in 2028, PRV 2 in 2029 and PRV 1 in 2030. Provide fixed lump-sum fees, stated inclusions, assumed construction duration and field review frequency for shop drawing review, requests for information, documented field reviews, construction coordination, commissioning support and record drawings. Separately price preconstruction review and updates to drawings, specifications and estimates for each phase. State the price-validity period, any annual escalation formula and the triggers for fee adjustment; provide hourly rates for additional work beyond the stated assumptions. These fees are excluded from the evaluated base lump sum and require written authorization. The District may, but is not obligated to, retain the design Consultant and responsible engineering professionals for construction-phase engineering and field reviews to maintain continuity. Any exercise of Optional Work is subject to written authorization, available funding, and applicable purchasing and trade obligations. Before construction, confirm the scope and frequency of professional field reviews and any required assurances with the responsible professionals. Optional pricing does not waive professional responsibilities or permit construction without the necessary engineering engagement. Any replacement or transfer of professional responsibility requires a documented transition, records transfer and acceptance of responsibility by appropriately qualified professionals in accordance with applicable EGBC requirements. No automatic release from professional obligations arises from completing the base design scope. FINAL REPORT DELIVERABLES AND TIMELINES The planning assumptions are that geotechnical investigation for all three sites will be completed through one coordinated site visit in 2027, and survey and base mapping for all three sites will be completed and captured in year 1 (2027). The same building design will be used at all locations to provide one cohesive structural and layout design, with site-specific adaptations as required. Tendering for all three PRV sites is to be completed in 2027 using separate construction tender packages. Construction is planned for one PRV per year over 2028-2030: PRV #3 in 2028, PRV #2 in 2029, and PRV #1 in 2030. The Consultant shall submit a detailed project schedule identifying investigation, survey, design, District review, Northern Health Waterworks permitting, Class B cost estimating, tender-document preparation, bidder question periods, addenda, bid review and award-recommendation milestones to support this sequence. The Proposal shall identify any timing constraints affecting completion of tendering for all three sites in 2027 and any departures from these assumptions. FEE BREAKDOWN FOR ALL THREE SITES Proponents shall provide fixed lump-sum fees covering all three PRV sites, using the planning assumptions above, with a separate amount for each of the following service categories: Geotechnical Investigation; Structural; Survey (subconsultant) and base mapping; Controls Design, Permitting (Northern Health Waterworks), and Class B Cost Estimates; Tender Documents, Specifications and Issued for Tender (IFT) Drawings; Project Management and Coordination; Construction Tendering Assistance for Three Procurements. Complete the Professional Services Fee Schedule for all three sites. Provide lump-sum fees for the base scope, including subconsultants, travel and disbursements, and show applicable taxes separately. Identify shared costs and site-specific allocations without double counting. Attach a schedule of personnel hourly rates, assumptions, exclusions and any separately priced Optional Work. Optional services are excluded from the evaluated base fee and require written District authorization. Provide fixed fees for each optional phase and state escalation and validity assumptions; do not rely solely on unspecified future hourly costs. The base fee must remain firm for at least 90 days after Closing Time. 4. GENERAL INSTRUCTIONS TO PROPONENTS NO CONTRACTUAL OBLIGATIONS AS A RESULT OF RFP OR PROPOSAL The District does not intend to enter into contractual relations through this RFP or through the submission of a Proposal. No contractual obligations will arise between the District and a Proponent unless and until a formal written agreement is executed by authorized signatories of both parties. REVIEW AND INTERPRETATION Each Proponent is responsible for reviewing all supplied documents and addenda and requesting clarification of any discrepancy, ambiguity or omission. Questions must be submitted in writing to the District Representative no later than 2:00 p.m. Tumbler Ridge local time on Friday, November 6, 2026. Responses affecting the RFP will be issued by written addendum and made equally available to all proponents. The submission deadline is 2:00 p.m. Tumbler Ridge local time on Friday, November 20, 2026. ADDENDA Written addenda issued by the District are the only means of varying, clarifying or changing this RFP. The District may issue addenda before Closing Time. If an addendum makes a material change within five business days of Closing Time, the District will extend Closing Time by a reasonable period. Addenda will identify any revised Closing Time. PREPARATION OF PROPOSALS Each Proponent is solely responsible for all costs incurred in preparing and submitting a Proposal in response to this RFP. The District is not responsible for any such costs. The Proposal must be signed by an Authorized Representative of the Proponent. REQUIRED PROPOSAL CONTENTS Each Proposal must include: (a) a signed cover letter and completed Proposal Authorization; (b) the completed Professional Services Fee Schedule; (c) a methodology, work plan and detailed schedule; (d) relevant project experience and three references; (e) the proposed project team, including the Project Manager, responsible professionals and other key personnel, with their roles, qualifications, availability, expected level of involvement and applicable professional registrations; (f) all proposed subconsultants and their roles; (g) any actual, potential or perceived conflict of interest and proposed mitigation; and (h) all assumptions, exclusions and requested departures from the RFP. COMPLIANCE REVIEW Before detailed evaluation, the District will review Proposals for the mandatory submission requirements in this RFP. The District may seek clarification of a non-material matter where doing so does not permit a Proponent to revise its price, improve its scored content or obtain an unfair advantage. The District may require the highest-ranked Proponent to provide evidence of financial capacity and the required insurance before award; this verification is not scored. INSURANCE AND WORKSAFEBC The successful Consultant shall maintain commercial general liability insurance of at least $5,000,000 per occurrence throughout the Contract, naming the District of Tumbler Ridge as an additional insured. The Consultant shall also maintain professional errors and omissions liability insurance of at least $2,000,000 per claim and $2,000,000 annual aggregate, covering the professional services in this assignment, throughout the Contract and for two years after completion. Provide certificates before commencing work and on renewal, and evidence of appropriate professional coverage for subconsultants. The Consultant shall comply with applicable laws and WorkSafeBC requirements and remain in good standing throughout the Contract. WITHDRAWAL Proposals may be withdrawn by written notice provided such notice of withdrawal is received prior to the closing date and time. FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY Proponents are advised that parts or all of their Proposals may be subject to the Freedom of Information and Protection of Privacy Act. A Proponent should identify only the specific records supplied in confidence that it considers confidential or proprietary, state the reason for that treatment, and minimize personal information. The District will make disclosure decisions in accordance with applicable law; a confidentiality marking is not determinative. CONFIDENTIALITY OF DISTRICT INFORMATION This RFP, issued addenda and other publicly released procurement documents are public information. Non-public technical, operational, security or personal information identified by the District as confidential shall be used only for the assignment and disclosed only to personnel and subconsultants who require it and are bound by equivalent obligations. Disclosure required by law is permitted. Proposals are subject to applicable access-to-information legislation; proponents shall identify confidential or proprietary material. COMMITMENT BY THE DISTRICT The District will make available, upon request and at no cost to the successful Consultant, any existing plans, reports, studies, and copies of relevant background information. The successful Consultant may be required to sign a non-disclosure, confidentiality, or other agreement when access is provided to District information. SUBCONTRACTORS Proponents must identify all proposed subconsultants and their roles in the Proposal. The successful Consultant shall not make a material change to a proposed subconsultant or subcontract additional services without the District's prior written approval. Any subcontractor must be engaged under a written agreement that enables the Consultant to meet all applicable obligations. The Consultant remains responsible for the Work and for payment of its subcontractors. CONTACTING DISTRICT REPRESENTATIVES Proponents must direct all procurement-related enquiries to the District Representative identified in this RFP. Proponents must not contact District elected officials, officers or employees directly or indirectly regarding this RFP except as expressly authorized in writing by the District. CONFLICT OF INTEREST Each Proponent must disclose actual, potential or perceived conflicts of interest, including relevant relationships with the District, its elected or appointed officials or employees, and describe proposed mitigation. The District will assess whether a conflict can be managed fairly and may impose mitigation measures or reject a Proposal where a conflict cannot be adequately managed. Failure to disclose, or a false or insufficient disclosure, may be grounds for rejection of a Proposal or termination of an executed agreement, without further notice or liability to the District. PERMITS AND LICENSES The successful Consultant must obtain and maintain a District business licence before commencing Work and must maintain all licences, permits, registrations and authorizations required to perform the Work. AWARD AND AGREEMENT Any award, Optional Work authorization or other commitment is subject to available funding and approval by Council or the authorized delegate in accordance with District policy and applicable bylaws. Selection of a Proponent or notice of ranking does not form a contract. A contract for the Services arises only when the written agreement is executed by authorized signatories of both parties. FORM OF AGREEMENT The successful Proponent will be required, as a condition of award, to enter into a written professional services agreement with the District. The agreement will be based on the Province of British Columbia's Core Policy and Procedures Manual approach to professional services contracting and will include terms reasonably required for the Work, including scope, fees and payment, insurance, professional liability, indemnity, confidentiality and privacy, ownership and use of Project Materials, records, conflicts of interest, subcontracting, change management, termination and dispute resolution. The District may complete the final agreement only with the successful Proponent. No agreement, award or commitment is binding unless and until the agreement is executed by authorized signatories of both parties. LIABILITY FOR ERRORS The information in this RFP is supplied as a guideline and is not guaranteed or warranted to be accurate, comprehensive or exhaustive. Nothing in this RFP relieves Proponents from forming their own opinions and conclusions concerning the matters addressed in this RFP. MODIFICATION OF TERMS The District may modify this RFP only by written addendum. Subject to applicable law and procurement trade obligations, the District may reject any or all Proposals, waive a minor or non-material irregularity that does not create an unfair advantage, or cancel and reissue this RFP. The District is not obligated to award a contract. REMUNERATION Remuneration for services, up to the agreed contract amount, will be paid monthly against invoices in accordance with the executed agreement. Travel and disbursements identified in the Professional Services Fee Schedule are included in the Total Base Fee. No additional reimbursable expense is payable unless expressly authorized in writing in the executed agreement or by written District authorization. 5. SUBMISSION OF PROPOSALS ELECTRONIC SUBMISSIONS Proposals must be submitted electronically only by email to corporate@dtr.ca no later than Closing Time. FORMAT AND EMAIL CONTENT Submit the Proposal in PDF; supporting documentation that cannot reasonably be incorporated in the primary PDF may be attached separately. Where multiple emails are necessary, clearly number them and ensure that all messages are received before Closing Time. The subject line must state "RFP 2026-05 - PRV Kiosk - CONFIDENTIAL." LATE SUBMISSIONS A submission received after Closing Time will not be accepted or considered. 6. DISTRICT REPRESENTATIVE All enquiries should be directed to: Jason Bradley, Director of Operations and Infrastructure District of Tumbler Ridge Phone: 250-257-1504 Email: jbradley@dtr.ca 7. PROPOSAL EVALUATION GENERAL EVALUATION APPROACH The District will evaluate Proposals for overall value using the criteria below. The lowest-priced Proposal will not necessarily be selected. No points will be awarded for office location, local ownership or the geographic origin of personnel or subcontractors. Service delivery will be assessed on demonstrated ability to serve the Project effectively, using the same criteria for all Proponents. EVALUATION CRITERIA Written Proposals will be evaluated and ranked using the following criteria: Evaluation Criterion Maximum Points Understanding, methodology and work plan, including schedule 30 Relevant PRV or water infrastructure experience and three references 25 Project team qualifications and availability 20 Total base fee excluding taxes 20 Service delivery, site access and response plan 5 Total Possible Score 100 FINANCIAL EVALUATION 1. Technical criteria will be scored before financial scoring. 2. The lowest evaluated Base Fee receives 20 points. Each other Proposal receives: 20 × (lowest evaluated Base Fee ÷ that Proposal's evaluated Base Fee) 3. Financial scores will be rounded to two decimal places. 4. The evaluated Base Fee includes all eight service categories, subconsultants, travel and disbursements, excluding taxes and Optional Work. 5. The evaluated price is a fixed lump-sum fee for the defined Base Services, not an hourly estimate or upset limit. Hourly rates apply only to separately authorized Additional Services or Optional Work. 6. Proponents must provide a complete Professional Services Fee Schedule and identify all scope assumptions. Optional Work is excluded from the evaluated price. QUALITATIVE EVALUATION 1. Understanding, Methodology and Work Plan (30 points) comprises: a. project understanding and risks - 10 points; b. technical approach - 10 points; and c. work plan, schedule and tendering approach - 10 points. 2. Experience (25 points) comprises: a. comparable project relevance and outcomes - 15 points; and b. references - 10 points. 3. Project Team (20 points) comprises: a. qualifications and roles - 12 points; and b. availability and continuity - 8 points. 4. Service Delivery (5 points) comprises: a. site access and response arrangements - 3 points; and b. communication and coordination - 2 points. Evaluators will use a 0-5 rating for each qualitative subcriterion. Comparable experience must demonstrate municipal water distribution, PRV design, SCADA integration and phased capital projects. Proponents must identify each proposed team member's role in the cited projects. KEY PERSONNEL Proponents must identify the key personnel proposed to perform the Work, including the Project Manager, responsible professionals and other principal technical personnel. The Proposal must state each individual's role, qualifications, availability and expected level of involvement. The District will evaluate the Project Team based on the personnel identified in the Proposal. The District expects the successful Consultant to assign the identified key personnel to the roles described in its Proposal. Any replacement of key personnel will require the District's prior written approval and must have qualifications, experience and availability equal to or better than those of the individual being replaced. INTERVIEWS, PRESENTATIONS AND CLARIFICATION MEETINGS The District reserves the right to invite one or more Proponents to attend interviews, presentations or clarification meetings as part of the evaluation process. If the District invites Proponents to attend an interview, presentation or clarification meeting, it will provide comparable instructions and a reasonable opportunity to participate to each invited Proponent. RANKING AND NEGOTIATION The highest total score ranks first. Ties are resolved by the higher score for Understanding, Methodology and Work Plan, then by the lower evaluated Base Fee. Following completion of the evaluation process, the District reserves the right to negotiate scope, schedule, fees, deliverables and contract terms with the highest-ranked Proponent where such negotiations are determined to be in the best interest of the District. FAIRNESS AND APPLICABLE REQUIREMENTS This RFP is subject to the District's Purchasing Policy TR-1 and applicable procurement trade obligations. PROFESSIONAL SERVICES FEE SCHEDULE AND PROPOSAL AUTHORIZATION sections detail required fee schedule entries, optional work pricing and proposal authorization information.