Facility Condition Assessments and Asset Management/ Capital Planning System

Request for Proposals

PURPOSE

The City of Surrey (the "City") is interested in receiving proposals (the "Proposal") from proponents (the "Proponent") who have recent experience in providing Facility Condition Assessments and Asset Management/ Capital Planning System as defined in Schedule A.

SCOPE OF SERVICES

The City is seeking the Services of a consultant specializing in Asset Management to help update and advance the asset management program in the City’s Civic Facilities Division. The asset management program includes but is not limited to capital planning, preventative maintenance and project management. This phase of the project includes condition assessments and related software.

Through this RFP, the City seeks to fulfill the following objectives:

(a) Comprehensive Facility Condition Assessments ("FCA") that document, consolidate and synthesis the appropriate data and information in a meaningful format to quantify, inform, and prioritize operations, capital renewal and replacement efforts and plan future capital efforts. FCA should include a code and safety non-compliance assessment; and an Energy audit (ASHRAE Level 1). The FCAs should be structured by building and structured using an industry standard building classification. Existing City audits and reports should be reviewed and incorporated to the FCA whenever possible.

(b) A capital planning and/or asset management software that allows the City to manage, analyze FCA data and information, update facility conditions and plan and execute capital projects based on FCA data and information. This includes all related services, including licensing, data migration, configuration, implementation, training and 5-years licensing costs. This system should be hosted in the cloud, using a subscription model.

(c) Obtain consulting services in conjunction with appropriate technical support and staff training. Consulting services should help the City establish best practices, suggest training for staff and managers, and provide support to make best use of the capital planning and/or asset management software, the new FCA reports, system integration and managing existing FCA data. In conjunction with City staff, consultant is expected to generate a 5 year capital plan based on FCA information and data. The Consultant is expected to deliver a final report and presentation for City staff.

INFORMATION MEETING:
When: October 8, 2019
Where: Surrey Operations Centre, 6651 148 Street, Surrey, BC V3S 3C7
Time: 10:00 AM Pacific Time

RFP Documents for download:
Facility Condition Assessments and Asset Management/ Capital Planning System (.pdf)
Schedule C - Form of Proposal (.doc)

Addendum No. 1 (.pdf)
Issue Date: October 11, 2019

Addendum No. 2 (.pdf)
Issue Date: October 16, 2019

ADDENDA
If the City determines that an amendment is required to this RFP, the City Representative will issue a written addendum by posting it on the BC Bid Website at www.bcbid.gov.bc.ca (the “BC Bid Website”) and the City Website at www.surrey.ca (the “City Website”) that will form part of this RFP.  No amendment of any kind to the RFP is effective unless it is posted in a formal written addendum on the City Website.  Upon submitting a Proposal, Proponents will be deemed to have received notice of all addenda that are posted on the City Website.

All Inquiries related to this RFP should be directed in writing to the person named below