Sample Request for Proposal (RFP) and Evaluation Criteria

Request for Proposal

A. STATEMENT OF WORK

1. Background

A plan of action for national and global environmental problems was introduced by the federal government in 1990. Under this Green Plan, a federal Code of Environmental Stewardship was established. Part of this code involves the development of a Water Conservation Plan at Federal Facilities. Relevant practical and realistic technical information, to formulate such a plan, is obtained through a series of pilot water audit projects for typical government establishments (these are listed in Supplement A). The results of the pilot water audits will aid federal departments to plan and implement water conservation measures at their facilities throughout the country.

A water audit can determine if and where excess water is being used and recommend ways in which its use can be reduced. It involves the definition of the water distribution system infrastructure, development of an inventory of water use operations at the facility, and preparation of a water balance for the facility. The result of a water audit will be an account of the water volumes used by and discharged from, and flow variations for, each operation – summed up for the whole facility.

Next, a facility-wide water efficiency program is designed to optimize the water usage and water savings by identifying potential water reduction alternatives. These potential alternatives are evaluated against the facility's goals, and associated social/political, technical, environmental, and financial impacts are considered. A water efficiency program is then recommended and later implemented, its progress monitored, and if necessary, user education programs and follow-up activities are devised to ensure its success.

2. Scope of requirements

The purposes of the present project are to conduct the water audit and to develop a successful water efficiency program that can result in significant savings to the selected facilities through reduced water supply and sewer charges. Therefore, the following work is required for each of the individual facilities (see Supplement A):

1. Prepare graphic representations showing the integration of various items of the water distribution system infrastructure;
2. Define and document an inventory of all of the water use operations at the facility being audited;
3. Prepare a water balance for the facility taking into account the volume of water supplied to the water uses in each area of the facility;
4. Develop and document a series of potential water reduction alternatives for the facility;
5. Evaluate the potential alternatives against the facility's goals, their various impacts, and develop a recommended water efficiency program for the facility; and
6. Provide a comprehensive summation of the study's findings, including a slide presentation package.

3. Deliverables

In the following, procedures for conducting water audits and for the design and implementation of successful water efficiency programs at the listed federal facilities are outlined. For a proposal to be considered, the cost associated with each facility is to be identified separately, taking into account a share of common overhead costs as well as individual costs particular to each facility. Subsequently, "facility" refers to any of the facilities itemized in Supplement A (Fact sheets are included in Supplement B).

3.1 Identification of system components

The objective of this initial phase is to identify each facet of the water distribution system, and thus define the system as a whole such that all areas of the facility with hot and cold water supplies are identified, and measured and unmeasured water supplies are all accounted for. Every point in the system where water can be extracted are to be identified and the distribution system design details are to be defined. Plans of each section of the facility should show the major water distribution system elements. A verbal description of the meters shown on the schematic drawing is required, complete with supply source, meter reading intervals, and purpose of metering.

The elements of a facility's water distribution system that are considered necessary for the system definition may include the following:

• distribution (hot and cold water pipes)
• flow meters, their types and ratings
• storage (reservoirs, holding tanks)
• extraction locations, including brand names, model numbers, and flow rate
• specifications (lavatories, faucets, showers, AC cooling water lines, etc.).

These may be obtained from plumbing plans, visual inspection of the facility, discussions with area personnel, or from previous reports or publications.

3.2 Inventory of water use operations

The primary objective of describing the water uses for each point of extraction is to develop a comprehensive inventory, including descriptions, of water uses at the facility, and to identify potential water reduction strategies. In order to obtain such information, area personnel might be contacted and meetings arranged to learn about the water uses in their area. Alternatively, the actual information regarding water use operations might be obtained through the use of a specifically designed questionnaire (see Supplement C for an example).

During the audit, descriptions of water uses will easily be obtained, but in most areas, volumes of water used are not measured. If a flow estimate is required, published values or field measurements are to be used. Methods of field measurement used are to be described.

It should be noted that any method for measuring flow which appears to be reasonable for the application may also be used. Note the importance of measuring flows over the same general time period, because the periodicity and seasonality of flows may affect the water balance equation.

3.3 Water balance

A water balance calculation ensures that all water uses in the facility have been identified and adequately quantified. If the results show that the sum of water used in all operations is less than the total water supplied, it is assumed that water uses exist which have not been included in the balance, or there is inaccuracy in the main meter. The water balance should be re-examined until all operations have satisfactorily been considered. Distribution system water losses (leaks) are normally considered as part of the water balance.

Existing meters are to be monitored for a reasonable time period for water balance calculation. Note that if additional meters are justifiably needed, they should be recommended in the proposal including purchase costs.

3.3.1 Facility-wide water balance

The objective of the facility-wide water balance is to add up all of the individual water use volumes, and equate them to the volume of water supplied to the facility as recorded by the main meter. It might be advantageous to divide the complex into smaller, individually metered water-using sub-areas.

The smaller sub-areas are chosen to represent a logical area of water use, while respecting geographical boundaries. When buildings are located beside each other, but have separate meters and different management, they should be divided for the purposes of the water balance.

The water balance for the entire facility can be presented in figures showing meters and sub-areas, and in tables showing a comparison between individual water uses by incoming water volume to the total volume of water used in each sub-area.

3.3.2 Main meter water balance

The main meter water balance considers the total water supplied to the facility and the total water volume supplied to each sub-area only. It serves to identify sub-areas of major water use and to pinpoint major discrepancies between the main water volume supplied to the facility and the sum of water volumes supplied to each sub-area. The main meter water balance might also highlight sections of concern (e.g., unknown flow values) around which an individual water balance can subsequently be carried out.

Depending on the magnitude of unknown flow values, a decision is required whether to consider the mass balance complete and proceed with the audit or to install meters to monitor these uses. It is also acceptable to use water use estimations for the sub-areas within the unmetered areas to estimate the total water supplied.

3.3.3 Sub-area water balance

The primary objectives of the sub-area water balances are to identify the volumes of water used by each operation in the area, and to sum these to account for the total volume of water used in the area. This information may be shown as flow diagrams for the water balance in each sub-area.

3.4 Water reduction alternatives

Many water reduction measure alternatives will become obvious during the facility audit and will aid in the development of a water efficiency strategy. Demand management methods that involve reducing the demand for water at the user end of the distribution system include

• System optimization – such as meter calibration, preventative maintenance program (these are specific to the water use operation).
• Water-saving systems – including retrofitting and replacement of toilets, showers and faucets.
• Reuse/recycle systems – systems using water that has previously been used in another operation (treatment may be required before the second use).
• Process change – replacement of water-using processes with ones that perform the same function in a different manner.
• Alternative water sources – If the water required for the operation does not need to be municipal grade, there may be large cost savings associated with using an alternative supply.
• Metering – Metering water use is a good way for the facility to gain the support of users involved in the water reduction program, as they will see the results of their efforts. Based on the information gathered in the water audit survey, it might be possible to obtain enough flow monitoring data to assess the progress of a water efficiency program.

General supply management approaches, such as leak detection and repair as well as pressure reduction, are effective to reduce the water used by controlling the supply and distribution system.

3.5 Designing the water efficiency program

The water efficiency program should be designed to incorporate alternatives that best achieve the goals set out for the activities at the facility, including the establishment of the goals of water reduction program and construction of alternative reduction measures. Identification of positive and negative impacts of potential alternatives should be followed by a cost evaluation to screen out the undesirable ones. Finally, the development and evaluation of alternative water reduction programs conclude the project.

3.5.1 Alternative reduction measures

For each water use category, water reduction measures and practices will be identified specific to the facility. When the list of alternative measures has been completed, then financial and water savings impacts of each measure must be evaluated.

3.5.2 Impacts of water reduction measures

The impact categories that might be considered are economic and environmental/technical. Specific impacts that should be determined for each measure may include public (user) acceptance, environmental impacts, reliability, short or long term effectiveness, and others specific to the goals of the program. The impact of each alternative measure on the goals of the facility needs to be determined.

3.5.3 Cost-benefit analysis

A simple payback period calculation will show the number of years that the most cost-effective water reduction measure would require to recover costs if that measure was to be implemented. For payback purposes, the net yearly savings is compared to the sum of the cost of the proposed measure and the cost of all related expenses. To obtain the information needed to derive the costs and savings, a fairly detailed examination of each potential water reduction alternative must be undertaken.

3.5.4 Development of recommended water efficiency program

The results of the impact assessment and cost evaluation are used to develop alternative water efficiency programs to meet the facility's goals. Each program will consist of a number of compatible water reduction measures and will have a longer or shorter payback period and corresponding water volume savings, as well as a number of non-quantifiable benefits. The recommended plan will be comprised of the most cost-effective alternatives.

3.6 Reporting requirements

A comprehensive report, including a stand-alone executive summary is required. The draft version of the report will be presented to the departmental technical authority (DTA) in English. The final report, in 10 (ten) copies, is to be submitted after all concerns raised in the draft review process were attended to. The report format must approximate the suggestions contained in Supplement D.

For demonstration purposes, a presentation package (preferably 35-mm slides or overheads) reiterating the findings and recommendations is required.

4. Information supplied with the Request for Proposal

The following documents and reports are supplied with this request for proposal:

• 4.1 List of federal facilities selected for in-depth study (Supplement A)
• 4.2 Fact Sheets and other information on the facilities (Supplement B)
• 4.3 Copy of a sample survey questionnaire (Supplement C)
• 4.4 Reporting requirements (Supplement D)

5. Information supplied upon contract commencement and available services

Upon commencement of this contract the information itemized on the fact sheets of Supplement A will be supplied to the selected consultant.

6. Expected output/milestones

Milestone 1.  Water audit for all facilities completed and documented, textual bligations of this part submitted.
Milestone 2.  Water efficiency program for all facilities completed and documented, draft report submitted.
Milestone 3.  Delivery of final report and demonstration of presentation package.
(holdback amount)

7. Co-ordination

All work will be carried out in close cooperation with IWD. The contractor will report directly to the departmental technical authority (DTA), at Water Conservation and Project Evaluation Section, Engineering and Development Division, IWD, Environment Canada.

7.1 Departmental technical authority (DTA)

The DTA on this project is Gerry MacMillan, P Eng., or his delegate, Engineering and Development Division, Water Planning and Management Branch, IWD, Environment Canada, Place Vincent Massey, Ottawa, Ontario K1A 0H3; telephone (819) 997-2072.

7.2 Target Schedule

The project's target starting date is December 9, 1991, and is to be completed by March 15, 1992. Brief interim reports will be submitted to the DTA, no later than the 20th day, monthly. The final report is targeted for review by IWD by March 1, 1992.

7.3 Total Cost

Any proposal exceeding $130,000 will not be considered. The total cost shall be presented subdivided among the establishments according to the list of Supplement A.

Supplement A - List of federal facilities

Water Audit Pilot Projects

Agriculture	Animal Research Centre, Nepean, ON	Sylvie Demers 995-5118
Customs and Excise	Lacolle, QC, border crossing Douglas, BC, border crossing	Marcel Pariseau 994-0235
Energy, Mines and Resources	555 and 562 Booth Street	Albert Potvin 943-0785
Health and Welfare	Sir Frederick G. Banting Building	Richard Renaud 957-1000
House of Commons	Parliament Hill, Centre Block	Jim Taylor 943-8738
Indian and Northern Affairs	Curve Lake, First Nation School (Peterborough Area) Walpole Island, First Nation School (London Area)	Tony Dias (519) 758-2414
Public Works	Major-General G.R. Pearkes Building, 101 Colonel By Drive	Pierre Menard 996-6769

* In the unlikely case when a site tour is deemed necessary, please contact the appropriate person below for arranging a visit.

Supplement B - Fact sheets

All fields left blank in the fact sheets, and other information provided on the facilities are to be ascertained by the contractor upon commencement of the contract.

Site and building plans are not reproduced in this manual. For a copy of the complete RFP please call the Water Issues Branch of Environment Canada at (819) 953-1515.

Agriculture Canada - Animal Research Centre (ARC)

Customs and Excise - Douglas, B.C. and Lacolle, P.Q.

Energy, Mines and Resources - 555 Booth Street and 562 Booth Street

Health and Welfare - Sir F.G. Banting Laboratory Building

House of Commons - Parliament Buildings, Centre Block

Indian and Northern Affairs - Curve Lake and Walpole Island First Nation schools

Note: For site visit the consultant needs to obtain written permission (INAC will assist) from the band council to enter the site.

Public Works - Major-General G.R. Pearkes Building, 101 Colonel By Drive, Ottawa

Supplement C - Example survey questionaire

Water Audit Questionnaire

Contact:	Phone:
Section:
Area:
Description of operation:
Age of operation and expected useful life:
Quantity of water used (estimate if metered values unavailable):
Daily pattern of water usage (e.g. constant, periodic):
Seasonal use variations:
Location of supply lines (to be drawn on floor plan, include hot, cold, other):
Quantity discharged to sanitary sewer (estimate if metered values unavailable):
Quality of water discharged to sanitary sewer (suspected contaminants and levels):
Quantity (or portion) of water used that is discharged to storm sewer estimate if metered values unavailable):
Quality of water discharged to storm sewer (suspected contaminants and levels):
Quantity (or portion) of water consumed in operation (i.e. does not reach sewer - estimate if metered values unavailable):
Have any reduction/reuse/recycle measures been implemented? Describe:
Possible reduction/reuse/recycle measures for this operation:
Comments re: historical operating problems identified (i.e. leaks, inaccurate metering maintenance, etc.):

Supplement D - Suggested report profile

1. Executive summary

A stand-alone document containing concise summation and analysis of the contractor's findings for the facilities under investigation, including

• a general assessment on the water audit process and results
• identification of water efficiency program opportunities for immediate action
• future water efficiency program enhancement possibilities to resolve problems
• total water savings and potential payback of the selected alternative

2. Water audit

2.1 Methodology

This section is to outline the procedure used by the contractor in the audit process to investigate and review water sources and use. This section should outline the need and use of checklists, assumptions, and criteria used to judge water use and any instrumentation or software used during data collection in the course of the study.

2.2 Identification and quantification of sources and uses

This section is to outline the results of the water audit including the identification and quantification of sources and uses of water by the extensive use of graphical representations. Separate sub-sections required for each facility.

3. Identification and analysis of options

This section is to outline the alternatives (i.e., options and proposals) to achieve the objective of enhancing water use efficiency at the selected facilities. Separate sub-sections required for each facility.

Sample Contract Proposals Evaluation Criteria

A firm's proposal must be submitted in triplicate (3) and presented in two (2) parts:

1. Proposed services and personnel; and
2. Proposed basis of payment.

Proposals will be evaluated and scored using the requirements below and on a cost per point rating. Consultants must ensure that the following criteria are addressed in sufficient depth to enable a thorough assessment:

A. Proposed Services and Personnel

Evaluation using requirements and point rating

In order to qualify, the proposal must meet all requirements of this Request for Proposal and achieve a minimum of 70 points for the criteria that are subject to point rating. The rating is performed on a scale of 100 points.

Proposals not meeting the requirements or achieving 70 points in the point rated requirements will be given no further consideration.

Neither the valid proposal that scores the highest number of rating points nor the one that contains the lowest cost estimate will necessarily be accepted. The selection of the consultant will be made on the basis of the best overall value in terms of technical merit and cost, which will be determined by dividing the proposed cost by the total technical score so as to establish the lowest cost per point.

Right to negotiate

Environment Canada reserves the right to further negotiate with bidders in order to arrive at the most cost effective contract that is in keeping with terms and conditions of this request for proposal or not to award a contract at all.

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