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Request for Proposal
for the
Design of fish passage at the
Beaverlodge weir
RFP issue Date: January 23, 201
RFP Closing Date: February 13, 2015
Competition Manager: Adam Norris
Email: [email protected]
Request for Proposal
Introduction
The Redwillow Watershed Restoration Project is a multi-partner project that is striving
to restore fish habitat in the Redwillow River Watershed and will develop a restoration
plan to pursue this goal. The Mighty Peace Watershed Alliance has taken the role of
project lead and other partners include Agroforestry Woodlot Extension Society,
Alberta Conservation Association, AESRD Fisheries Branch, Alberta Riparian Habitat
Management Society, County of Grande Prairie, Town of Beaverlodge, and West
County Watershed Society.
This project came about through the availability of funds for the Peace River area in the
Environmental Damages Fund, a fund administered by the Government of Canada.
The event that triggered the funds being made available was a spill in the area from Oil
and Gas infrastructure. Several organizations were involved in developing a potential
project that could fit the criteria to ensure that the funds were used in the Peace River
area. The Environmental Damages Fund guidelines state that the funds are, “For the
specific purpose of promoting the proper management and control of fisheries or fish
habitat, or the conservation or protection of fish or fish habitat in the Peace River, its
tributaries, and watershed in the Province of Alberta, particularly at or near the Town
of Peace River.” The Redwillow Watershed Restoration Project is looking at landscape
level factors and how they can be modulated to aid in fish habitat restoration. With
these parameters as the framework, this project was conceptualized and fleshed out.
This project builds upon the previous work of many organizations in this watershed. It
is the intent of this project to further the work of all organizations involved in fisheries
management, watershed management and/or stewardship in this area. The completed
restoration plan should function in a coordinating and collaborative role for those active
in the watershed. Coordination of effort moving forward to increase the effectiveness
of watershed management in the Redwillow watershed is essential to a successful plan.
The Redwillow Watershed Restoration Project (RWRP) Team is inviting proposals from
qualified consultants to undertake the following work.
Project Goal
The primary and overarching goal of the RWRP is to restore fish habitat in the
Redwillow River Watershed. One component of this is to restore habitat connectivity
by improving fish passage at the weir on the Beaverlodge River and this is the objective
of this Request for Proposals.
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Request for Proposal
Project Scope
The weir is located at Latitude 55.191873, Longitude -119.449775
https://goo.gl/maps/oQ48K. The weir is infrastructure of the Town of Beaverlodge
and as such any design for fish passage will be needed to meet the Town of
Beaverlodge’s needs. Presently the Town of Beaverlodge has indicated the need to
maintain the weir’s functionality to ensure their ability to withdraw water.
Project Outcome
A design to improve fish passage at the weir on the Beaverlodge River will be created.
Currently there is a fish ladder at the weir that has limited functionality, which is
exacerbated by inconsistent maintenance. The design must be based on an assessment
of the present structure and consider the local setting, conditions and fish. Arctic
Grayling will be the primary species of focus for design considerations.
This proposal is not limited to either just fish ladder improvements or weir
improvements. Creative solutions that will improve fish passage are desired. It is also
critical that any design be as maintenance free as possible to extend optimal operation.
In the past, maintenance or the lack thereof has led to the creation of a fish passage
barrier at the weir.
The successful proposal will provide a design that is tailored to the Boreal Forest
ecoregion, the native fish populations present in the Redwillow and Wapiti Watershed,
the current land uses in the Redwillow Watershed and the flow regime of the
Beaverlodge River. The design must account for both high and low flows, particularly
with regard to the current changes in flow. One estimate is that the Beaverlodge River
has seen a 13% reduction in flows due to land cover changes.
Information Gathering
The proponent will draw information from the best research, effective and working
designs and local knowledge. The expectation is for the consultant to have one meeting
with locals to ensure their concerns are heard. Sound science and reliable design are
paramount but it is important to consider local concerns and explain how the fit into the
design process.
Development Process
It is imperative that the consultant demonstrate the ability to follow a process that will
address that unique stakeholder in the Redwillow Watershed. The RWRP Team is
made up of several organizations that are active in the area; the Town of Beaverlodge
owns the weir where fish passage is to be improved and there are concerned residents
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Request for Proposal
some of who belong to an organized group. Although the RWRP Team is undertaking
this work, the Town of Beaverlodge’s needs must be respected. Similarly, it is
important to consider local concerns and how the design development can be
effectively communicated to them.
Deliverables
There are five major deliverables for this project:
1. Workplan: this will map out the steps, their timing and the individuals
responsible for those steps to ensure that the timeline is met.
2. Start-up and interim meetings: these meetings will ensure that consultant
understands what the RWRP Team wants and that the consultant is receiving the
required direction and information from the RWRP Team. One of the meetings
will involve the local stakeholders to hear their concerns and see where their
information can be incorporated into the design.
3. Fish passage design: this design will allow improved passage of fish past the
weir on the Beaverlodge River. This design may involve alterations to or
replacement of the existing fish ladder or weir. A review of the permitting
necessary to build the proposed design. This must be as maintenance free as
possible and appropriate for all flow levels.
4. A review of the permitting necessary to build the proposed design.
5. A rationale of the design and how it improves fish passage, particularly for
Arctic Grayling.
General Description of Work
This project involves assessing the Beaverlodge weir from an engineering perspective,
incorporating the scientific research and local observations around fish populations and fish
passage in the Redwillow watershed.
Timelines and Deliverables
Anticipated
Completion Date
Project Milestones
Consultant acknowledges receipt of this RFP
package and interest in submitting a proposal by
sending a return email to Adam Norris
Deadline for consultant to submit proposals to
Adam Norris
Initial meeting/teleconference of Consultant with
RWRP Team
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February 3rd, 2015
February 13th, 2015
February 23th, 2015
(tentative)
Request for Proposal
Submission of project workplan by Consultant to
RWRP Team for approval
Consultant to meet with members of RWRP and
local constituents to discuss design requirements
Consultant submits a draft of the fish passage
improvement design for the RWRP Team and the
Town of Beaverlodge to review.
Interim meeting attended by Consultant and
RWRP Team
Consultant submits a final design incorporating
edits from the RWRP Team. This design includes
an overview of the permitting process and the
rationale for the design.
Final opportunity for RWRP Team to review
changes made by Consultant and request
amendments
February 27th, 2015
March 3rd, 2015 (tentative)
March 17th, 2015
March 23rd, 2015
(tentative)
April 7th, 2015
April 17th, 2015
Work Hours and Locations
The consultant will not be provided workspace. The Consultant should be available during
regular business hours.
Term
Commencement of work under the contract is anticipated to be February 2015; with completion
of work by April 2015. The RWRP Team reserves the right to terminate the contract at any time.
By soliciting proposals, the RWRP Team in no way guarantees that the work described herein
will be undertaken.
Budget
The preferred proposal will provide both an estimate of design cost and an estimate for the cost
of implementing the design.
Proposal Content and Required Elements
Proposal submissions must include the following sections:
Section 1:
Provide an outline of proposed work, methodology, and schedule for this
project that addresses the requirements set out for the Deliverables and
Timelines. Also include a discussion about risks and how they will be
managed to ensure that requirements are met.
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Request for Proposal
Section 2:
Identify skills, knowledge and experience related to the following:
 Design, engineering and familiarity with the permitting process for
in-stream structures.
 Demonstrate the ability to apply technical expertise to a local
context
 Familiarity with water, watersheds, fish habitat and stakeholders in
the Redwillow watershed
 Example of similar past projects
Section 3:
Identify the key individuals who will be performing the contract services;
provide resumes describing relevant project experience, a list of relevant
resources, and references (including former clients).
Section 4:
Provide estimated costs for the contract (fees and expenses) for
completing each deliverable.
References and resumes may be included in attached appendices.
Selection Criteria
Proposal selection will be based on the consultant’s work plan, qualifications and
experience in the required elements, ability to deliver within the allotted time and cost
estimate. The lowest priced contract will not necessarily be accepted.
The RWRP Team is looking for a comprehensive understanding of weirs, fish ecology
(including migration), fish passage and familiarity with the Redwillow Watershed. The
RWRP Team will use the following selection criteria to choose a consultant. It is
essential that the Design for Fish Passage allow for the migration of fish past the weir in
both high and low waters in a manner that is as maintenance free as possible.
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Selection Criteria
Previous directly related experience
Demonstrated understanding of the project
Proposed Methodology
Qualifications of Personnel
Specific knowledge of the Redwillow watershed, its
stakeholders and regional activities
Cost
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Points
15
30
20
15
10
10
Total 100
Request for Proposal
Ownership of the Proposal and Freedom of Information
All documents submitted become the property of the MPWA, and shall be subject to the
disclosure provisions of the Freedom of Information and Protection of Privacy Act.
Clarifications
If the potential supplier finds discrepancies or errors in, or omissions from, the RFP, or
if any part of the document's intent or meaning is unclear or ambiguous, the potential
supplier may request clarification by way of written notice to RWRP Team, but shall do
so by no later than three days prior to the closing date. It shall be the sole responsibility
of the potential supplier to promptly notify RWRP Team by written notice of any
discrepancy, error or omission in the RFP and to obtain clarification or interpretation on
any question that may arise as to the RWRP Team's intent. All clarification questions
and answers will be supplied to all potential suppliers.
RFP Submission
The potential supplier is responsible for all costs associated with the Proposal including,
without limitation, costs for the preparation, submittal, clarification, acceptance or
rejection of the Proposal. The potential supplier shall keep confidential all information
included in the RFP documents and all information which by its nature would expected
to be treated confidentially in respect of the goods and/or services requested by RWRP
Team pursuant to this Proposal and not use, divulge, disclose or communicate in any
manner whatsoever such information to any person or entity without the prior written
consent of RWRP Team.
A complete copy of the proponent’s proposal must be stamp dated by February 13th,
2015 at 4:30 p.m. MST and submitted by email to:
Adam Norris, Watershed Coordinator
Mighty Peace Watershed Alliance
[email protected]
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