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Table of Contents
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A. Definitions and Administrative Requirements
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B. Requirements and Response
The Ministry of Environment is seeking a Contractor to produce, in collaboration with agency and
industry stakeholders, a guidance document for characterizing contamination at upstream oil and gas
sites in British Columbia. The completed guidance document must be submitted to the Ministry by
March 31, 2011.
The budget for this project is currently set at $60,000 (excluding applicable taxes). However, the
Ministry may, at its sole discretion, attempt to secure additional funds to further the scope of the
project. If successful the Ministry may, at its sole discretion, award the additional work to the
successful Proponent of this RFP without a competitive process, subject to satisfactory performance.
Alternatively, the Ministry may initiate a separate procurement process for this additional work if
deemed appropriate.
Additionally the Ministry may, at its sole discretion, award to the successful Proponent of this RFP,
an option to extend for up to two additional one-year terms, without a competitive procurement
process based on additional services delivered of the same or similar nature as described in this RFP
(e.g., remediation guidance for upstream oil and gas sites) subject to available funding and
satisfactory performance. Alternatively, the Ministry may initiate a separate procurement process for
this additional work if deemed appropriate.
Successful delivery of the work in this RFP will neither entitle the successful Proponent to any
subsequent work, nor preclude the successful Proponent from competing for subsequent contracts.
2. Additional Definitions
In addition to the Request for Proposals Definitions set out in paragraph 1 of Section A, throughout
this Request for Proposals, the following definitions will apply:
3. Ministry Situation/Overview
The Ministry is responsible for managing and delivering a wide range of programs and services that
support the Province’s environmental and economic goals. These goals include effective action on
climate change; clean and safe water, land, and air; healthy and diverse native species and
ecosystems; engaged citizens; and sustainable use of British Columbia’s environmental resources.
Ministry responsibilities related to the goal of clean and safe water, land, and air include regulating
the characterization and remediation of contaminated sites in British Columbia to ensure compliance
with the requirements of the Environmental Management Act and regulations. The Land
Remediation Section of the Ministry carries out these responsibilities by developing protocols,
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procedures, policies, and guidance for the public, by actively engaging in the remediation of
brownfields, orphan sites, and complex, high risk sites, and by facilitating the remediation of low
and medium risk sites. The Land Remediation Section also manages the Site Registry, administers
the site screening process using site profiles, and engages the public via outreach meetings and
literature. Please visit the following website for more information on the Land Remediation Section:
http://www.env.gov.bc.ca/epd/remediation/
For British Columbia’s upstream oil and gas sector, the regulation of contaminated sites is shared
between the Ministry and the OGC. Specifically, under the terms of a memorandum of
understanding between the Ministry and the OGC signed in 2008, the OGC regulates the
characterization and remediation of “low-risk” upstream oil and gas sites, while the Ministry
regulates the characterization and remediation of “high-risk” upstream oil and gas sites. Please visit
the following website for more information on the OGC: http://www.ogc.gov.bc.ca/.
3.2 Background
The northeast region of British Columbia is home to a thriving oil and gas exploration and
development industry collectively known as the “upstream oil and gas sector”. This sector currently
includes about 20,000 well sites accompanied by a vast network of oil and gas distribution,
processing, and storage infrastructure. Each year, approximately 100 to 200 of these well sites are
permanently plugged. Under the current regulatory regime for contaminated sites in British
Columbia, these plugged sites as well as other sites potentially contaminated by historic waste
disposal and operational leaks and spills require characterization in order to (a) determine the extent
of contamination, if any, (b) inform the development of appropriate remediation and risk assessment
strategies, (c) inform the completion, where required, of a site risk classification using either the
OGC or Ministry classification tools, and/or (d) satisfy regulatory requirements where seeking
remediation certification from either the OGC or the Ministry.
Responsible persons seeking to characterize their well site or other upstream oil and gas site look to
the Ministry and the OGC for technical and policy guidance, and the Ministry and OGC in turn
direct the responsible parties to a large number of guidance and policy documents available to the
general public. These documents include investigation checklists (Technical Guidance 10 and 11) as
well as guidance for the characterization of site soil (e.g., Technical Guidance 1, 2, 5, and 16;
Protocol 4), sediment (Technical Guidance 19), groundwater (Technical Guidance 6, 8, 13, and 15;
Protocol 9), and vapour (Technical Guidance 4).
Representatives from the upstream oil and gas industry have informed the Ministry that while these
guidance and policy documents contain helpful information, their usefulness is limited for the
upstream oil and gas sector because (a) there are too many documents, and (b) the documents are
designed for use at predominantly industrial/commercial sites in developed areas of British
Columbia and do not adequately consider the unique features of sites in the upstream oil and gas
sector. These unique, sector-specific features include sector-wide similarities in site configurations,
contaminant sources, and waste handling practices, remote locations with limited seasonal access,
Western Canadian Sedimentary Basin geology and ecosystems, muskeg, high background
concentrations of natural organics, predominantly wild lands or agricultural settings and lands under
Crown ownership, and First Nations traditional land use. Industry representatives indicate that
application of the current Ministry guidance to this unique sector leads to inefficient and ineffective
remediation of sites and, ultimately, ongoing human health, environmental, and liability concerns for
government and industry.
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To resolve the shortcomings of the existing body of site characterization guidance, industry
representatives recommend that the Ministry develop site characterization guidance tailored for the
unique features of the upstream oil and gas sector. Given the number of contaminated sites in the
sector, both the Ministry and OGC concur that sector-specific guidance is desirable. This RFP is a
first step in satisfying this desire.
Project Scope
The Ministry is seeking a Contractor to produce, in collaboration with agency and industry
stakeholders, a guidance document for characterizing contamination at upstream oil and gas sites in
British Columbia. The guidance document should provide advice that:
(a) is clear, practical, and appropriate to the physical, environmental, and land use
characteristics of northeast BC;
(b) considers a range of technologies and methodologies suitable to upstream oil and gas
contamination sources and activities; and
(c) meets data requirements necessary to ensure that the regulatory obligations of responsible
parties for protection of human health and the environment can be satisfied and that
regulatory decisions by the Ministry and the OGC are defensible.
The Ministry expects the scope of the project to evolve to some degree as the project progresses.
Nonetheless, the Ministry anticipates the project will include the following milestones:
Preparation and circulation of a document outline for stakeholder review and comment
Preparation and circulation of a draft document for stakeholder review and comment
Project Budget
The budget for this project is currently set at $60,000 (excluding applicable taxes). However, the
Ministry may, at its sole discretion, attempt to secure additional funds to further the scope of the
project. If successful the Ministry may, at its sole discretion, award the additional work to the
successful Proponent of this RFP without a competitive process, subject to satisfactory performance.
Alternatively, the Ministry may initiate a separate procurement process for this additional work if
deemed appropriate.
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Additionally the Ministry may, at its sole discretion, award to the successful Proponent of this RFP,
an option to extend for up to two additional one-year terms, without a competitive procurement
process based on additional services delivered of the same or similar nature as described in this RFP
(e.g., remediation guidance for upstream oil and gas sites) subject to available funding and
satisfactory performance. Alternatively, the Ministry may initiate a separate procurement process for
this additional work if deemed appropriate.
Successful delivery of the work in this RFP will neither entitle the successful Proponent to any
subsequent work, nor preclude the successful Proponent from competing for subsequent contracts.
For the purposes of this RFP, the scope of the project for the term through to March 31, 2011 will be
determined based on what deliverables the successful Proponent can deliver in that period not
exceeding the current $60,000.00 (excluding applicable taxes) budget.
4. Requirements
5. Evaluation
This section details all of the mandatory and desirable criteria against which proposals will be
evaluated. Proponents should ensure that they fully respond to all criteria in order to receive full
consideration during evaluation.
Proposals not clearly demonstrating that they meet the following mandatory criteria will be excluded
from further consideration during the evaluation process.
The Ministry may check Proponent references without first notifying the Proponent.
The Ministry will not enter into a contract with any Proponent whose references are
unsatisfactory in the sole opinion of the Ministry.
In the event that a proposal is rejected due to unsatisfactory references, the Ministry will consider
the next highest scoring compliant proposal.
Criteria
a) The proposal must be received at the closing location before the specified
closing time.
b) The proposal must be in English and must not be sent by mail, facsimile or
e-mail.
c) Two hard copies of the proposal and one copy on diskettes or CD must be
submitted if that delivery method is chosen, with one unaltered, completed
Request for Proposals cover page including an originally-signed Proponent
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Section with the first copy. Alternatively, one electronic copy of the
proposal must be submitted, in accordance with BC Bid instructions for e-
bidding, if that delivery method is chosen. Only pre-authorized e-bidders
registered on the BC Bid system can submit electronic bids.
d) Proponents must identify in their proposal, the names of all team members
and their roles in the project.
e) Proponents must provide a minimum of two corporate references for
previous work of a similar nature. The Ministry reserves the right to seek
references independently.
f) Proponent proposals must not exceed a total budget of $60,000 (excluding
applicable taxes).
Proposals meeting all of the mandatory criteria will be further assessed against desirable criteria.
6. Proposal Format
The following format, sequence, and instructions should be followed in order to provide consistency
in Proponent response and ensure each proposal receives full consideration. All pages should be
consecutively numbered.
a) An unaltered and completed Request for Proposals cover page, including Proponent Section
as per instructions.
b) Table of contents including page numbers.
c) A short (one or two page) summary of the key features of the proposal.
d) The body of the proposal, including pricing — i.e. the “Proponent Response”.
7. Proponent Response
In order to receive full consideration during evaluation, proposals should include a detailed response
to the following:
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Strength of Proponent
Available resources: Identify the physical and personnel resources available to facilitate the
completion of the project. Note that the proposal must include the name of each team
member and a description of the role of each team member on the project.
Experience facilitating collaborative processes: Demonstrate experience building
partnerships and facilitating collaborative processes to optimize the success of a project.
Knowledge of site characterization at upstream oil and gas sites in British Columbia:
Demonstrate knowledge and experience conducting and/or reviewing technical aspects of site
characterization at upstream oil and gas sites in British Columbia.
Knowledge of the regulatory regime for contaminated sites in British Columbia: Demonstrate
knowledge of and experience with the contaminated sites regulatory regime in British
Columbia. Preference will be given to Proponents whose knowledge and experience
encompasses both the upstream oil and gas sector and other sectors. Preference will
also be given to members of the Contaminated Sites Approved Professional Society.
Writing quality: The Proponent should demonstrate a clear and concise writing style (a) with
the wording of the Proposal, and (b) by submitting an additional example of the writing
quality of the individual or individuals who will be responsible for the majority of the writing
in the guidance document.
Strength of Proposal
Project methodology and schedule: Provide details of the proposed methodology and
schedule for completing the Project. Note that the Ministry reserves the right to negotiate the
final details of the methodology and schedule.
Pricing Criteria
Provide details of all costs and expenses associated with the project including the hourly and
daily rates for each team member on the project and all travel, accommodation, and venue
expenses. Describe how costs will be monitored and controlled to ensure the project stays on
budget. Provide a proposed invoicing schedule for the project. Note that the Ministry
reserves the right to negotiate the final details of the invoicing schedule.
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Appendix A Contract Form
By submission of a proposal, the Proponent agrees that should its proposal be successful the Proponent will
enter into a Contract with the Province in accordance with the terms of the draft General Service Agreement
and attached Schedules, which is posted with this RFP as a separate document.
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