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GENERAL INFORMATION: To Be completed by the Buyer in SupplyPART A: To be completed by The City Project Manager PART B-1 & C-3: To be completed by the Proponent, using this document for responseCity File #: Requesting Business Unit:Calgary ParksPART A – 1: SUMMARY (to be completed by The City)Project Title: Research for invasive plants and pest management in CalgaryPART A - 2: INFORMATION ABOUT THE REQUIRED POSITION (to be completed by The City)BACKGROUND Project background informationThis Statement of Requirements outlines the research requested as one component of the overall work program to revise the existing City of Calgary Integrated Pest Management Plan (1998) and Invasive Plant Strategic Management Plan (2008). This project was recommended by City of Calgary Council as part of the Dandelion report (CPS2016-0825).Project revision expected completion: Q4 2018Research completion: Q1 2018Project lead: Calgary Parks, Urban ConservationBusiness Unit information: Calgary ParksCalgary Parks is the business unit responsible for the management of Calgary’s public parks, urban forest, pathways and civic cemeteries. Calgary Parks includes the following portfolios: Urban Conservation, Urban Forestry, Environmental Education, Facilities Maintenance, Pathways and Trails, Water Management, Strategic Services, Infrastructure/Planning/Development, Health and Safety, Community Strategies, Cemeteries and Maintenance.Portfolio information: Urban ConservationThe Urban Conservation portfolio within Calgary Parks formed in 2015 as an amalgamation of two previously separate portfolios: Natural Areas and Integrated Pest Management. UC is committed to protecting and enhancing the natural environment in Calgary through best practices, current science, adaptive management, adherence to legislative requirements, staff training and citizen volunteer involvement, often in partnership.Urban Conservation leads the stewardship of Natural Environment Parks, and collaborates with Calgary Parks’ Superintendents and other portfolios that steward other assets within those parks as per Parks’ vision and mission. UC also has a city-wide scope of work that includes the management objectives for biodiversity, invasive species and pests on other City lands and facilities. This scope includes manicured spaces (sports fields, high-use parks), roadways, landfill operations, stormwater management facilities, urban forest boulevard trees and depots.Urban Conservation provides consulting services to other City of Calgary business units, and forms external and regional partnerships in order to manage pests and protect and restore urban biodiversity on city assets. The current scope of work performed by Urban Conservation is interdependent and encompasses every stage of the life cycle of a natural environment park, including the following lines of service:Policy developmentNew community and community redevelopment planningLegislative complianceInvasive species/pest monitoring and managementBiodiversity (wildlife and plants) conservation and habitat managementRestoration projectsCapital projectsPRIMARY DUTIES AND RESPONSIBILITIES OF THE CONSULTANTContractor duties and responsibilities include:Reviewing City of Calgary documents relevant to invasive species/pests/pathogens management:Integrated Pest Management Plan (1998) – for current policy and standard operating proceduresInvasive Plants Strategic Management Plan (2008) – for current approach (outdated due to 2010 Weed Control Act)IPM staff training manual and weed mapping protocols – for scope of seasonal staff duties and possible gapsUrban Forestry Management Plan (2017) – for invasive species/pests/pathogen strategies for urban forest treesPesticide toxicity report (2017) – for current issue framing and historyCurrent IPM org chart (internal) – for current pest management governance structure of IPM, participating Business Units, and civic partnersIPM What We Heard Report (internal) – for staff perspectives on updates neededAdditional documents may include but are not limited to:Sport Field Strategy (2016) – for sport field standards and implications for pest management/IPMDevelopment Guidelines and Standard Specifications: Landscape Construction (2017) – for weed standards for developing parks inspection processes, possible gapsStormwater Management & Design Manual (2011) and its amendments – for weed control requirements and implicationsZero Based Review report (2014, internal) – for relevant performance measuresNatural Area Management Plan (1994) – for weed control management guidelinesCustomer Level Of Service (internal) – for invasive species criteriaOur Biodiversity: Calgary’s 10-year biodiversity strategic plan (2015) and Biodiversity Policy (CSPS037) – for invasive species relevanceCommunity Standards Bylaw – for weed control requirements on private propertiesParks and Pathway Bylaw – removal of vegetation in public spacesOther as required/applicableReference of applicable municipal, provincial and federal regulations for policy and operational alignmentSummary report of research findings and recommendations including detailed citationsSubmission of all deliverables within the expected timeline and project budgetCommunication with project lead throughout project durationIncorporating feedback from Calgary Parks representative on draft reportsTravel may be required to attend meetings with Calgary Parks representativesQUALIFICATIONS OF THE CONSULTANTConsultant qualifications include but are not limited to:Experience conducting research of government, industry and peer-reviewed literatureAbility to summarize and synthesize research findings in a concise formatClear writing and communication stylePost-secondary educational background in science, preferably with an emphasis on one or more of the following disciplines: ecology, resource management, invasive species biology and management, integrated pest management, restoration, horticultureResearch experience in invasive species and pest management; experience conducting this research specifically in an urban context will be weighted higherExcellent time managementAvailability to complete the work within the expected timelinePART A - 2: REQUIREMENTS OF THE SUCCESSFUL PROPONENT (to be completed by The City)Expected outcomeThe scope of work will inform the revision of the City of Calgary Integrated Pest Management Plan and Invasive Plant Strategic Management Plan, to the satisfaction of Calgary Parks.Scope of workReport expected deliverables:FramingSummary of other applicable/appropriate municipalities (global) for invasive species/pest management, which may include details on,Regulations/bylawsPrinciplesPerformance measuresStandard procedures/SpecificationsPrograms of workPest management work group organization/reporting structurePest management work group operating budgetOutreach/education/communicationsResearch trials/lessons learnedComparisons to municipalities with environmental conditions similar to Calgary’s are preferred.Literature reviewA review of the invasive species/pest/pathogens (as defined by Alberta and Canadian governments) management and Integrated Pest Management literature. The scope of the review could align with the following principles for an urban context:Prevention: introduction pathways, stopping introductions, preventing establishment; regulatory, landscape design, cultural/spiritual etc. practicesEradication: destroying or removing infestationsContainment/management techniques: controlling further spread of infestation; mechanical, biological, cultural, chemical; best practices for disposal, equipment cleaning, etc.Restoration: best practices for incorporating invasive species management into restoration practices and as a tool for pest managementPrediction: preparedness for change (e.g. climate change, seasonal/annual changes in temperature and precipitation to predict invasive species and pest phenology), regional invasive species threats (e.g., EDRR), habitat suitability and pathways modelingEducation/communication: citizen awareness; engagement; staff trainingCollaboration: sharing inventories, data, case studies, management methodsMonitoring: vectors/pathways, infestations, management effectiveness, value of technique for the costPrioritization: species management priorities and asset protection priorities; decision-making frameworks (e.g., invasion risk/threats, potential for spread, spatial prioritization of work based on infestation data, budgetary/economic, staff resourcing, asset protection needs/risk (e.g., threat vs. replacement cost))Acceptance: tolerating a given level of invasive species/pests, pest perceptions, location-specific differences (e.g., Natural Environment Parks, habitat types, open space types, infrastructure needs, private properties)In order to develop policies and an implementation framework of the principles, documentation of how the principles can be operationalized should be provided. An implementation plan will be a forthcoming project, launched upon completion of the policy.The review to establish the framework should include:Best practices for reporting of management actions taken (e.g. pilot projects and pesticide application) for internal, regulatory and public audiencesExplaining the relationship between pest management and human health objectives, for both pest management (e.g., West Nile Virus) and pesticide use (i.e., citizen concerns with pesticide toxicity)Data requirements for prevention, control, eradication, modeling, reporting, decision-makingAsset injury action levels/thresholds for a given asset, asset protection requirementsSelecting, justifying, and documenting treatment strategiesCumulative effects of management techniques and invasive species/pests/pathogens (IS/P/P) themselvesPesticide handling chain of evidenceEmergency preparedness and response plan to pest outbreakImplementation framework considering environmental, social and economic objectivesOrganizational accountability and reporting; governance structuresComprehensive and up to date review of pesticide reduction strategiesDecision making matrices for invasive species/pest control management strategies including when to stop treatmentHuman resource needs, such as capacity requirements, job descriptions, qualifications, certifications (e.g., what classes of applicators are necessary for a program)Emerging needs for invasive species and pest management (e.g., increase in green roofs, community gardens, etc.)Public engagement programs and processes (i.e., notification of treatments/controls/removals, education, citizen science, cultural perceptions about pests, community values pests).Other areas as determined by the research and additional gaps identifiedThe review should conclude with recommendations for IS/P/P management for The City of Calgary.Requirements of the successful individual or teamMeet primary duties and responsibilitiesCommunicate with the project representative throughout project durationProvide all deliverables, including above scope of research, within the proposed project budgetWork with Calgary Parks to review, revise (if necessary) and finalize the scope of the projectCreate a work plan describing the path to complete the project tasks. The work plan should identify clear milestones for the project showing when each component of the work will be ready for submission to Calgary Parks, including the following:Attend kickoff meeting (if appropriate; remote contractor can meet digitally)Identify milestones and datesContract signingProject scope finalizedRegular updatesBreakdown of hours spent in preparation of each deliverable listed in the deliverables for reportExpected deliverablesSubmission of a work plan detailing how scope of work will be achieved (project team will provide feedback)Submission of report laying out findings on literature review and analysis of the literatureSubmission of detailed draft Table of Contents outlining report structure (project team will provide feedback)Submission of draft(s) research summary report including citations (project team will provide feedback)Submission of final research summary report including citationsSubmission of a presentation that highlights report findings; audience is the standing Policy Committee on Community and Protective Services/Administration Leadership TeamProvide written updates on project progress as needed to project teamAttend meetings as required (in person or by telephone, email, or Skype) with project teamIt is the expectation of Calgary Parks that the successful proponent will assign one main contactExpected timeline/scheduleMilestoneDateSOR releasedAugust 14, 2017Closing date/time of SOROctober 2, 2017, 16:30:00 Calgary timeAnticipated start date to begin work and meet with project teamOctober 10, 2017Provide a detailed draft table of contents and finalized scope of workOctober 31, 2017Submission of draft reportMarch 2, 2018Submission of final report and presentationApril 3, 2018PART B – 1: EVALUATION CRITERIA RESPONSE (to be completed by the Proponent)This section supports an evaluation based on Qualitative Based Selection listed below.Evaluation Criteria 1 – QUALIFICATIONS / RELATED EXPERIENCEIdentify the team composition, indicating the team lead. Include a description of qualifications. Provide a minimum of three (3) examples of similar work completed that illustrate the relevant skills of the proposed project team.Proponent Response (field expandable) Evaluation Criteria 2 – UNDERSTANDING OF PROJECT SCOPEProvide a brief statement describing your firm’s understanding of the project scope, deliverables and requirements. Outline key issues as the Proponent understands them. Proponent Response (field expandable)Evaluation Criteria 3 – WORK PLAN AND SCHEDULESubmit a work plan and schedule for the completion of the recruitment based on the requirements and timelines as defined in Part A of this document. Detail any risk mitigation strategies your firm would deploy to ensure the timelines are met and to complete the work as proposed. Proponent Response (field expandable)Evaluation Criteria 4 – METHODOLOGY USED IN CONDUCTING THE RESEARCH Submit proposed methodology for conducting the research, as defined by the scope.Proponent Response (field expandable)Evaluation Criteria 5 – COSTDetail billing rates and total cost expectation.Proponent Response (field expandable)PART B – 2: EVALUATION (to be completed by The City)Statements of Work will be evaluated as per the table below:Evaluation Criteria WeightRatingScoreCriteria #1 – Qualifications / Related Experience25Criteria #2 – Understanding of Project Scope30Criteria #3 – Work Plan and Schedule20Criteria #4 – Methodology Used in Conducting the Research 10Criteria #5 – Cost15TOTAL POINTS Statements of Work will be rated according to the outline below. RatingDescription10Exceeds expectations; clearly understands the requirement, excellent probability of success.8Somewhat exceeds expectations; high probability of success 6Meets expectations; good understanding of requirement, good probability of success.4Somewhat meets expectations; minor weakness or deficiencies, fair probability of success.2Does not meet expectations or demonstrate understanding, low probability of success.0Lack of response or complete misunderstanding of the requirements, no probability of success.PART C - 1: QUESTIONS AND CLARIFICATIONSAll requests for clarification and questions regarding this Statement of Requirements (SOR) should be submitted in writing via email to Steven Snell at Steven.Snell@calgary.ca. All questions or clarifications should be specific to this SOR and should include references to a specific section. It is further requested that all clarification and question requests be received no later than seventy two (72) hours prior to close. Although every attempt will be made, The City cannot guarantee that questions received beyond this time period will be answered prior to the closing date and time.PART C - 2: SUBMISSION INFORMATIONSubmit one (1) electronic copy via email in a Microsoft Word or PDF format.Proponents are expected to provide their response in the specified Proponent Response fields, highlighted in blue.The City of Calgary (“The City”) does not accept a faxed Statements of Work. Each Proponent is solely responsible for ensuring that its SOW is received at:Steven.Snell@calgary.caat or before the stated closing time. The time of Receipt of each submission will be based on the time the email is received by the City’s email server for recipient listed above. No other time clock will be considered valid. The City of Calgary is not responsible for any submission received after the stated closing time, and will not consider any such submission.CLOSING DATE:2017 Oct 02CLOSING TIME:16:30:00 Calgary Time (MST)PART C - 3: Business Entity Contact Information (to be completed by the Proponent)Company Name:Name (print):Title:Address:Phone #:Email:Signature:Date (YYYY/MM/DD):Execution of SOW: The SOW is to be signed by a representative of the Proponent, authorized to sign on behalf of, and bind the Proponent to, statements made in the SOW.Decline: If your firm is not able to provide the required resources within the specified time frame a response (via email preferred) of DECLINED is required within the above noted timeline.Privacy Statement: This information is collected under the Alberta Freedom of Information and Protection of Privacy Act, Section 33(c) and is protected by this act.PART D - 1: NEGOTIATIONBy submitting a Statement of Work (SOW), a Proponent accepts that a contract may be concluded upon notification by The City; however, The City reserves the right to negotiate with any Proponent. If the parties after having bargained in good faith are unable to conclude a formal agreement, The City and the Proponent will be released without penalty or further obligations other than any surviving obligations regarding confidentiality and The City may, at its discretion, contact the next highest rated Proponent and attempt to conclude a formal agreement with them. PART D - 2: ANY RESULTING CONTRACTAny resulting contract will be comprised of the following documents:Executed Professional Services Terms and Conditions (PSTC) on file with The City;This Statement of Requirement;Your firm’s Statement of Work.Assignment: The City reserves the right to award the assignment in whole or in part or to delete any portion of the project in the best interest of The City.Invoicing Instructions: All invoices must show the SOW number and are to be sent to the City Contact as listed on the “Invoice to” instructions of the SOW. PART D – 3: Authorization to Proceed (to be completed by The City) ................
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