Project Management Services NOI

Notice of Intent (“NOI”)
Issue date:                                          June 8, 2023
NOI Closing Date and Time:         June 20, 2023 at 2:00 pm, local time.
 

1. Overview of Contemplated Contract:

• Project Management services will be provided on an ‘if, as and when required’ basis, for a maximum term of 1 year, during the period July 1, 2023 to June 30, 2024.  Actual services committed-to may be for just 3 months or less, depending on disaster recovering funding received by the City.
• The services provided will include;
  • Maintain and update project management documentation, schedules, and cost tracking data,
  • Provision of monthly updates on infrastructure recovery projects,
  • Guide planning and execution of infrastructure recovery projects,
  • Project manage and coordinate engineering consultants, procurement consultant, and field work contractors for infrastructure recovery projects, and
  • Attend town halls, engagement sessions, and policy meetings in support of infrastructure recovery projects.
• Staff positions provided by the Contractor as part of the services will include; Project Specialist, Project Lead, Project Manager, Associate Project Manager, Support/Intern.
• The total number of hours of services to be provided across all positions are not anticipated to exceed 1,815 hours over a full 1-year term.

2. Contract Term and Maximum Contract Value:

3. Rationale for Contemplating a Direct Award:

1. The City believes, but cannot strictly prove, the Contractor is the only vendor with the required background knowledge, recent local experience and organizational setup (team members and locations) that can provide the services required of this contract within the required timeframe and contemplated ‘not to exceed’ total contract value.

2. Specifically, the City believes that the Contractor is the only organization that meets the following pre-requisites for meeting the contract service requirements:
   1. The Contractor is a Project Management organization, with direct and recent experience of the Merritt 2021 Flood Disaster recovery, that is setup and able to continue the project management services required.
   2. The Contractor team includes team members which are professional engineers, and project management professionals (PMP certified).
   3. The Contractor includes team members who have direct experience of managing infrastructure recovery projects, following a recent natural disaster in British Columbia.
   4. The Contractor is able to provide the required staff positions, within the timeframe required.
   5. The Contractor has its main office located within a 2-hour drive of Merritt City Hall at 2185 Voght St, Merritt, BC, which is necessary to facilitate regular meetings.

4. Challenges to this NOI:

1. Submission of Challenges:
   1. Any Challenge submitted to this NOI is required to be in English and must be submitted in writing via email to the Official Contact only.  The ‘Official Contact’ is: the City’s Recovery Financial Services Manager – Terry Hawes (Email Address: terry.hawes@merritt.ca).
   2. Challenges to the NOI must be received by the Official Contact, at the email address above, before the NOI Closing Date and Time.  Challenges received after the NOI Closing Date and Time will be disregarded.
   3. Challenges to this NOI must include the following information at a minimum:
      • The legal name of the individual/organization submitting the Challenge.
      • The reason for the Challenge.
      • A statement confirming that the individual/organization submitting the Challenge can meet all of the service pre-requisites listed as i., ii., iii., iv., and v. under section 3.b) of this NOI.
      • Signature and date of the individual or officer of the organization submitting the Challenge.
2. Review of Challenges:
   1. If the City receives a Challenge to the NOI before the Closing Date and Time, the City must assess whether the challenge is justified; and whether a competitive process should be undertaken.
   2. If no Challenges to the NOI are received prior to the Closing Date and Time or no Challenge is submitted which meets the requirements outlined in a) iii. that, in the sole opinion of the City, warrants the City issuing a public competition for the contemplated contract; then the City may commence contract negotiations with the Contractor for the services described in the NOI.

5. Enquiries Made to the Official Contact:

6. Ownership of Challenges

7. Respondent Expenses

The City will not be responsible for any costs or expenses incurred by any individual/organization challenging this NOI.