Full RFP.doc.pdf

Request for Proposal

For Analysis of Options for Responding to
Sea Level Rise
November 2011

Section A -
Overview and Proposal Process
Overview
1.
Purpose of Request for Proposal
1.1
The purpose of this Request for Proposal (RFP) is to invite proposals to provide a
Report on Analysis of Options for Responding to Sea Level Rise.
1.2
The objective of this RFP is the selection of proposals for further negotiation to
endeavour to agree a contract for the provision of that Report.
1.3
This RFP is issued by the Wellington City Council (the Council).
2.
Background
2.1
The Council recognises that as a coastal city, and one which seeks to take a leading
position in response to climate change, that it should address the issue of sea level
rise as a priority.
2.2
The Council has agreed to implement an Analysis of Options for Responding to Sea
Level Rise as part of its 2010 Climate Change Action Plan.
2.3
The purpose of the project is to establish:
2.3.1  the full range of values in areas affected by a range of sea level rise scenarios
2.3.2  the cost and benefits of a range of possible response options for mitigating the risks
from each sea level rise scenario
2.3.3  tools for use by the Council and the public to interact with sea level rise scenarios
and explore response options
2.4
Consideration of a single risk category should not take place in isolation from other
risks faced by the city (eg, earthquake, liquefaction, tsunami, flooding, and land
stability.  It is anticipated that this analysis will be able to be used alongside other risk
factors to build a comprehensive picture of total risk level faced by selected parts of
the city.
2.5
Council sees potential in future development of the tool to become a more generalised
‘risk assessment tool’ – which may be used by Council to dynamically assess the total
level of risk in an area.
2.6
Further background information and details on the Council’s requirements,
preferences and expectations are contained in Appendix Three, Four and Five of this
RFP.
3.
RFP Structure
3.1
Sections A, B and C of this document provide background information, instructions
and conditions that apply to this RFP process. You need to read and understand
these sections. Your acknowledgement of these requirements and conditions is set
out on the proposal form in Appendix One.
Ref by Procurement Standard
F-259
Page 3 of 38

Apr 2011 – Issue 1

3.2
Section D of this document sets out the information required in your proposal
submitted in response to this RFP.
3.3
The Appendices contain additional information that is referenced from sections A
through to D of this RFP.
4.
RFP Objectives and Outcomes
4.1
The Council has the following objectives for this RFP:
4.1.1
gain an understanding of the relative “cost-benefit” of selected responses to the
different sea level rise scenarios
4.1.2
have a solid basis for raising awareness of climate impacts and possible
responses to sea level rise with staff, politicians, stakeholders, central
government and the public
4.1.3
be able to capture community input on appropriate response options and
identification of non-financial values
4.1.4
have a tool for ongoing use internally and externally, with potential for further risk
assessment and development to further enhance its use over time
4.1.5
understand the subsequent work required for more detailed evaluation of options
and other issues
4.2
Following the evaluation of proposals received, the Council may:
4.2.1
award a contract to the preferred proposer(s);
4.2.2
enter into negotiations with short listed proposer(s);
4.2.3
conclude or abandon the process without negotiating or awarding any contracts.
4.3
The Council may for the purposes of any negotiations amend the proposed contract
structure, description of the services required or any other aspect of this RFP.
4.4
The Council may at its sole discretion cancel this RFP process at any time.

Ref by Procurement Standard
F-259
Page 4 of 38

Apr 2011 – Issue 1

The RFP Process
5.
Timetable
5.1
The anticipated timetable for this RFP is:
Activity
Date
Issue RFP Documents
Friday 11 November
2011
Deadline for questions on this RFP
Wednesday 23 November
Proposals close at 4.00pm
Wednesday 30 November
Preliminary Evaluation
Thur 1- Fri 9 December
Respondents Presentations (if requested)
Mon-Thu 12-15
December
Final Evaluation
Fri 16 December
Respondents notified of decisions
Monday 19 December
Negotiation with preferred Respondents
Mon-Thu 20-22
December (this may
extend to 24-27 Jan 2012
if needed)
Contract awarded, on or before
Monday 30 January 2012
Contract start date
Monday 30 January 2012

5.2
Please note that this timetable is indicative only and may be subject to change at the
sole discretion of the Council. Respondents will be notified of changes by the
authorised representative.
6.
No Minimum Level of Business
6.1
Respondents should assess the requirement of this RFP using its contents as a
guideline only. The Council does not guarantee a specific volume or a minimum
amount of business for the successful Respondent (if any).
7.
Submission of proposals
7.1
Please read all sections of this RFP. Submitting a proposal to this RFP is deemed to
be the Respondent’s acceptance of the RFP’s Terms and Conditions.
7.2
You are required to submit six (6) hard copies of your response to this RFP and one
(1) electronic copy on CD-Rom in MS Word and Excel compatible format. You need to
supply one (1) copy of any additional material submitted in support of your proposal.
7.3
Your proposal must be submitted in the format specified in this RFP together with the
completed proposal form (see Appendix One).
7.4
Proposals sent by facsimile or email will not be accepted.
Ref by Procurement Standard
F-259
Page 5 of 38

Apr 2011 – Issue 1

7.5
You may attach any other material you wish to lodge in support of your proposal.
Please summarise any attachments in a covering letter.
8.
Delivery Instructions
8.1
Your proposal must be enclosed in a sealed envelope, clearly marked and addressed
to:
Proposal for Analysis of Options for Responding to Sea Level Rise.
Wellington City Council
Main Reception Desk, Municipal Office Building
101 Wakefield Street
Wellington

Attention: Chris Cameron
8.2
Every proposal must:
8.2.1
Include the full legal name of the Respondent.  If the Respondent is a company, in
addition to the full company name, the company number and registered office
must also be included in the proposal,
8.2.2
Include the name of the contact person to whom the Council may address any
questions relating to the proposal, and should include a contact telephone
number, facsimile number and e-mail address;
8.2.3
Proposals are to be separated into two envelopes; technical and non-technical
(price) components, in separate clearly marked envelopes.  These are to be
placed inside a single envelope.
8.2.4
Be signed by a person or persons duly authorised to sign on behalf of the
Respondent;
8.2.5
Be clearly marked as “Commercial in Confidence”;
8.2.6
be placed in the Council’s tender box located at the main reception desk, ground
floor, Wel ington City Council’s Municipal Office Building, Wakefield Street,
Wellington before 4.00pm Wednesday 30 November 2011. While every care will
be taken to place postal or couriered proposals in the tender box, the Council has
no responsibility for failure to do so before the closing date.
8.3
Late Submissions.  You should ensure that your proposal is placed in the Council’s
tender box before the closing date and time. The Council does not intend to accept
any proposal for evaluation that is received after the Closing Date other than in
exceptional circumstances.  In particular, the Council will not accept a late proposal if
it considers that:
8.3.1
there is any real risk of collusion on the part of the Respondent;
8.3.2
the Respondent might have knowledge of the content of any other proposal(s); or
8.3.3
it would be unfair to any other Respondent(s) to accept the late proposal.
8.3.4
However, the Council does retain the right to evaluate late proposals where there
is no material prejudice to other Respondents.
Ref by Procurement Standard
F-259
Page 6 of 38

Apr 2011 – Issue 1

8.4
Joint Proposals may be submitted provided that all Respondents are jointly and
severally liable and one of the joint Respondents is identified as the contact point for
all communications with the Council relating to the proposal.
8.5
Council recognises that the range of skills required to deliver this work may not reside
in a single organisation.  Collaboration or development of consortium proposals to
bring together the range of expertise required to complete the work is therefore
encouraged.  Council would prefer that this is would consist of one lead contractor,
co-ordinating others to develop the work.  Council also reserves the right to seek to
develop a consortium if several respondents are seen to be able to best deliver
specific elements of the project.
8.6
The Council is open to options around the composition of Suppliers involved in the
final solution, whether this be one Supplier providing all the Services, a lead Supplier,
a consortium approach or multiple separate Suppliers liaising directly with Council.
The model chosen wil  be that which best meets the Council’s requirements as set out
in this RFP.
8.7
Respondents are encouraged to consider forming a consortium or working alongside
other Suppliers where they lack the resources, technical capabilities or structure to
provide a complete solution.

9.
Communication between the Council and Respondents
9.1
All communications with the Council concerning this proposal or requests for
clarification or further information must be conducted through the Council’s authorised
representative as listed below.
Authorised representative:  Chris Cameron
Physical address:  Wellington City Council
Main Office Building
101 Wakefield Street
Wellington
Postal address:  PO Box 2199, Wellington, New Zealand
Phone:  04 803 8373
Email:  chris.cameron@wcc.govt.nz

10.
Additional information and clarification
10.1
Any requests for additional information or clarification of this RFP must be made in
writing or by email to the authorised representative.
10.2
The Council will issue any clarification and/or change to this RFP by way of notice in
writing or by email. A copy of each amendment notice will be mailed or delivered to
each person receiving this RFP. All amendment notices will become part of this RFP.
10.3
Respondents must not contact any other Council staff, other than in the provision of
services currently contracted, during the RFP process.  To do so may be considered a
breach of the RFP Terms and Conditions and the Respondent’s tender may be
rejected.
Ref by Procurement Standard
F-259
Page 7 of 38

Apr 2011 – Issue 1

10.4
Respondents may submit written questions to clarify identified issues relating to the
RFP up to and including Weds 23 November 2011.  Any questions received after this
time/date will not be responded to.  Communication with any of the Respondents will
only be entered into to clarify the RFP document for Respondents (prior to the Closing
Date).
10.5
Responses to requests for information or clarification that relate solely to one
proposer and contain commercially sensitive information will be provided to the
proposer requesting the information or clarification only.
10.6
Questions of interest and importance will be documented, together with a reply and
posted on Government Electronic Tendering Service (GETS).  This will include
notification of any errors and omissions identified and any new information provided.
10.7
The Council will not be bound by any statement, written or verbal, made by any
person other than the authorised representative. The authorised representative (or
any other person specifically authorised by the authorised representative) is the only
person authorised to make representations or explanations in relation to this RFP.
10.8
Proposal Clarification. You may be asked by the Council’s authorised representative
to revise or clarify your proposal or provide additional information during the RFP
process. These requests will require immediate action and must be responded to in
writing within two (2) working days, or the time specified in the request. Otherwise, the
Council reserves the right not to consider your proposal.
11.
Orientation
11.1
Respondents are encouraged to familiarise themselves with all the relevant aspects of
the Council’s operation and the required services.
12.
Proposal validity period
12.1
Every proposal will be a continuing offer and irrevocable until 5.00pm on Monday 30
January 2012 or such later date as the Council may agree with Respondents.
13.
Pricing and GST
13.1
Prices proposed should be exclusive of New Zealand goods and services tax (GST)
and in New Zealand dollars.
14.
Alternative proposals
14.1
The Council’s preference is to contract on the basis set out in this RFP. However, the
Council may consider alternative proposal at its sole discretion.
14.2
Any alternative proposals should be clearly identified as an 'Alternative Proposal' and
clearly outline the commercial advantage and value add offered to the Council.
15.
Information required in proposals
15.1
Section D of this RFP sets out specific information the Council requires in your
proposal. You are required to answer each question and must use the same
numbering sequence in your proposal.
15.2
Appendix One contains the Certificate of Proposal, which must be completed, signed
and returned along with your responses to questions.
15.3
Appendix Two contains the Declaration of Interest, which must be completed, signed
and returned along with your responses to questions.
Ref by Procurement Standard
F-259
Page 8 of 38

Apr 2011 – Issue 1

15.4
Appendix Three contains the Statement of Requirements, which will form the basis
for the proposals provided.
15.5
Appendix Four sets out the proposed form of contract for providing the services
covered by this RFP. You will need to consider the requirements of this proposed
contract when responding to Section D.
15.6
Appendix Five contains the technical requirements for the IT portion of the work.
Responses must be provided to the questions contained in this section.
15.7
You may also provide further material in support of your proposal. Please list all
further material in a covering letter.
Ref by Procurement Standard
F-259
Page 9 of 38

Apr 2011 – Issue 1

Section B -
RFP Conditions
16.
Rights reserved by the Council
16.1
The Council reserves the right to:
16.1.1
reject all or any proposals and not accept the lowest priced or any proposal;
16.1.2
call and/or re-advertise for proposals or revisit any prior RFP process;
16.1.3
waive any irregularities or informalities in the RFP process;
16.1.4
amend the closing date, the acceptance date, or any other date in the RFP
documents;
16.1.5
amend this RFP and any associated documents, by the issue of a written notice;
16.1.6
seek clarification of any proposal;
16.1.7
suspend or cancel (in whole or in part) this RFP process;
16.1.8
consider or reject any alternative proposal, at the Council’s sole discretion;
16.1.9
deal separately with any of the divisible elements of any proposal, unless the
relevant proposal specifically states that those elements must be taken
collectively;
16.1.10  enter into discussions and/or negotiations with any proposer at any time and upon
any terms and conditions before or after acceptance of a proposal;
16.1.11  obtain similar goods or services from any third party and not deal exclusively with
any proposer under this RFP process; and
16.1.12  meet with any proposer before and/or after the RFP closes and prior to award of
any contract.
16.2
The Council will not be bound to give any reasons for decisions made as a result of
this RFP or as an outcome of the RFP evaluation.
16.3
It is the Council’s preference that [one] contract be awarded for the services . The
Council may in its sole discretion decide to divide the  services and award different
contracts for different  services.
16.4
It is anticipated that, if a contract is entered into, the full term of the contract will be
from 30 January 2012 until 30 June 2012 with that term being exercised in the
Council’s sole discretion and upon terms and conditions set out in the contract.
16.5
Milestones and delivery will be developed with the successful tenderer.  It is currently
envisaged that we would seek the preliminary analysis and draft report by 30 April
2010 in order for results to feed in to the annual reporting process.
16.6
It is anticipated that any contract entered into will be on a fixed price basis; but the
Council is open to innovative suggestions as to pricing structures from Respondents.
Ref by Procurement Standard
F-259
Page 10 of 38

Apr 2011 – Issue 1

16.7
The form of the contract for the provision of services attached (in Appendix Three) is
substantially the contract that the Council will require any successful proposer to enter
into. However, the Council may negotiate outside this contract form during any
negotiation phase.
16.8
The Council business units will not be submitting a response to this RFP.
17.
Canvassing
17.1
Any Respondents who indirectly or directly canvasses any councillor, officer,
employee or advisor of the Council other than the authorised representative(s),
concerning any aspect of this RFP process may, at the Council’s discretion, be
disqualified.
18.
Proposal investigation
18.1
You must examine this RFP yourself, and make all other investigations you consider
necessary (including with regard to information provided by the Council in relation to
this RFP) before submitting your Proposal.
19.
No Council warranties or representations
19.1
All information provided by the Council in relation to this RFP is released on the
following basis:
19.1.1
Such information provides a background only;
19.1.2
The Council makes no representation or warranty other than as expressly set out
in this RFP document;
19.1.3
You rely on all information provided by the Council at your own risk; and
19.1.4
The information will not form part of any subsequent contract documents other
than as specified in these RFP documents.
19.2
Respondents will be responsible for verifying the accuracy and adequacy of
information supplied by or on behalf of the Council.
20.
Information complete and accurate
20.1
All information provided by a proposer in its proposal is warranted by the proposer to
be complete and accurate in all material respects. The proposer also warrants to the
Council that the provision of information to the Council, and the use of it by the
Council for the evaluation of proposals and for the negotiation of any resulting
contractual agreement, will not breach any third party intellectual property rights.
21.
Errors and omissions
21.1
The Council is under no obligation to check any proposal for errors. Acceptance of a
proposal that contains errors will not invalidate any contract that may be negotiated on
the basis of that proposal.
22.
Verification and credit check by the Council
22.1
The proposer confirms to the Council, on its behalf and on behalf of each individual
proposer's personnel referred to in the RFP, that the Council is authorised to:
Ref by Procurement Standard
F-259
Page 11 of 38

Apr 2011 – Issue 1

22.1.1
verify with any other person any information included in the RFP or disclosed to
the Council in connection with your RFP (whether that information relates to such
personnel or otherwise); and
22.1.2
carry out a credit check on the participant or any such personnel.
22.2
The Council is not obliged to contact referees provided by you and may seek further
information on any issue from sources other than the referees provided, including the
execution of a credit check. The Council may also take into account knowledge it
already has regarding you or your personnel.
23.
Confidentiality
23.1
The information supplied by the Council (either itself or through its consultants or
advisors) in connection with this RFP or any contract that may arise out of it, is
confidential. You must not release or disclose any of the information to any other
person (other than your employees or advisors) without the prior written consent of
the Council.
23.2
Before releasing any confidential or commercially sensitive information to a proposer,
the Council may require the proposer (and employees, subcontractors or agents of
the proposer, as appropriate) to sign a confidentiality deed.
23.3
The Council will keep proposals received confidential. However, the Council is subject
to the Local Government Official Information and Meetings Act 1987 and may be
required to disclose information under that Act or under any other law or by any Court.
23.4
No advertisement or other information relating to this RFP process or any contract
that may arise out of it shall be published in any newspaper, magazine, journal or
other advertising medium, or broadcast/disseminated by radio, television or other
electronic media without the prior written approval of the Council.
24.
Proposal costs
24.1
All costs incurred by the proposer in connection with its proposal are the sole
responsibility of the proposer, including but not limited to costs arising from:
24.1.1
preparation of the proposal;
24.1.2
any communication and/or negotiation with the Council;
24.1.3
any meetings, interviews or presentations with the Council; and
24.1.4
any site inspections.
25.
Ownership / return of proposals
25.1
The RFP documents are the property of the Council and may not be copied or
reproduced in any way (other than for the purposes of preparing and submitting your
proposal) without the prior written approval of the Council.
25.2
The proposals submitted to the Council in response to this RFP shall be retained by
the Council.
26.
Governing law
26.1
This RFP is governed by New Zealand law. New Zealand courts have non-exclusive
jurisdiction as to all matters relating to this RFP.
Ref by Procurement Standard
F-259
Page 12 of 38

Apr 2011 – Issue 1

27.
Liability limitation
27.1
The Council and its agents or advisors will not be liable in contract or tort or in any
other way for any direct or indirect damage, loss or cost incurred by any proposer or
other person in respect of this RFP process.
28.
No contract
28.1
Nothing in the conduct of this RFP process gives rise to any contract or other legal
obligation between the Council and the proposer unless and until that proposer has
received written notification of the acceptance of its proposal.
29.
Declaration of Interest
29.1
All Respondents must complete the Declaration of Interest document in the form set
out in Appendix Two to this RFP.  Respondents must identify the nature of any
existing or potential conflicts of interest related to the tender process and/or the
provision of required Services and Deliverables and how any conflict would be
managed.  The Council reserves the right to not proceed any further with its
evaluation or to not select a Respondent if, in its sole discretion, it determines the
conflict of interest, or the management of it, is not acceptable.
30.
Certificate of Tender
30.1
The Certificate of Tender in Appendix Three must contain the full legal name of the
Respondent and must be dated and signed by the person(s) authorised to bind the
Respondent.

Ref by Procurement Standard
F-259
Page 13 of 38

Apr 2011 – Issue 1

Section C -
Evaluation and Acceptance
31.
Evaluation of proposals
31.1
Evaluation is an assessment of the proposal response and the Respondent’s ability to
perform the prospective contract successfully. While price is an important
consideration to the Council, other criteria may influence the Council’s decision to
accept or reject a proposal. The Council may use any criteria and place any weighting
on criteria it wishes in its evaluation of any proposal.
31.2
The Council will evaluate each proposal on how well it meets the requirements as
described in this RFP and any relevant information otherwise communicated to the
Respondents.
31.3
There will be no public opening of proposals.
31.4
In evaluating proposals the Council may consider, but is not limited to considering:
31.4.1
the extent to which the proposal meets the objectives and requirements
described in this RFP;
31.4.2
whether there is a cost advantage in accepting any proposal;
31.4.3
the experience, ability and competence of the Respondent, including past
performance;
31.4.4
the organisational structure and financial viability of the Respondent;
31.4.5
the ability of any third parties relied on by the Respondent to deliver any
services, and to deliver those services successfully;
31.4.6
the Respondent’s communication skil s, including the ability to interpret and
present information and to communicate clearly and concisely;
31.4.7
the Respondent’s willingness to agree to the terms and conditions proposed by
the Council;
31.4.8
appreciation of the Council’s business environment, objectives and risks;
31.4.9
ability to meet, exceed and add value to the Council’s business requirements;
31.4.10
compliance with the RFP processes as set out in this RFP and the RFP terms
and conditions;
31.4.11
ability to provide industry leading processes and services that will reduce the
Council’s costs;
31.4.12
the Respondent’s approach to delivery of the services;
31.4.13
proven success and experience in providing [goods or services] systems;
31.4.14
the organisational abilities of the Respondent, including the ability to meet
deadlines, co-ordinate requirements, provide alternative practicable solutions,
and analyse problems and situations, and
Ref by Procurement Standard
F-259
Page 14 of 38

Apr 2011 – Issue 1

31.4.15
the range of goods or services offered.
31.5
These criteria are indicative only and are provided only so that Respondents may
assess the suitability of their tender. They are not in any particular order, are not
exhaustive and will not necessarily be accorded equal weight.
31.6
Information that is not specifically required by the RFP, but which the Respondent
believes to be of value in the evaluation of the proposal should be included as an
addendum to the response.  Where there is reference to published manuals, the
relevant extracts only from those manuals should be placed in the addendum.  This
addendum must not include any advertising brochures or similar materials.
31.7
The Council may, at any time, change these criteria without giving prior notice to the
Respondents. The Council will endeavour to notify Respondents as soon as practical
of any changes to the criteria.
32.
Evaluation process
32.1
Each proposal will be evaluated by the evaluation team as to the capability of the
proposer and strengths of the proposal. The proposals submitted will be evaluated by
an Evaluation Panel (Panel) consisting of selected representatives with expertise and
skills to ensure an objective evaluation is achieved.  The Panel reserves the right to
engage independent consultants to assist with evaluation of all or any aspects of the
RFP process.
32.2
The Council will carry out its assessment through a two part 2 assessment process –
The first (pre-qualifying) will be by a wider group based on the Executive Summary
information only.  The second (full assessment) by a smaller evaluation panel based
on the full proposals.
32.3
Staged Evaluation.  The Council will evaluate the responses in two stages;
evaluation of non-price criteria and then pricing criteria.  Respondents are to place the
non price and pricing components of their tenders in separate, clearly marked,
envelopes. These envelopes are to be placed inside a single envelope and submitted
in accordance with the Delivery Instructions at section 10.
32.4
Preconditions (sometimes referred to as prequalifying/prerequisites/gating criteria).
The Council will use selective pre-condition criteria on receipt of the proposals to
determine the viability of proceeding to a full evaluation of any proposal. The
preconditions that will be used includes:
32.5
Proposals will be assessed in accordance with the evaluation methodology.
Generally, once proposals have been assessed against the non price criteria a
financial evaluation of the prices submitted will be completed.  However, this may
occur concurrently where the financial assessment is being made by an independent
person or group, ie; Finance.
32.6
The Council’s Evaluation Team will screen proposals received for general compliance
prior to distributing them to the evaluation team members.   Any clearly non-compliant
proposals will be treated as such, and a memo sent to the Project Sponsor seeking
approval to treat the proposals as non-compliant and discount them from further
consideration.
32.7
For the remaining proposals evaluation team members will complete individual
evaluations of the criteria using the Response Section completed by Respondents.
Ref by Procurement Standard
F-259
Page 15 of 38

Apr 2011 – Issue 1

32.8
Any questions of clarification arising from the individual evaluations will be passed to
the Council’s Evaluation Team and responses sought from the relevant Respondents
prior to the team evaluation meeting.
32.9
Following completion of the individual evaluations a consensus based team evaluation
(moderation) of the criteria will be completed.
32.10  Referee checking will be conducted on the preferred Respondent with any adverse
comments from referees being reviewed against the scores awarded.  Where
necessary, scores will be adjusted.
32.11  Presentation: The Council may, if it believes it beneficial to the evaluation process,
invite Respondents to demonstrate their solution capabilities and respond to additional
questions from the evaluation panel. The Council is however, under no obligation to
invite any respondent to present their proposal solutions.
32.12  Due Diligence: The evaluation team may wish to visit to your site to view your
operation and meet key staff to further assess your capability. Advance notice will be
provided by the Council’s authorised representative should a site visit be required and
this may form part of the overall evaluation process.
32.13  The Council may also include in its evaluation of your proposal its own past
experience with you. This may include whether you have met all contractual
requirements that you may have had with the Council, for example your previous
service delivery record when providing goods or services, your ability to promptly
identify and resolve issues, provide timely and accurate information and adhere to
plans and budgets.
32.14  The Council reserves the right to request information from any company, organisation
or person it considers relevant in the course of evaluating this RFP.
33.
Alternative Proposals
33.1
Alternative proposals may be considered by the Council at the Council’s entire
discretion.
33.2
Any alternative proposal should be set out as an addendum to a compliant proposal
and clearly identify the commercial advantage offered to the Council over and above
the criteria and requirements detailed in this RFP.
33.3
Alternative proposals, if evaluated, will be evaluated by taking into account the factors
listed in this section.
34.
Shortlisting and negotiation
34.1
Where there is a decision to short-list and proceed to negotiation:
34.2
the preferred Respondents will be notified of their preferred status and the expected
time frame for negotiations;  and
34.3
other Respondents will be notified either that their proposals:
34.3.1
have been unsuccessful; or
34.3.2
are short-listed but not preferred. In this case, the Respondent will be asked to
confirm that their proposal remains open for the period of negotiation with the
preferred Respondents.
Ref by Procurement Standard
F-259
Page 16 of 38

Apr 2011 – Issue 1

34.4
Any failure to reach agreement between the Council and preferred proposer(s) may
result in a re-evaluation of other short-listed Respondents. Contract negotiation may
then commence with the proposer(s) selected from this re-evaluation.
34.5
This re-evaluation process will be repeated until the successful proposer(s) are
accepted or until the Council elects to cancel the RFP process.
34.6
The Council is not bound to draw up a short list or negotiate with any proposer.
35.
Preferred Respondents
35.1
The Council is not obliged to negotiate with any proposer selected as a preferred
proposer resulting from this RFP process.
35.2
Should the Council advise that you are a preferred proposer such advice does not:
35.2.1
constitute an acceptance of your proposal by the Council, or create a contract, or
35.2.2
constitute an award of the contract to you; or
35.2.3
imply or create any obligation on the Council to enter into negotiations with you or
award the contract to you.
35.3
The Council may discontinue any negotiations with Respondents at any time.
36.
Communication of decisions
36.1
The authorised representative will notify Respondents of the decisions resulting from
the evaluation of proposals in writing.
36.2
All notices will be forwarded to the address provided by each proposer in its proposal.
Ref by Procurement Standard
F-259
Page 17 of 38

Apr 2011 – Issue 1

Section D -
Information Required from Respondents
37.
Instructions
37.1
You are required to answer each question in this section. You must use this
numbering system in your proposal and respond in the same sequence. Where a
question:
37.1.1
is not relevant to your proposal then you must indicate “Not Applicable” against
the respective question number in your proposal.
37.1.2
invites you to comment and you do not choose to, then you must indicate "No
Comment" against the respective question number in your proposal.
Please note: To avoid assumptions or a lack of clarity by answering too briefly, be sure to
give fully supported responses - these may include checklists, flow diagrams, sketches,
detailed explanations etc where appropriate.
37.2
The proposal form contained in Appendix One must be completed, signed and
returned along with your responses to all questions in this section.
37.3
Any partial compliance or non-compliance with requirements must be clearly
described in your response.
37.4
Deferral of a response to a question to a later stage is not acceptable.  Where
additional information about the Council, its systems, policies and/or infrastructure is
needed before an adequate response can be made to any question, Respondents
should attempt to obtain that information from the Council through the process set out
at Section A, paragraph 12 rather than including assumptions in its response.
Responses must, however, identify where Respondents have made assumptions and
the impact of those assumptions.  A response of “it depends upon the Council or other
details” is not acceptable.
38.
Executive summary
38.1
Please provide an executive summary of your proposal outlining the key advantages
of your proposal to the Council and how you will meet the key requirements of this
RFP.
38.2
The executive summary shall outline:

Experience and capability to deliver the required work

The proposed solution and how it meets the Councils needs

Creativity and innovation in the proposed solution

The proposed structure for management and delivery of the project, including
consortium arrangements if proposed

The financial viability of the organisation(s) carrying out the work

39.
Organisation profile
39.1
Provide a company or organisation profile that includes:
39.1.1
name and address of the company or organisation;
Ref by Procurement Standard
F-259
Page 18 of 38

Apr 2011 – Issue 1

39.1.2
a brief history of the company or organisation including the core areas of your
business, relative position in the market, size of operation and future plans/focus;
and
39.1.3
an outline of company or organisation ownership including details of directors and
controlling shareholders and type of legal entity (eg, partnership, private, listed,
etc). Please include a copy of your latest annual balance sheet and accounts.
39.2
If your response is a joint response, provide the information in section 41.1 above in
respect of each party.
39.3
Provide the name, title and contact information for the main person authorised to
represent you in this RFP process.
40.
Financial Viability
40.1
A key consideration for the Council is the financial stability of the Supplier during the
period of the contract.
40.2
In order to assess the financial viability of the Respondent, the Council requires the
Respondent to provide:
40.2.1
statements of financial performance and financial position for the past three
financial years; and
40.2.2
details of the Respondent’s public liability and professional indemnity insurance
cover.
40.3
The Council may use an independent credit rating or other organisation to conduct
financial assessments and reports.  For this assessment to be completed, a
representative from such an organisation may contact you concerning the financial
information that you provide in response to this RFP.
41.
Account Management
41.1
Provide supporting details on:
41.1.1
Your proposed account management structure for the Council including the role
and profile of key personnel
41.1.2
How you would handle complaints and/or performance issues brought to your
attention by the Council
41.1.3
How you wil  protect the Council’s brand and intellectual property when providing
the services e.g. copyright and confidentiality
41.1.4
It is expected that the Account Manager will meet with the Council’s
representative(s) on a regular basis and will provide the Council with reports on
the services provided and advice on areas of innovation and cost efficiencies.
The Account Manager must be readily available to be contacted by the Council at
all times
41.1.5
importance of account management – what resources to they anticipate putting
toward the work – ensure this is covered under “account management”.

Ref by Procurement Standard
F-259
Page 19 of 38

Apr 2011 – Issue 1

42.
Service Delivery
42.1
Please provide a description of:
42.1.1
Your organisation’s experience and capability with providing reports of this nature.
42.1.2
The service you are proposing for an Analysis of Options for Responding to Sea
Level Rise.

i. What is the proposed delivery methodology?

ii. What is included in the Report (eg analysis types and methods)?
42.1.3
What you believe to be key risks that you may face in providing the
goods/services (please state) to the Council and a description of how these risks
will be managed.
42.1.4
What performance standards and key performance indicators would you be
aiming to achieve and how these would be reported. Explain the significance
between any ‘quantity’ and ‘quality’ measures you may propose.
42.1.5
The quality planning, systems and monitoring your organisation will put in place to
ensure continuous high performance within the proposed preferred supplier
contract (this should include the selection and training of personnel and
subcontractors).
42.1.6
A detailed transition plan, explaining how you will deal with the change over of
existing contracts, resource the work, set up new systems and reporting
structures.
42.1.7
How would you propose handling last minute work requests that you may receive
from the Council from time to time?
42.2
The Council’s preference is to contract on the basis set out in this RFP. The Council
may, however, consider alternative proposals at its sole discretion.
42.3
Any alternative proposals should be clearly identified as an 'Alternative Proposal' and
clearly outline the commercial advantage and value add offered to the Council.

42.4
If you intend to subcontract any aspects of the service delivery, please detail these
services and provide a profile for each subcontractor.
43.
Organisational Fit & Value Add
43.1
Using the form supplied in Appendix Two, please detail any known conflict of interest
you may have with the Council e.g. working for other local government organisations,
for media organisations, personal relationship with any Council staff and Councillors,
business relationships with Council staff or Councillors other than providing services
to the Council.
43.2
How would you manage any conflict of interest identified in the question above?
43.3
Please outline any differences you may perceive between public sector and private
sector work.
Ref by Procurement Standard
F-259
Page 20 of 38

Apr 2011 – Issue 1

43.4
Reference Checks.  Provide the name and contact details of at least three (3) client
referees, who are able and authorised by you, to comment effectively on your ability to
carry out the services covered by the RFP.
Note: it is extremely important to only nominate client referees that have had a significant
involvement in the contractual relationship between your organisation and the client
organisation.
43.5
Please confirm that the Council may contact the three (3) client referees provided and
that you have advised your referees of this.
44.
Corporate Social Responsibility
44.1.1
The Council supports appropriate corporate social responsibility in the workplace,
both in its own practices and in the practices of its suppliers.  Corporate social
responsibility includes such factors as making a contribution to the community,
having appropriate health and safety arrangements and demonstrating
sustainable and environmentally friendly practices in the performance of the
services.
44.1.2
It is expected that the successful Supplier will be equally committed.  This will be
demonstrated by the information provided in the Respondent’s response.
45.
Proposal Price
45.1
Please provide the following:
45.1.1
a complete pricing offer i.e. a single fixed hourly rate for all services provided
45.1.2
a detailed pricing offer for each service provided
45.1.3
Pricing needs to be broken into components as follows:
  Each component under ‘scope of works’ should be separately priced
  modelling and work should also be costed on the basis of scale (eg, suburb, city
council area, multiple city council areas) in the cost table
45.1.4
If the Council is unable to fund all of the these elements it may choose to carry out
one or more at its discretion, with the possibility for other elements to be captured
in a subsequent contract.  Alternatively the Council may seek to carry out the
project in partnership with other Councils on a wider geographic area basis.
45.1.5
costs for any additional services
Note: All pricing is to be fully inclusive of your costs but are to be exclusive of GST.
46.
Proposed Contract
46.1
The details of the proposed contract for service are contained in Appendix Three.
Please comment:
46.1.1
in general on the proposed form of contract
46.1.2
to broadly identify any section or wording that is not acceptable, state reasons and
describe how the issue might be resolved.
46.2
You are invited to propose alternative contractual arrangements that you believe will
meet the Council’s requirements described in the RFP, which may be evaluated as an
alternative proposal.
Ref by Procurement Standard
F-259
Page 21 of 38

Apr 2011 – Issue 1

46.3
It is anticipated that, if a contract is entered into, the full term of the contract will be
from 30 January 2012 until 30 June 2012. Any variations to this are to be exercised in
the Council’s sole discretion and upon terms and conditions set out in the contract.
46.4
Milestones and delivery will be developed with the successful tenderer. It is currently
envisaged that we would seek the preliminary analysis and draft report by 30 April
2010 in order for results to feed in to the annual reporting process.
47.
Assumptions
47.1
Please detail the assumptions you have made about:
47.1.1
the Council’s requirements in the area of services
47.1.2
all other relevant matters.
48.
Additional Information
48.1
Please append any additional information you wish to submit, for example brochures,
to your RFP.
Ref by Procurement Standard
F-259
Page 22 of 38

Apr 2011 – Issue 1

Appendix One – Certificate of Proposal
( Respondents to complete the following form as appropriate)
To:  Wellington City Council
We attach our proposal for the provision of services (please state) in accordance with
your Request for Proposal (RFP) dated 11 November 2011
The party* submitting this Proposal is:
(* if a joint Proposal state all parties)

The primary contact person name and details
Name:

Position:

Phone:

Mobile:

Fax:

Email:

Postal address:

Physical address:

We acknowledge receipt of notices numbered

to

The  attached  Proposal  is  our  offer  for  the  supply  of  Services  and  Deliverables,  which  is  in
accordance with the above RFP document.
We certify that the particulars contained in the Proposal are true and correct in every detail and
we have fully disclosed the required information.
We further certify that:
(1)
we understand and agree to comply with the RFP Terms and Conditions; and
(2)
we agree to hold open this tender until 60 days after the closing date and  confirm that
the Terms and Conditions of this RFP will remain binding on us during that period.
We understand that:
(1)
you are not bound to accept the lowest cost or any tender you may receive;
(2)
you may accept this tender either in whole or in part; and
(3)
no enforceable contract will exist between us until both parties have signed a written

contract covering the Deliverables under this RFP.
Checklist:
  Read, understood and complied with this RFP
Yes / No
  Provided all information required under Section D
Yes / No
  Provided the requested number of copies of RFP
Yes / No
  Completed this Proposal Form
Yes / No
Dated

Signed by

(signature)

(print name)

for and on behalf of the submitting party (or parties if joint proposal)

Ref by Procurement Standard
F-259
Page 23 of 38

Apr 2011 – Issue 1

Appendix Two – Declaration of Interest for Respondents
RFP –– Goods or Services
Name of Respondent:

(the “Respondent”)

DECLARATION
I hereby declare that, to the best of my knowledge,
  no one significantly associated with the preparation of the tender from the Respondent,
or the proposed provision of the Deliverables is, or has recently been, employed by or
has a contractual or other relationship with the Council, that could influence, or create or
be perceived to have the potential to influence, the evaluation of tenders for the
Deliverables; and
  no one significantly associated with preparation of the proposal from the Respondent or
the proposed provision of the Deliverables has any relatives or friends who are, or who
have recently been, employed by or have a contractual or other relationship with the
Council, that might lead to the perception of bias or undue influence, in the evaluation of
tenders for the Deliverables,

except as set out as follows (provide details and your strategy for managing the conflict):

AUTHORISATION AND SIGNATURE
I confirm that:
  I am authorised to sign this Declaration on behalf of the Respondent; and
  a further declaration will be made immediately, to the Council’s Contact Person for the
RFP, should circumstances change in any way that invalidates this Declaration.

Name:

           Title:

Signature:

           Date:

Ref by Procurement Standard
F-259
Page 24 of 38

Apr 2011 – Issue 1

Appendix Three - Statement of Requirements
49.
  Background
The Council wishes to carry out an assessment of a range of response options for dealing with the
issue of sea level rise caused by climate change in Wellington.
Current government advice for responding to sea level rise is for Councils to use a risk
management approach and consider up to 0.8m of sea level rise by 2090, with 10cm additionally
per decade thereafter.  However, some cities (e.g. Sydney) are adopting planning approaches
based on more recent scientific evidence, which suggests up to 1.6m of sea level rise by 2100.
Wellington City Council recognises that sea level rise represents a long-term and dynamic risk,
requiring new approaches to prepare and respond.  However, Council is not planning for any
particular sea level rise scenario or seeking to develop or implement any particular option, or rule
out alternative options at this stage.
For strategic city planning the Council is taking a scenario-based risk management approach,
which allows for possible higher sea level rise over the long-term – for example looking at the
potential implications of up to 3 metres.  The consequences of high scenarios may be so significant
that Council must plan for the likely impacts.
At this stage Council is not seeking specific detailed costings upon which to base decisions, but is
rather seeking ‘order of magnitude’ results, indicating where further detail is required.  It remains
critical that the underlying analysis process is robust, with assumptions and methods clearly
outlined.
Key requirements are for the output from this work to be: robust and clear; provide ongoing benefit
to the Council; be flexible to allow further development for other risks faced by the Council.

50.
Purpose
The purpose of this work is to establish:
  the full range of values in areas affected by a range of sea level rise scenarios
  the cost and benefits of a range of possible response options for mitigating the risks from
each sea level rise scenario
  tools for use by the Council and the public to interact with sea level rise scenarios and
explore response options

51.
Objectives
The objectives of this work are for Council to:
  gain an understanding of the relative “cost-benefit” of selected responses to the different
sea level rise scenarios
  have a solid basis for raising awareness of climate impacts and possible responses to sea
level rise with staff, politicians, stakeholders, central government and the public
  be able to capture community input on appropriate response options and identification of
non-financial values
  have a tool for ongoing use internally and externally, with potential for further risk
assessment and development to further enhance its use over time
  understand the subsequent work required for more detailed evaluation of options and other
issues

Ref by Procurement Standard
F-259
Page 25 of 38

Apr 2011 – Issue 1

52.
Scope of Works
Council seeks the following outputs in priority order:
1.  Develop a computer-based planning tool or an integrated assessment model for which we can:
  alter climate variables and other inputs in order to run different scenarios
  assess risk from sea level rise scenarios
  assess costs and benefits of response options
  understand the sensitivities of the variables
The computer-based tool/model would ideally have sophisticated presentation capabilities, for
example to display model results based on varying inputs.  The tool/model must have
compatibility to include spatial information to allow for input of scenarios to demonstrate costs
and benefits (e.g. the user may add a chosen number of “sea wall” units to one area of the city
– and be able to modify it, or move it to assess the different outcomes).  The tool must be
made available to Council for our ongoing use, together with appropriate guidance material
when using the tool.

2.  Produce a written report:
  providing qualitative and quantitative analysis of risks (or ‘values affected’) under different
sea level rise scenarios and considering other climate change hazards such as heavy
rainfall events, storm surge events and high tide events
  outlining the relative merits of a range of response options to sea level rise scenarios in
Wellington
  outlining comparisons between the risk reduced (or ‘value protected’ ) and the ‘costs’ of
various response options to a range of sea level rise scenarios
  detailing the methodology, data-sets and assumptions used to carry out the assessment,
and the sensitivities of the variables used
  identifying the proposed next steps in responding to sea level rise in Wellington, outlining
key areas/issues where further work is needed and their priority.
  proposing a time sequence of work for these steps for Council to consider, to provide
direction for city planning and development.

3.  Provide a version of the analysis tool online as a publicly available resource, including the
ability to capture public input (e.g. preferred response options selected and submitted by the
user).  It will be important that there are robust processes in place to gather meaningful data
through such a tool.  The aim is to be able to assess a range of community ‘choices’ and be
able to asses the most popular types of choices submitted.

53.
Results – what will success look like?
  The Council will have a report that is comprehensive and clear on which to base
judgements for future actions.
  The Council will be presented with preliminary recommendations on response options for
different parts of the City.
  The Council will be provided with a staged path of next steps to consider.
  The Council will have a high-level understanding of the risks to coastal areas from different
sea level rise scenarios, and the magnitude of response options.
  The Council will have a tool with which to run scenarios and to engage with the community
on the significant issue of adaptation to sea level rise.
  The Council will utilise the results of this work to develop a response strategy for possible
infrastructure investment, or to inform District Plan rules, Asset Management Plans and
Codes of Practice for Land Development.
  This work will lead to improved and widespread understanding within the community of how
sea level rise may affect the city, and how response actions may benefit the city and its
people.
Ref by Procurement Standard
F-259
Page 26 of 38

Apr 2011 – Issue 1

54.
Performance and Technical Specifications
The successful tenderer will be expected to address the following issues and consider their
implications:
(i)
Scale and extent
The modelling will focus on the area within the Wellington City Council boundaries, with a focus on
selected ‘high risk’ coastal areas (to be discussed and agreed with the Council).  However, it is
also expected that some response options (for example, those which protect the whole of
Wellington harbour) will take into consideration the benefits to areas outside of the Wellington City
Council boundaries (e.g., Hutt City) using the same approach and methodology to assess the
value(s) protected or affected.  Impacts on other Councils may also extend to the loss of key
infrastructure to users from outside of Wellington city – for example, transport corridors which are
essential for the ongoing movement of people and freight.  The Council may seek to work with
other local authorities within the region to expand the spatial coverage of the work.
There is also the need for the analysis to address spatial aspects of response options – for
example, the cost of building a sea wall or dyke will vary depending on the location within the city
at which it is sited, and likely requirements such as avoiding increases in ground-water levels from
salt-water intrusion.
(ii)
Sea Level Rise Scenarios
Sea level rise scenarios for 0.5m, 0.8m, 1.2m, 1.6m, 2m and 3m will be used for this analysis –
however, this should not rule out the ability to select higher or alternate levels in the modelling.
Consideration should also be given to the possible rates of change in sea level that would be
related to each of these scenarios.  In addition, the impact and response analyses need to
consider the effects of storm surge, storm events and impacts such as raising of the water table
(eg, issues including increasing groundwater salinity or flooding may occur inland before
overtopping occurs at the coast).  Consideration should also be given to the effect of additional
climate change effects, such as higher intensity rainfall, leading to flooding or slips.
(iii)
Response options
Possible response options may include:
  business as usual (ie, only responding to issues as they arise)
  soft engineering responses (eg, dune nourishment, vegetation establishment)
  hard engineering responses (eg, sea walls, flood gates, dams, raising ground levels,
additional land reclamation)
  planning responses, which may include:
  managed retreat (through actions such as coastal hazard zones, building
relocatability, etc)
  accommodating sea level rise within existing settings (ie, letting water further inland
and modifying activities around it – which may involve requirements for raised floor
levels, sealing of basements, etc)
It is expected that the successful tenderer would propose a series of response options in
conjunction with the Council and other stakeholders as appropriate.  Planning responses (ie,
those involving zoning or district plan mechanisms) are inherently different from protection
responses – however, we seek to compare the value of each type of response on a consistent
basis. Part of this response may be to transition away from some of the low-lying areas of the
coast over time, and implement more rigorous restrictions on coastal land over say a 50 year
time-frame.  This may involve identification of response thresholds or ‘triggers’ to implement
responses based on reaching the threshold.  For example:
  if SLR gets to 1m then we need to implement option B.
Ref by Procurement Standard
F-259
Page 27 of 38

Apr 2011 – Issue 1

  District Plan zoning may restrict development or upgrades within a defined distance
from the coastline or below a defined elevation (allowing for the establishment of
‘dynamic hazard zones’).

(iv)  Timing of responses
Council believes that responses to sea level rise need to be considered and selected in the short-
term (3-10 years), however given the “slow onset” nature of sea level rise it is likely that
implementation of preferred responses will take place over the medium to long-term (20-50 years).
The timing of implementation will have different costs and effects to the city, and these issues will
need to be captured or considered in the analysis.

(v)
Assessing Value
In this analysis value is not limited to economic value, but requires assessment of value across the
four well-beings (environmental, economic, cultural and social) on a consistent basis.  The
successful tenderer will be expected to assess the value of land, infrastructure, utilities, public and
private property which may be at risk in each sea level rise scenario (or protected by response
options).  This will require working closely with the Council to utilise infrastructure and rating data,
as well as other data sources.  Impact on infrastructure involves consideration of replacement
value as well as potential disruption or interruption to network services, or identification of the
potential impacts on key pieces of infrastructure, which may lead to outages across a larger portion
of that network.  For example, sanitary and storm-water systems rely heavily on gravity, so
collection and or redirection inevitably occurs at the lowest points.
Other considerations include: changes in land, property, infrastructure or social value over time,
and clear identification of the beneficiaries (and those negatively affected) of response options (eg,
public vs private good).  It is expected that economic analysis would be included to evaluate
changing values over time (eg, the cost of responses or land value over time based on NPV).  For
example there is potential for diminishing coastal land value in areas affected by sea level rise (eg,
erosion/loss of land or property).  Also, in the absence of strengthened rules to prohibit coastal
development it may be expected that an increase in coastal development occurs – increasing the
value at risk in coastal areas.

(vi)
Modelling and analysis
The primary tool is made up of spatial data and calculations showing value(s) effected and benefits
from responses.  This is the critical part of the analysis.
The modelling and analysis underlying the tool will require that:
  Methods, calculations, assumptions, and limitations of the modelling are clearly articulated
and variables are able to be modified through user or expert input.
  Confidence in the “order of magnitude” of costs/benefits can be expressed to demonstrate
the relative merit of a range of options (Council is not seeking detailed costings for the
purpose of selecting and implementing a single response).
  The modelling tool would be made available to Council to run sea level rise scenarios to
see which areas are affected and what their value is.
  The user would be able to select a range of response options – for example by selecting a
number of “sea wall” units, “reclamation units”, or “dam units” and choosing their location –
which would provide an indicative response cost.
  The impact and response options would be combined to give an overall “cost-benefit” of
values across all combination s of sea level rise and response option.
  The user would also be able to control the level of social and cultural ‘value’ associated with
coastal areas, which would, in turn, affect the overall ‘cost-benefit’ outcome.
  This type of model should be developed with the flexibility to allow it to be used to assess a
range of different risks, or applied across different geographic areas.

Ref by Procurement Standard
F-259
Page 28 of 38

Apr 2011 – Issue 1

Consideration of a single risk category should not take place in isolation from other risks faced by
the city – including earthquake, liquefaction, tsunami, flooding, and land stability.  It is anticipated
that this analysis will be able to be used alongside other risk factors to build a comprehensive
picture of total risk level faced by selected parts of the city.  Council sees potential in future
development of the tool to become a more generalised ‘risk assessment tool’ – which may be used
by Council to dynamically assess the total level of risk in an area.

(vii)
Community Engagement
A key element of climate change adaptation is to engage with the community around the issues
and response options.   In this project there are three parts in which the community may be
involved:
1/  proposal and selection of response options
2/  development of the non-financial values across the four well-beings and weighting
relative to financial data for the cost-benefit analysis
3/  reality testing model assumptions and its outputs

(viii)
Technical Requirements
In developing a computer model, a range of technical issues will need to be considered, including:
  the type of platform or systems used to run or host the model and ensure compatibility with
the Councils software, hardware and web system
  flexibility to easily alter, modify,  add modularity, or otherwise further develop the model
  IP and ownership of the tool
  System access and security
  Ongoing system support requirements
Further details on the technical requirements are included at Appendix Five.

Ref by Procurement Standard
F-259
Page 29 of 38

Apr 2011 – Issue 1

Appendix Four - Proposed Contract

The Council may use the attached Proposed Contract for Services and Deliverables as the
contract with the Respondent who is chosen as the preferred Service Provider.
If the Respondent does not accept any of the terms in the attached Proposed Contract, it should
expressly state to what extent and the reason it does not accept the provision and provide an
alternative provision. Otherwise, the Respondent will be deemed by the Council to have accepted
the provisions as drafted.
Please refer to the “Proposed Contract” file that was emailed with this RFP.

Ref by Procurement Standard
F-259
Page 30 of 38

Apr 2011 – Issue 1

Appendix Five – Technical Considerations

55.
Overview of Proposed Target Architecture
The following diagram gives a high level overview of the proposed target architecture.

Customers access website to:
• understand the climate impact
• provide public input
Cus
C
t
us omer
t
s
omer
Intern
r et
n
Council’s Staff access system to:
• alter climate variables and other
inputs to run different scenarios
• assess risk from sea level rise
scenarios
•
Online
assess costs and benefits of
Module
response options
WCC
• understand the sensitivities of
Website
the variables
‘Sea Level Rise’
Council’s Staff
Planning
System
WCC Backend Systems
CPS
ArcGIS
InfoNet
Pathway
Confirm
Core Property
Geographic Information
Water Asset Management
Property Rating
Infrastructure Asset
Information System
System
System
System
Management System

There are three main components that will constitute the new solution:

  ‘Sea Level Rise’ Planning System – This is a computer-based planning solution for
Council ors and the Council’s staff to perform scenario based analysis. The solution equips
with sophisticated presentation capabilities that allow staff to:
o  alter climate variables and other inputs in order to run different scenarios
o  assess risk from sea level rise scenarios
o  assess costs and benefits of response options
o  understand the sensitivities of the variables
  Online Module – This is the public facing online module of the planning system. It enables
public to view the impact and the response options in order to provide input to the council.
Ref by Procurement Standard
F-259
Page 31 of 38

Apr 2011 – Issue 1

  WCC Backend Systems – This refers to the existing backend systems. They are
geographic information system, water asset management system, core property system,
property rating system and infrastructure asset management system.

56.
Technical Requirements
56.1
System Integration Requirements:
The proposed solution may leverage existing data and systems for the support of the
scenario based modelling and analysis. The following table shows a list of system that could
potentially provide the data to the proposed system:

System
Description
ArcGIS
Council’s Geographical Information System. It captures,
stores, analyses, manages, and presents data that refers
to or is linked to location. The Council provides live links to
GIS data via Open Geospatial Consortium Services
(WMS, WFS and WCS), an ESRI map service and REST
services. Refer to the Council website
(http://www.wellington.govt.nz/maps/gis/gis-data.html) for
more details.
InfoNet
An infrastructure management system for water and
wastewater network infrastructure.
Core Property System
An in-house developed application that used to maintain
(CPS)
and manage property data that is considered "core" to the
business of Council.   It records, relationships between
records and their changes over time.
Pathway
This is Council’s rates and water billing system.
Confirm
Confirm is an infrastructure management solution that
enables the management of roads, bridges and structures,
parks and open spaces, street lights and signs, trees,
property and pipelines. It provides capabilities for asset
management, maintenance, planning and service delivery.

The Council is open to all proposals on the pragmatic approach on how to leverage data
from various backend systems.
Answer the following questions in your Proposal:
Number
Requirement description/question
Relative
importance
<Insert
Describe in detail how your proposed solution
High
reference  leverage data stored in ArcGIS, InfoNet, CPS,
number
Pathway and Confirm systems.
here>

Describe in detail how your proposed solution feeds
High
new and updated spatial data back to ArcGIS

Include an architecture diagram showing the building
High
blocks of your proposed solutions.
Ref by Procurement Standard
F-259
Page 32 of 38

Apr 2011 – Issue 1

Number
Requirement description/question
Relative
importance

Describe your past integration experience for similar
High
environment.

56.2
Online Module Requirements:
The Council is currently offering geospatial information such as water, drainage, wind zones
and flooding hazard area to the public via an online mapping tool called WebMap.

WebMap is a bespoke web-based GIS application that uses ArcGIS’s integration services
(i.e. Open Geospatial Consortium Services, ESRI map service and REST services) to get
GIS data. WebMap is offered as an online service
(http://www.wellington.govt.nz/maps/webmaps/webmap/wccmap.html) on the Council’s
website.

WebMap may be extended to enable general public to view the sea level rise impact and the
corresponding response options. This may include the ability to capture public input.

Answer the following questions in your Proposal:
Number
Requirement description/question
Relative
importance

Describe how WebMap can be extended to provide
High
information on sea level rise impact and response
options and capture public input.

The Council have proposed a preferred approach for
High
online module. However we are open to all
proposals.

Describe your proposed implementation approach for
online module.

56.3
Security Requirements
The proposed solution shall meet the following security
requirements:

 Active Directory Integration – The proposed solution shall be able to integrate with the
Council’s Active Directory server for user authentication. User shal  be able to use their
Windows user name and password to logon to the proposed system securely.

 Role-based Access Control – The proposed solution shall be able to allow administrator
to define and maintain system users. The access rights shall be granted based on role
within a business unit or team.

Ref by Procurement Standard
F-259
Page 33 of 38

Apr 2011 – Issue 1

 Audit Log – The proposed solution shall be able to keep an audit log of all activities
performed by users.

Answer the following questions in your Proposal:
Number
Requirement description/question
Relative
importance

Is your proposed system able to interface with Active
Medium
Directory for user authentication?

Describe how your proposed system supports role
High
based access control.

Describe the audit log function that is supported in your
High
proposed system.

56.4
Hardware Requirements
The proposed solution shall meet the following hardware requirements:

 VMWare ESXi 4 Support – The council uses VMWare ESXi 4 as server virtualisation
software to provide multiple virtual machines to host council’s systems. The proposed
solution shall be supported on VMWare ESXi 4 virtual environment.

 Data Storage – The Council uses SAN storage to provide disk space to all database
servers and file servers.

Answer the following questions in your Proposal:
Number
Requirement description/question
Relative
importance

Is your proposed solution able to run on VMWare ESXi 4
High
virtual environment? Indicate server specifications
required to support your proposed system.

Describe disk space requirements of your proposed

solution.

List and describe additional supporting hardware
High
required. Include any costs in the “Pricing Section” if you
are supplying these.

56.5
Software Requirements
The proposed solution shall meet the following software requirements:

 Thin-client Solution – The Council has a preference of deploying thin client web-based
solution. Thin client solution simplifies deployment processes as it requires minimum or
Ref by Procurement Standard
F-259
Page 34 of 38

Apr 2011 – Issue 1

zero installation effort at users’ desktop. However, if the proposed solution requires
installation on the desktop, your application shall be able to deliver to desktop as Citrix
application or VMWare ThinApp. This Solution should be able to be packaged, deployed
and executed without cumbersome desktop installation.

 SQL Server 2008 Support – The council preferred relational database management server
is Microsoft SQL Server 2008.

Answer the following questions in your Proposal:
Number
Requirement description/question
Relative
importance

Describe your proposed client application.
High

Describe your proposed client application deployment
High
mechanism

Is your proposed system able to support and run on
Medium
Microsoft SQL Server 2008?

List and describe additional supporting software
High
required. Include any costs in the “Pricing Section” if you
are supplying these.

56.6
External Hosting Service Requirements (Optional)
The council is open to the option of hosting the proposed solution externally. Hosting
proposed solution externally has the following benefits:

  Offload support task – In case of system failure, the Council can leverage the vendor’s
system support to rectify any problem related to the proposed solution. This gives the
Council’s IT support personnel more time to focus on other more important business
systems in the Council.
  Better scalability – Vendor that offers Platform as a service (PaaS) or Infrastructure as
a service (IaaS) will provide better options for scalability as system can be scaled
vertically or horizontally easily when load increases.

Answer the following questions in your Proposal:
Number
Requirement description/question
Relative
importance

Describe your proposed hosting model.
Medium

Provide a copy of service-level agreement for your
Medium
proposed hosting model.

Describe Disaster Recovery and Business Continuity
Medium
plan for your proposed hosting model

Describe how my data is isolated from other customers
Medium
sharing the same infrastructure.
Ref by Procurement Standard
F-259
Page 35 of 38

Apr 2011 – Issue 1

Number
Requirement description/question
Relative
importance

Describe how your externally hosted proposed solution
Medium
can connect to the Council’s backend systems.

Describe how my data is protected from external
Medium
attacks. This includes data stored in your environment
and data in transit from Council’s backend systems.

56.7
Environmental Requirements
The Council acknowledges that the Service Provider will require certain environmental
elements (e.g. development servers, test servers, copy of Production data etc) to be made
available to ensure successful implementation of the proposed Solution.
Answer the following questions in your Proposal:
Number
Requirement description/question
Relative
importance

Describe what you need from the Council with regards
High
to environments for you to successfully deliver the
Solution. Please detail these requirements according to
the phases of the project i.e. Development, Testing,
Deployment etc.

Describe in detail the testing processes you intend to
High
follow prior to deployment of the proposed Solution.

56.8
Disaster Recovery Requirements
The council operates its own Internet interface with Firewalls and a DMZ. This
connects to the Internet via Citylink from the Civic Square campus. In addition Council
operates a disaster recovery site at Tawa with an internet connection. The Disaster recovery
Site does NOT operate real time failover. The council uses SAN-based replication to get
virtual images and data across to DR site. Services will be manually switched over in the
event of a disaster in the first 3 – 5 days.

Answer the following questions in your Proposal:
Number
Requirement description/question
Relative
importance

Describe in detail how you propose to connect
High
your proposed system to Council main site at the
Civic Square Campus.

Describe any dedicated network links required
High
and the expected costs

Describe in detail how you propose to connect
High
your proposed system to Council Disaster
Recovery site at Tawa.
Ref by Procurement Standard
F-259
Page 36 of 38

Apr 2011 – Issue 1

Number
Requirement description/question
Relative
importance

Describe how you would participate in our
High
disaster recovery tests to prove you system
works to our Disaster Recovery site in Tawa

56.9
Implementation Support
Implementation support is important for the transition of the proposed Solution into the
production environment. The Council may require some assistance to transition the new
Solution into production.
Answer the following questions in your Proposal:
Number
Requirement description/question
Relative
importance

Please provide an implementation and transition
High
plan, detailing:
a.  Support services available during the
implementation phase of the project
b.  Indication of respective areas of
responsibility for the Respondent, any
other third parties and the Council
c.  Key deliverables and milestones on each
party
d.  Clear timeline
e.  Key lessons learnt from previous
implementations

If support is provided by a third-party, provide the
name of the third-party supplier and an overview
of the contractual agreement(s) with the third-
party supplier.  Please include:
f.  Office locations
g.  Roles and
h.  Staff number at each of these locations
i.  Hours of support including after-hours
(New Zealand time) availability

56.10  Ongoing Support
The proposed solution shall meet the following ongoing support requirements:
  Systems operations and support documentation that support the ongoing support and
maintenance of the application environment. Documentation examples include:
o  Operations manuals
o  Operational and user acceptance test plan
o  Deployment and back-out processes
Ref by Procurement Standard
F-259
Page 37 of 38

Apr 2011 – Issue 1

o  Disaster Recovery procedures
  Administration Training – Adequate training shall be provided to administrator for
ongoing production support.
  Strong support - The proposed Solution must be well supported by established vendors,
suppliers and business partners.
Answer the following questions in your Proposal:
Number
Requirement description/question
Relative
importance

List and describe the systems administration
High
documentation provided in your Proposal.

Describe your proposed training plan for
High
Council’s administrators.

Describe the Service Desk services that will be
Medium
supplied under your Proposal.

Describe the hours and days of support that will
Medium
be supplied under your Proposal.

Describe the process of keeping the Solution up-
Medium
to-date with bug fixes (scheduled or reported),
regular patches, license upgrades etc.

56.11  Warranty
Answer the following questions in your Proposal:
Number
Requirement description/question
Relative
importance

Describe the warranties or guarantees supplied
High
with your proposed Solution and Services.

Ref by Procurement Standard
F-259
Page 38 of 38

Apr 2011 – Issue 1