REQUEST FOR PROPOSALS

Victoria International Airport

Master Plan

Date Issued: 23 November 2011

Final Date & Time for Receipt of Proposals: 20 December 2011 (1500 hours)

Location for Submission of Proposals: Victoria Airport Authority

Airport Administration
201 – 1640 Electra Boulevard
Sidney, BC V8L 5V4

Contact for the Request for Proposals

Terry Stewart
Director Marketing & Community Relations
Tel: (250) 953-7514
Cell: (250) 888-6471
Email: [email protected]
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TABE OF CONTENTS

1.0 INFORMATION
1.1 INTENT

2.0 INSTRUCTIONS TO PROPONENTS

2.1 DEFINITIONS
2.2 SCOPE OF THE SERVICES AND DELIVERABLES
2.2.1 APPROACH TO THE MASTER PLAN
2.2.2 BY THE PROPONENT
2.2.3 PLANNING PROCESS AND CONSULTATION WITH
STAKEHOLDER GROUPS
2.2.4 PROJECT DELIVERABLES
(i) Airport Activity Information
(ii) Airside Development
(iii) Groundside Development
(iv) Airport Operational Support Service
(v) Air Terminal Building
(vi) Environmental Impact
(vii) Financial Plan and Staging of Capital Improvements
(viii) Airport Commercial Services and Facilities

3.0 PROPOSAL CONTENT

3.1 CORPORATE IDENTIFICATION AND CONTACT
3.2 CORPORATE EXPERIENCE AND REFERNCES
3.3 PROJECT TEAM
3.4 PROJECT METHODOLOGY/APPROACH AND WORK PLAN
3.5 FEES AND EXPENSES
3.6 COMPUTER SOFTWARE

4.0 RIGHT OF REJECTION

5.0 COSTS INCURRED IN PREPARING PROPOSAL

6.0 TIMELINE OF DELIVERIES

APPENDICES:
APPENDIX 1 – PROPOSAL PROCESS
APPENDIX 2 – EVALUATION & AWARD PROCESS
APPENDIX 3 – INSURANCE REQUIREMENTS
APPENDIX 4 – CERTIFICATE OF INSURANCE

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1.0 INFORMATION

1.1 INTENT

The intent of this RFP is to secure, in a substantial, complete and professional manner, all
necessary professional services for the development of an Airport Master Plan (“Master
Plan”) in an effort to have the Victoria International Airport (“Airport”) continue to be a
centre for aviation excellence. The Master Plan will provide a 20 year strategic
framework based on sound research to guide the community in future business decisions
with respect to the Airport. The Master Plan is to identify objectives and actions that are
tangible and achievable and within the financial capabilities of the Airport to implement.

The Master Plan will be developed with strong direction and commitment from the
President and CEO of the Victoria Airport Authority (“VAA”), the Victoria Airport Authority
Board of Directors (“VAA Board of Directors”), and the aviation community at large and
from airport commercial organizations. It is envisioned that the Master Plan will provide
the VAA the context in which to make decisions, address new initiatives, and explore
opportunities that will facilitate the long range development at the Airport.

The Master Plan will look out at least 20 years and provide an analysis of air service
traffic growth, the nature and mix of this traffic, facility requirements, infrastructure,
location of airport services, land requirements, an updated land use plan, neighbouring
land uses, aids to navigation, ground transportation access, environmental issues, and
noise and its effect on the community. The Master Plan will provide a detailed financial
management plan for all future capital improvements and program initiatives. Public
consultation will be required, using the best approaches to gather public input.

2.0 INSTRUCTIONS TO PROPONENTS

2.1 DEFINITIONS

“Consultant”, means the person, natural or corporate, deemed the successful Proponent.

“Contract Agreement” ‘means the executed and delivered contract for the services for this
project.

“Her Majesty” means Her Majesty the Queen in Right of Canada as represented by the
Minister of Transport, and any person authorized in writing by the Minister of Transport to
act on his or her behalf, and shall include the successors and assigns of Her Majesty;

“Proponent” means a person, natural or corporate, who submits a Proposal to the Victoria
Airport Authority pursuant to this Request For Proposals.

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“Proposal” means an offer from a Proponent to provide services, acceptance of which by

the Victoria Airport Authority may be subject to further negotiation prior to or at the time of
award.

“RFP” means this Request For Proposals and includes any modifications or additions
thereto incorporated by addenda (if any) issued by the Victoria Airport Authority prior to
the closing date and time.

“Sub-Consultants” means a person, natural or corporate, that is affiliated and/or

employed by the Consultant.

“VAA Project Manager” means the person designated by the Victoria Airport Authority
from time to time to act as the representative for the Victoria Airport Authority for the
purposes of this RFP, and the Master Plan Project, or his/her designate.

2.2 SCOPE OF THE SERVICES AND DELIVERABLES

2.2.1 APPROACH TO THE MASTER PLAN

The Master Plan is intended to be an action oriented, working document that identifies the
future development of the Airport in a practical, environmentally sustainable manner. The
Proponent is to review and assess VAA’s 2006 - Airport Master Plan as the starting point
for this work. The Proponent is to review and incorporate, where appropriate, current
plans underway or recently completed for the Air Terminal Building, Runway 09/27
Expansion Project, VAA Ground Transportation Improvement Plan, the ATB Retail
Development Plan and VAA’s 10 Year Capital Plan.

The noted plans and others can be accessed via our fileshare link:

http://www.victoriaairport.com/fileshare
User: Master.Plan
Password: Guest.upload.1

2.2.2. BY THE PROPONENT

This RFP is intended to provide general guidance to the Proponent. The Proposal should
be innovative and should be based on the Proponent’s understanding of the issues
associated with preparing a Master Plan for the Airport. The Proponent is free to propose
a methodology and to recommend changes which they believe best meet the project
purpose.

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2.2.3 PLANNING PROCESS AND CONSULTATION WITH STAKEHOLDER

GROUPS

The VAA expects that the preparation of the Master Plan will be a collaborative process
that not only meets the Airport’s need for a long term plan but that also is sensitive to the
needs, expectations and concerns of a variety of other parties. To this end, Proposals
responding to this RFP will be expected to address the following matters:
• the need for an ongoing interactive process by the Consultant with the VAA Project
Manager and the need for regular progress reports and discussion at key decision
points with the VAA’s Board of Directors;
• the need to provide opportunities for input from the Airport Consultative Committee,
municipal government staff, the Capital Regional District Planning staff, the B.C.
Ministry of Transportation Planning staff, the Victoria Chamber of Commerce,
Tourism Victoria, Environment Canada, Transport Canada;
• the need for meaningful consultation with air carriers, NAV Canada, key airport
tenants and other businesses that operate out of the Airport and other businesses
and organizations that rely on Airport's services;
• the need for meaningful consultation with local residents from the surrounding
communities and businesses that may be impacted by Airport operations.
It is expected that the Consultant, in concert with the VAA Project Manager and VAA’s
President and CEO, will make a detailed PowerPoint presentation on the draft Master
Plan to the VAA’s Board of Directors and Airport Consultative Committee, to the District
of North Saanich and Town of Sidney councils, and to the Capital Regional District
Board of Directors. In addition to these presentations, it is further expected that the
Consultant will participate in a Public Open House to receive input from the community at
large.

The final version of the Master Plan, following review by the various stakeholder groups
outlined above, will be presented to the VAA’s Board of Directors for discussion and final
approval.

2.2.4 PROJECT DELIVERABLES

The Project Deliverables, as set out below, are the minimum requirements for the
execution of this project. Should the Proponent feel that it is desirable to produce
additional deliverables, these should be described explicitly in the Proposal.

(i) Airport Activity Information

1. Describe the types of aviation activity the Airport is intended to serve
throughout the planning horizon, the Airport classification, the development of
aviation in the local community, and the construction history of the site.

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2. Forecasts of aviation related activity that reflect projected growth in the area
served by the Airport as well as general trends in the aviation industry. Such
forecasts are to be prepared on a year by year basis for a period of twenty (20)
years and are to include:
• aircraft movements: categorized into scheduled carrier, freight and general
aviation takeoffs and landings;
• passenger arrivals and departures (including an assessment of peak hour
demands);
• short term and long term passenger parking requirements;
• a breakdown of aircraft types anticipated to use at the Airport under two
scenarios: (1) maintaining present runway length, and, (2) increasing
runway length to accommodate intercontinental service.

3. Forecasts of air cargo volumes.

4. Revenue projections based on the forecast activity levels and various revenue
options and assuming constant dollar annual fee increases.

5. Estimates of the economic impact of the Airport over the study period based
on the above forecasts.

6. An examination of the potential impacts of navigation aid enhancements in

terms of future technology and the impact on the forecasts.

(ii) Airside Development

1. Runways, Taxiways and Apron

Develop a comprehensive plan that incorporates the recently compiled design

for the 09/27 Runway Extension Project and sets out the airside facilities
necessary to accommodate the forecasted activity levels. Key elements of the
plan are to include:
• current airfield capacity;
• extensions to existing taxiways and the potential development of new
taxiways;
• expansion of the air terminal apron and gate capacity;
• review of the use of Airport’s secondary runways 30/21 and R 13/31 in
terms of future airfield capacity requirements;
• determine the requirement for de-icing aircraft including the collection and
treatment of de-icing fluids to meet water quality standards.

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2. Other Airside Developments

Identification of Airport lands capable of reasonably being provided with

airside access and the preparation of a land use plan for these areas. This
plan is to provide recommendations as to what parcels of land should be set
aside for specific uses and shall include provision for:
• examining the current airside land capacity and estimating future
requirements;
• buildings and facilities required for the day-to-day operation of the Airport;
• aircraft fuelling facilities;
• air cargo facilities;
• aircraft maintenance and repair services;
• general hanger space;
• other airside uses.

(iii) Groundside Development

1. Preparation of an updated land use plan for all other Airport lands. Among
other things, this plan is to include:
• examining the current Airport land capacity and determining what future
land may be required;
• identification of lands that must be held in reserve for functions that
support various aviation, passenger and administrative needs;
• a recommended land use plan that recognizes the particular development
potential of each area;
• guidelines that would permit interim uses in certain areas that would not
prejudice the long term development of the Airport and conditions that
should be placed on such uses should they be approved;
• development guidelines to help ensure that all development on the Airport
makes a positive contribution to the visual environment of the Airport.
2. Preparation of a ground transportation plan for the Airport that pays particular
attention to the following features:
• the provision of efficient access to and from Highway 17 from McTavish
Road and Beacon Avenue for all Airport users, including cyclists;
• development of an integrated plan that improves the Airport’s link to public
transit, charter tour buses, airporter services, and commercial trucking
operations;
• the separation, where reasonably possible, of terminal building traffic from
traffic proceeding to and from other Airport uses;

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• the provision of a light rapid rail connection to the terminal building;

• evaluate short and long term parking requirements (passengers, tenants,
airport employees, ground transportation) including pedestrian linkages to
the terminal building to meet forecast needs;
• determine the trigger points for the development and location of a parkade.

(iv) Airport Operational Support Service

1. Preparation of a servicing plan for the Airport setting out how future
development can be provided with alternative heating sources, water, storm
and sanitary sewer, electrical, telephone and cable infrastructure in as
economical a manner as possible.

2. Preparation of an analysis of the VAA’s emergency response services,

administration and maintenance facilities requirements over the planning
horizon.

(v) Air Terminal Building

1. Review passenger forecasts to best demonstrate needs and timing of terminal
improvements and expansion.

2. Evaluate existing facilities to assess passenger flow capacities or constraints

at all major functional areas (curbside, ticketing, security, hold rooms, gates)
using a terminal simulation model.

3. Develop various terminal expansion alternatives to meet future passenger and

aircraft needs.

4. Examine current and future technologies in passenger processing and

determine their impact and input on terminal design.

5. Assess terminal reserve lands for future needs.

(vi) Environmental Impact

1. Prepare Noise Exposure Contours NEF’s for the Airport based on the forecast
aircraft movements.

2. Assess the environmental impact of the Airport on surrounding communities

and provide recommendations with respect to how this impact should be
managed.

3. Recommend a Sustainable, Greenhouse Gas/Climate Change Development

Strategy for the Airport.

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(vii) Financial Plan and Staging of Capital Improvements

1. A recommended staging plan for all capital improvements in relation to the
forecasts of Airport usage.

2. Preliminary cost estimates for all capital improvements contained in the Master
Plan in 2012 dollars.

(viii) Airport Commercial Services and Facilities

1. Provide an analysis of the future space requirements for:
• general aviation activities;
• aviation support activities such as aircraft maintenance, overhaul and
servicing;
• commercial and industrial land development.

3.0 PROPOSAL CONTENT

Proposals should include, but not be limited to, proposed methodology and work plan;
pertinent experience in completion of similar projects; names and qualifications of any
Sub-Consultants and individuals to be assigned to the project; examples of related
projects completed; current work commitments; fee structure, disbursements / charges,
schedule and total projected fixed fee.

Proponents must submit three copies of its Proposal.

3.1 CORPORATE IDENTIFICATION AND CONTACT

The full legal name of the firm submitting the Proposal and the name, title, address,
telephone number, facsimile number and email address of the individual to be contacted
with respect to the Proposal and where applicable, the name, address and telephone
number of any branch office, affiliate or Sub-Consultant(s) that will be involved in the
project.

3.2 CORPORATE EXPERIENCE AND REFERENCES

Examples of work undertaken by the Proponent, including affiliates or Sub-Consultant(s),

which are similar in scale and magnitude to that being requested by the VAA and the
names and telephone numbers of client references who may be contacted with respect to
the work undertaken by the Proponent on their behalf.

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3.3 PROJECT TEAM

Provide a listing of all staff (including any affiliates or Sub-Consultants) who will be
involved in the project, including their role in the project, their professional qualifications
and related experience and the percentage of the total project time they are expected to
contribute to the project. All Sub-Consultants involved in the project are to be explicitly
identified.

Your Proposal must contain the following endorsement;

“Identified Key Project Team members shall only be replaced with

written approval of the VAA Project Manager”.

3.4 PROJECT METHODOLOGY/APPROACH AND WORK PLAN

A description of how the Proponent intends to carry out the preparation of the Master
Plan, including among other things:

• a description of the methodology proposed to prepare the Master Plan;

• a listing of key work stages and tasks necessary to produce the Master Plan;
• a schedule setting out completion dates for the key tasks and various stages of the
study.

3.5 FEES AND EXPENSES

Provide a project fixed fee allocated against the specific tasks identified under Section
2.2 - Scope of the Services and Deliverables. Include in the fixed fee any proposed
disbursements by major category (e.g., travel, accommodation, photocopying, long
distance telephone, etc.) with a maximum 5% mark-up. Fees to be in Canadian funds,
exclusive of HST.

Included should be a listing of the hourly rates for the Proponent and all staff, including
any Sub-Consultants, that would be charged in the event the VAA authorizes any
additional work as well as a "per meeting" price should it be necessary to hold meetings
over and above those specified by the Proponent in the Project Methodology/Approach
and Work Plan.

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3.6 COMPUTER SOFTWARE

The Proponent must include the following endorsement in its Proposal:

“We (name of Proponent) do hereby confirm that all computer software to be used
by the Proponent/Consultant in the execution of the Master Plan will be directly
licensed to the Proponent/Consultant and the Sub-Consultants”.

4.0 RIGHT OF REJECTION

This RFP shall not be construed as a contract to sell, purchase, lease or hire goods,
properties or services. The VAA is not bound to accept the Proposal which provides for
the lowest cost or price to the VAA or the Airport nor any Proposal submitted.

5.0 COSTS INCURRED IN PREPARING PROPOSALS

The VAA shall not be responsible in any manner for the costs associated with the
preparation and submission of any Proposal. The Proposal, including all drawings,
plans, photos and narrative material shall become the property of the VAA upon receipt.

6.0 TIMELINE OF DELIVERABLES

Release Request for Proposal 23 November 2011

RFP Closing Date and Time 20 December 2011 (1500 hr)
Completion of Evaluation and Award 16 January 2012
First Draft of Master Plan Submitted to VAA 1 May 2012
Second Draft of Master Plan Submitted to VAA 1 June 2012
Complete Master Plan 1 July 2012

As part of the Proposal, the VAA will expect a detailed work plan outlining how the timelines
for the deliverables will be met.

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APPENDIX 1 - PROPOSAL PROCESS

1.0 Not a Tender Call:

This RFP is not a tender call, and any Proposal submitted in response to this RFP does
not create a tender process. This RFP is not an invitation for an offer to contract, and it
is not an offer to contract made by the VAA.

By this RFP, the VAA reserves to itself the absolute and unfettered discretion to invite
Proposals, consider and analyze Proposals, select short-listed Proponents or attempt to
negotiate an agreement with a Proponent as the VAA considers desirable.

Without limiting the generality of the foregoing, the VAA reserves the right to:

 Reject, consider or short-list any Proposals whether or not it contains all

information required by this RFP;
 Require clarification where a Proposal is unclear;
 Reject any or all Proposals without any obligation, or any compensation or
reimbursement to any Proponent, or any other person associated with this RFP
process;
 Disqualify or reject any Proposal without discussion with the Proponent;
 Reject any or all Proposals that the VAA considers is not in its best interests;
 Undertake the project using the VAA’s own resources, or any other suitable
arrangement to be determined in the future, if it is apparent that the RFP process
anticipated herein will not result in any cost savings or substantially enhanced
service for the benefit of the VAA.

1.1 No Obligation to Proceed:

Though the VAA fully intends, at this time, to proceed through the RFP process in order
to have the project completed, the VAA is under no obligation to proceed to the RFP
process or any other stage. The receipt by the VAA of any information (including any
Proposals, ideas, plans, drawings, models or other materials communicated or exhibited
by any Proponent, or on its behalf) shall not impose any obligations on the VAA. There
is no guarantee by the VAA, its officers, employees or agents, that the process initiated
by the issuance of this RFP will continue, or that this RFP process or any RFP process
will result in a contract with the VAA for the completion of the project.

1.2 VAA’s Decision-making Power:

The VAA has the power to make any decision, or to exercise any contractual right or
remedy, contemplated in this RFP at its own absolute and unfettered discretion, and no
public law duty, whether arising from the principles of procedural fairness or the rules of
natural justice, applies to the VAA.

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2.0 Upon the award of this RFP to a Consultant, the VAA shall prepare a standard form of
contract between VAA and the Consultant for execution.

3.0 The originals of all surveys, drawings, specifications, Proposal documents and any
other documentation produced by the Proponent for the VAA, during the course of this
RFP, shall upon completion of this RFP process become the property of the VAA. This
information shall also be provided in electronic format.

4.0 The Proponent and any other person who through this RFP process gains access to
confidential financial information of the VAA are required to keep strictly confidential all
information which in any way reveals confidential business, financial or investment
details, programs, strategies or plans, learned through this RFP process. This
requirement will continue with respect to such information learned by the Consultant, if
any, over the course of any Contract Agreement which arises out of this RFP process.

5.0 Essence of Proposal

The Proponent shall submit a Proposal for delivering of the Master Plan on the basis of
the requirements of the RFP and the Proponent's careful investigations of those
requirements.

The VAA will not accept any liability arising from investigations or other work done or
not done by a Proponent in preparing its Proposal.

6.0 Examination of Documents

Each Proponent will be solely responsible for examining all the RFP documents,
including any Addenda issued during the RFP period and for independently informing
itself with respect to any and all information contained therein, and any and all
conditions that may in any way affect the Proposal.

7.0 Interpretation of Documents

Each Proponent will review all RFP documents, and will promptly report and request
clarification of any discrepancy, deficiency, ambiguity, error, inconsistency or omission
contained therein. Any such request must be submitted to the VAA Project Manager in
writing, electronically or otherwise, prior to 48 hours before the final date and time for
receipt of Proposals. The VAA Project Manager for this RFP process and the project is:

Terry Stewart, Director Marketing & Community Relations

Email: [email protected]

Where such request results in a change or a clarification to the requirements of the

RFP, the VAA will prepare and issue an Addendum to this RFP.

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8.0 Addenda

Written Addenda is the only means of varying, clarifying or otherwise changing any of
the information contained in this RFP. The VAA reserves the right to issue Addenda up
to the RFP Closing Date and Time. The date set for submitting Proposals may be
changed if, in the VAA’s opinion, more time is necessary to enable Proponents to revise
its Proposal. Addenda will state any changes to the Proposal closing date and time.
Proponents must acknowledge receipt of all Addenda in their Proposals.

9.0 Access to the Airport Facilities

Proponents may access the various existing facilities and examine Airport property
during regular hours of public operation. For all airside and certain other secure areas,
prior arrangements will have to be made by contacting the VAA Project Manager.

10.0 Preparation of Proposal

All Proposals will be prepared by and at the expense of the respective Proponent.

The Proposal submitted by each Proponent will be under seal and must be signed by an
authorized representative of the Proponent.

If the Proponent is a partnership or joint venture, a letter must be furnished by each

partner or joint venture signed by an officer of the respective company(ies) stating that
the respective company(ies) agrees to be held jointly and severally liable for any and all
duties and obligations of the Proponent under any agreement arising there from.

11.0 Submission of Proposals

Three (3) copies of the Proposal must be submitted, of which one shall be unbound. All
shipping materials are to clearly identify the Proponent and their contents. Proposals
must be received by the VAA no later than 1500 hours (local time) on 20 December
2011. Each Proposal will be submitted to the office of the VAA’s administration in a
sealed envelope clearly marked and addressed as follows:

Master Plan RFP - YYJ

“CONFIDENTIAL - DO NOT OPEN”
Victoria Airport Authority
Airport Administration
201 – 1640 Electra Boulevard
Sidney, BC V8L 5V4

It is the Proponent's sole responsibility to ensure that its Proposal is received on time.
Late submissions will be returned unopened.

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12.0 Conflict of Interest

At no time during the RFP process, evaluation stage, after award, or during the
preparation of the Master Plan shall a VAA employee or a VAA Board member be in
any way connected with the Proponent. Proponents are to include with their initial
Proposal, and at any subsequent time where requested to do so by the VAA, full details
of any employee, person, firm or corporation that could be considered at conflict with
the VAA.

13.0 Independent Proponent/Consultant

The Proponent will at all times be independent from the VAA and at no time shall be
considered an agent, servant, or partner of the VAA. All persons employed or engaged
by the Proponent to perform its obligations under any agreement shall be its direct
employee or agent and not an employee or agents of the VAA.

14.0 Insurance

The Proponent shall be required to procure and maintain insurance as listed in

Appendix 3, attached to this RFP, and to provide proof of same with its Proposal.

15.0 Hold Harmless and Indemnification

By submitting a Proposal, the Proponent agrees that in no event will the Proponent
claim damages for any amount incurred by the Proponent in preparing its Proposal for
matters relating to any agreement or concerning the competitive process, and, the
Proponent, by submitting a Proposal, waives any claim for loss of profits if no
agreement is made with the Proponent. Any information contained in this RFP and
attachments is provided to assist Proponents in the preparation and submission of their
Proposal. The VAA assumes no responsibility for the use of this information for any
other purpose.

The Proponent shall defend, indemnify and hold harmless the VAA its officers,
employees or agents and Her Majesty from and against all claims, demands, actions,
proceedings, and liabilities whatsoever and all costs and expenses incurred in
connection with this RFP.

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APPENDIX 2 – EVALUATION & AWARD PROCESS

1.0 Evaluation Committee

Proposals will be reviewed and evaluated by the VAA. The Proponent judged to have
the “best overall Proposal” will be selected (“Consultant”) to enter into negotiations
leading to a formal contract agreement with the VAA. If negotiations are unsuccessful,
the next highest rated Proponent would be deemed to be the Consultant and
negotiations would be commenced with it.

2.0 Conduct of Evaluation

The evaluation of Proposals and selection of the Consultant will be conducted as

follows:

Proposals will be evaluated in accordance with a point system as follows:

Company project experience relevant to:

• Airport Master Plans 15 points

Relevant qualifications, experience, references and

technical credibility of individual project personnel 30 points

Proposed Methodology, tools to be utilized 20 points

Quality of RFP submission 10 points

Financial cost 25 points

Total: 100 points

Up to two (2) Proponents may be invited to make a presentation to emphasize key

aspects of its Proposal followed by a question period (the same questions will be used
for each Proponent). No written submission will be required, but visual aids can be
used during the presentation. The VAA may allocate up to a further 10 points for this
presentation.

Once the Consultant has been identified, the VAA will enter into discussions and/or
negotiations to clarify any outstanding issues and agree to contract terms. The VAA
plans to make every effort to expedite early conclusion of negotiations leading up to a
formal contract (“Contract Agreement”).

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If discussions are successful, the VAA and the Consultant will develop a Contract
Agreement for award. If discussions are unsuccessful, the VAA reserves the right to
enter into contract discussions with other Proponents, and/or to decide not to award a
contract at all.

The VAA reserves the right to negotiate changes to the Consultant’s Proposal and the
Contract Agreement up to the date of execution with the Consultant.

In the event that a Contract Agreement is not successfully executed with the Consultant,
the VAA may, at its sole discretion, disqualify that Consultant and commence
negotiations with the second best Proponent.

The VAA further reserves the right to reject any and all Proposals, modify the schedule,
or cancel this RFP for any reason without compensating the Proponents.

3.0 Execution of Contract Agreement

Upon conclusion of the Contract Agreement, the VAA will provide the Consultant with
two (2) sets of the Contract Agreement for execution.

Within 5 business days of the Consultant’s receipt of these documents, the Consultant
will return them to the VAA’s Project Manager duly executed, together with all
necessary documentation. One fully executed original will be provided to the
Consultant upon execution by the VAA.

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APPENDIX 3 – INSURANCE REQUIREMENTS

1. Consultant To Provide

The Consultant shall procure and maintain, at its own expense and cost, the insurance
policies listed in Section 2 below, with limits no less than those shown in the respective
items, unless in connection with the performance of some particular part of the work or
services, the VAA advises in writing that it has determined that the exposure to liability
justifies less limits. The insurance policy or policies shall be maintained continuously
from commencement of the Contract Agreement and until the end of the Contract
Agreement and upon total completion of the project or such longer period as may be
specified by the VAA.

2. Insurance

As a minimum, the Consultant shall, without limiting its obligations or liabilities under
any other contract with the VAA, procure and maintain, at its own expense and cost, the
following insurance policies:

2.1 Workers’ Compensation Insurance covering all employees of Consultant

engaged in the project in accordance with the statutory requirements of the
province or territory having jurisdiction over such employees.

2.2 Comprehensive General Liability Insurance

(i) providing for an inclusive limit of not less than $2,000,000 for each
occurrence or accident;
(ii) providing for all sums which the Consultant shall become legally obligated
to pay for damages because of bodily injury (including death at any time
resulting there from) sustained by any person or persons or because of
damage to or destruction of property caused by an occurrence or accident
arising out of or related to the Work or Services or any operations carried
on in connection with this Contract;
(iii) including coverage for Products/Completed Operations, Blanket
Contractual, Consultant ’s Protective, Personal Injury, Contingent
Employer’s Liability, Broad Form Property Damage, and Non-Owned
Automobile Liability;
(iv) including a Cross Liability clause providing that the inclusion of more than
one Insured shall not in any way affect the rights of any other Insured
hereunder, in respect to any claim, demand, suit or judgement made
against any other Insured.

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 VICTORIA AIRPORT AUTHORITY - REQUEST FOR PROPOSALS
MASTER PLAN - YYJ

2.3 Automobile Liability Insurance covering all motor vehicles, owned, operated and
used or to be used by the Consultant directly or indirectly in the performance of
the project. The Limit of Liability shall not be less than $2,000,000 inclusive, for
loss or damage including personal injuries and death resulting from any one
accident or occurrence.

3. The VAA Named As Additional Insured

The policies required by sections 2.2 and 2.3 above shall provide that the VAA is named
as an Additional Insured there under and that said policies are primary without any right
of contribution from any insurance otherwise maintained by the VAA.

4. Consultant’s Sub-Consultants

The Consultant shall require each of its Sub-Consultants to provide comparable

insurance to that set forth under section 2.

5. Certificates of Insurance

The Consultant agrees to submit Certificates of Insurance, in the form of Appendix 4,

attached hereto and made a part hereof, for itself and for all of its Sub-Consultants to
the VAA prior to commencing any work or services under the project. Such Certificates
shall provide that 30 days’ written notice shall be given to the VAA, prior to any material
changes or cancellations of any such policy or policies.

6. Other Insurance

After reviewing the Consultant’s Certificates of Insurance, the VAA may require other
insurance or alterations to any applicable insurance policies in force during the period of
the Contract Agreement and will give notifications of such requirement. Where other
insurances or alterations to any insurance policies in force are required by the VAA and
result in increased insurance premium, such increased premium shall be at the
Consultant’s expense.

7. Additional Insurance

The Consultant may take out such additional insurance, as it may consider necessary
and desirable. All such additional insurance shall be at no expense to the VAA. The
Consultant shall ensure that all of its Sub-Consultants are informed of and comply with
the VAA’s requirements set out in this Appendix 3.

8. Insurance Companies

All insurance, which the Consultant is required to obtain with respect to this contract,
shall be with insurance companies registered in and licensed to underwrite such
insurance in the province of British Columbia.

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 VICTORIA AIRPORT AUTHORITY - REQUEST FOR PROPOSALS
MASTER PLAN - YYJ

9. Failure to Provide

If the Consultant fails to do all or anything which is required of it with regard to

insurance, the VAA may do all that is necessary to affect and maintain such insurance,
and any monies expended by the VAA shall be repayable by and recovered from the
Consultant. The Consultant expressly authorizes the VAA to deduct from any monies
owing the Consultant, any monies owing by the Consultant to the VAA.

10. Non-payment of Losses

The failure or refusal to pay losses by any insurance company providing insurance on
behalf of the Consultant or any Sub-Consultant shall not be held to waive or release the
Consultant or Sub-Consultant from any of the provisions of the Insurance Requirements
with respect to the liability of the Consultant otherwise. Any insurance deductible
maintained by the Consultant or any Sub-Consultant under any of the insurance policies
is solely for their account and any such amount incurred by the VAA will be recovered
from the Consultant as stated in section 9.

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 APPENDIX 4 - CERTIFICATE OF INSURANCE

This Certificate is issued to: The Victoria Airport Authority

201 – 1640 Electra Boulevard
Sidney, BC V8L 5V4
Insured Name:
Address:

Broker Name:
Address:
Location and nature of operation or contract to which this Certificate applies:

Policy Dates
Company & Policy
Type of Insurance Number Effective Expiry Limits of Liability/Amounts
Section 1 Bodily Injury and Property
Comprehensive General Damage
Liability including:
• Products/Completed $ 2,000,000 Inclusive
Operations; $ __________ Aggregate
• Blanket Contractual; $ __________ Deductible
• Consultant ’s Protective;
• Personal Injury;
• Contingent Employer’s
Liability;
• Broad Form Property
Damage;
• Non-Owned Automobile;
• Cross Liability Clause.
Section 2 Bodily Injury and Property
Automobile Liability Damage

$ 2,000,000 Inclusive

It is understood and agreed that the policy/policies noted above shall contain amendments to reflect the
following:
1. Any Deductible or Reimbursement Clause contained in the policy shall not apply to the Victoria
Airport Authority and shall be the sole responsibility of the Insured named above.
2. The Victoria Airport Authority is named as an Additional Insured.
3. 30 days prior written notice of material change and/or cancellation will be given to the Victoria
Airport Authority.

______________________ _____________________________ ________________________________

Print Name Title Company (Insurer or Broker)

______________________________ ________________________________
Signature of Authorized Signatory Date

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