REQUEST FOR STANDING OFFER

Transcription

1 Procurement Services 450 Cowie Hill Rd., PO Box 8388, RPO CSC Halifax, NS B3K 5M1 Telephone: (902) REQUEST FOR STANDING OFFER INCIDENTAL WORKS LEAD SERVICE LINE RENEWALS for the Department of Water Distribution Bids submitted on the attached Bid Form ONLY: Standing Offer Addressed to: Michelle Comeau Manager, Procurement Halifax Water 450 Cowie Hill Road Halifax, NS B3P 2V3 Will be received until 2:00 p.m. local time, Tuesday, June 28, 2016 for the above Standing Offer as per the specifications and terms and conditions. Check for changes to this request - Before submitting your bid, visit the Provincial Government Web Portal at or contact our office to see if any Addenda detailing changes have been issued on this tender. Changes may be posted up until the tender closing time. It is the bidders responsibility to acknowledge and take into account all Addenda. Bidders are not required to submit prices for all items listed, Halifax Water will accept quotations for part of or all of the items listed for this contract. Bidders shall be solely responsible for the delivery of their bids in the manner and time prescribed. Bids received after the date and time specified shall be rejected. Fax or electronic submissions will not be accepted. The lowest or any Bid will not necessarily be accepted. Issue Date June 21, 2016

2 Page 2 of 13 PROPONENT S SUBMISSION SHEET The undersigned hereby acknowledges that he/she, as an officer of the stated corporation, has read and understands the specifications, requirements, and proposed agreement regarding Incidental Works Lead Service Line Renewals to Halifax Water. He/she further acknowledges that the seller s proposed products, equipment, materials, and services fully meet or exceed those as specified in Halifax Water s Tender. Additionally, the Proponent agrees that all its bid documents and responses to the aforementioned Tender will, at the option of Halifax Water, become a legally binding and essential portion of the final contract between the successful Proponent and Halifax Water. The following information must be completed to ensure tender acceptance. *ADDENDA No. to INCLUSIVE WERE CAREFULLY EXAMINED. DATED THIS DAY OF, 2016 PROPONENT S COMPANY NAME: ADDRESS: CITY/ PROVINCE: POSTAL CODE: PHONE NO.: FAX NO.: EMERGENCY / AFTER HOURS NO.: ADDRESS: WEBSITE: CONTACT NAME (please print): TITLE (please print): PHONE NO.: CONTACT NAME FOR EMERGENCY / AFTER HOURS: AUTHORIZED SIGNATURE: HST REGISTRATION NO: WCB COVERAGE: YES NO * The proponent shall list and initial all addenda received during the period and shall take them into consideration when preparing their bid submission. A signed copy of each Addendum must be included with the bid submission. Failure to comply may be cause for rejection of bid submission. HALIFAX WATER RESERVES THE RIGHT TO REJECT ANY OR ALL SUBMISSIONS. THE LOWEST OR ANY SUBMISSION WILL NOT NECESSARLIY BE ACCEPTED. This tender will adhere to Halifax Water s Standard Terms & Conditions. They can be found on our website at

3 Page 3 of 13 INTRODUCTION Halifax Water will be accepting competitive bids for the Standing Offer to provide Incidental Works Lead Service Line Renewals in the Halifax Regional Municipality core area, as indicated in Appendix B. This agreement in no manner, commits Halifax Water to an exclusive contract for this service. Halifax Water reserves the right to award this price agreement to more than one contractor and to have this work performed by other contractors at the sole discretion of Halifax Water staff. Halifax Water is receiving increasing interest from customers in replacing lead service lines. Typically, Halifax Water will replace the portion of the lead service line in the public right of way after the customer has replaced the portion on their property. It is very important that the delay between replacement of the public and private portions be as minimal as possible, however, processes such as permits and locates introduce an inherent delay if the two portions are replaced as separate uncoordinated contracts. The intent of this procurement is to identify a roster of contractors accepted to do the public portion who will have the option of engaging with the home owner to complete the work as a single coordinated operation. It is envisioned that the work will take place in one of two ways: Homeowners who express an interest in having the work completed in one coordinated operation will be provided names of successful contractors from this procurement. The homeowner may seek pricing for the private portion from any or all of the successful contractors and the homeowner may select one to do his work. The contractor selected by the homeowner will also be assigned the public right of way work by Halifax Water at the terms quoted in this procurement. Homeowners are free to negotiate with and select other contractors, however, other contractors will not be eligible to do the public right-of-way work and homeowners will not benefit from having the work done as a single operation. Any of the successful contractors from this procurement, who obtains private lead service line replacement work from their own efforts, will be assigned the public right-of-way portion upon contacting Halifax Water. In both cases, the contractor will contract separately with the homeowner and Halifax Water but must do the work as a single coordinated operation with minimal if any delay between replacement of the public and private portions. The contractor is not bound to do work for the homeowner at prices quoted in this request for standing offer. Please note: all work will be carried out under Halifax Water s Annual Streets and Services Permit The bidder shall be required to carry out all assigned work in a timely and orderly fashion. Any undue delay or substandard workmanship may be cause for termination of the agreement. All questions must be in writing and directed to Michelle Comeau, Manager of Procurement, Halifax Water, a MINIMUM OF 48 HOURS PRIOR TO BID CLOSE by procurement@halifaxwater.ca or fax (902) Bids must be received in the office of Halifax Water, 450 Cowie Hill Road, Halifax, NS, B3P 2V3, no later than 2:00 p.m. local time, Tuesday, June 28, CONTRACT TERM This standing offer agreement will be for a one (1) year period commencing from time of award ending June 30, 2017, with an option to renew for one (1) additional one (1) year period with all parties mutual consent.

4 Page 4 of 13 SCOPE OF WORK LEAD SERVICE LINE RENEWALS All work to include excavation, gravel, supply of new copper line and associated parts & fittings, (including pipe wrap and insulation where required). Re-instatement of asphalt, curb, sod and sidewalk to be priced separately. All compaction and testing to be included in this item. Submit pricing for trenchless methods to remove old lead services and replace with new copper. Submit details of the method chosen. Halifax Water reserves the right to operate the service valves and to install the new copper line for the entirety of the new lateral replacement. The successful bidder(s) will be responsible for all travel, transportation of personnel, materials, tools, and equipment to and from the various work sites. The bid price shall include all wages, overtime, fringe benefits, insurance, working tools, equipment necessary to perform the work, etc. and other charges incurred to provide the required service. In the event of equipment breakdown, the bidder(s) shall make available other means to ensure that work is still carried out in accordance with specified timelines. Halifax Water reserves the right to cancel this contract on the basis of poor performance. Halifax Water shall be the sole judge of performance. Halifax Water also reserves the right to re reject all bids or to accept any bid or portion thereof. Halifax Water reserves the right to withdraw this Request for Quotations at any time for any reason. The successful bidder(s) will be issued a Price Agreement to perform the above stated work (in accordance with the specifications), on an as and when requested basis for the period of the contract. It is the contractor s responsibility to abide by the Call before you Dig Regulation as per Federal Government requirements. It should be noted that this would apply to such companies as: - Heritage Gas - Sempra Gas - Nova Scotia Power - Bell Aliant - Halifax Regional Municipality - Halifax Water - Telecom Group Fax (Herring Cove Rd.) - Northeast Pipeline INFORMATION SECTION ADDITIONAL SERVICES Halifax Water reserves the right to negotiate prices with the successful bidder(s) for other services which are not included in this agreement but which may be required on a one time basis provided the company has the ability and equipment to perform the particular service. Should the bidder(s) not be able to perform the service to Halifax Water s satisfaction, quotations will be solicited from other companies. COMPLETION OF WORK When work is distributed to the successful contractor(s), the request will have a completion date to be agreed to, upon acceptance of the work. In the event this completion date is not met, Halifax Water reserves the right to revoke the work and distribute to an alternate contractor for completion.

5 Page 5 of 13 DEFICIENT WORK In the event of deficient work that requires attention by the contractor as a result of improper work practices, the contractor will be given notice of the deficiency and a time frame for completion. If the contractor fails to comply with the repair request there will be NO ADDITIONAL work awarded to the contractor until the request has been completed to Halifax Water s satisfaction. HOURS OF OPERATION Some activities are better done during low or off peak hours. This type of work may be scheduled at the discretion of the successful bidder but remuneration will be at the regular service rate. No work shall be permitted during peak hours on major roadways except in emergency situations or with the approval of the engineer. Peak hours are defined as being from 7:00 am to 9:00 am and from 4:00 pm to 6:00 pm from Monday to Friday. NORMAL DAILY SERVICE CALLS The successful bidder(s) shall respond to normal service calls on a daily basis, or in case of bad weather within three (3) working days of the call. Note: Main Streets have restricted hours of work, no work to be performed during peak hours as defined above. BIDDER CONTACT INFORMATION In order that such availability is always present, the successful bidder must provide the following modes of communication. Normal Hours - Phones at place of business - Fax at place of business - Pager(s) cellular phones for service crew(s) Emergency call out (after normal hours) - A single number must be provided for all callers, typically a message service where the on call person can be reached 24 hours per day, while on call. TRAFFIC CONTROL The bidder shall be responsible for coordinating the control of traffic during the course of work, whether the traffic is low volume or high volume. Traffic Control shall strictly follow the latest edition of the Province of Nova Scotia Traffic Control Manual and shall include all necessary traffic control persons, signage, barrels, cones, and arrow boards to successfully carry out the required work. Flag persons will be required to guide pedestrian and vehicular traffic when required. The hourly rate for the traffic control person is to be quoted as an all-inclusive rate; traffic control person, signs, barrels, cones, travel costs and arrow board. Rates commence when crews are requested to arrive at the site and finish at the site. Halifax Water will not be responsible for travel to and from the work sites. Contractors are to include those costs in the quoted rates. Any Department of Labour violations regarding Safety issues must be passed on in writing to the appropriate Halifax Water Project Manager and Procurement staff. The successful bidder will invoice Halifax Water, as per the agreement, for the costs associated with Traffic Control. Traffic Control Flag Person including the Signer shall have successfully completed the following courses: 1.) Traffic Control Person (TCP); 2.) Temporary Workplace Signage (TWS); 3.) First Aid (and one person on the crew with CPR certificate).

6 Page 6 of 13 Halifax Water reserves the right to use their own traffic control personnel or negotiate with the successful vendor(s) after bid submission evaluation is completed. QUALIFICATIONS WORKERS COMPENSATION BOARD (WCB) The contractor must provide proof of good standing status with the Workers Compensation Board (WCB) for the entire period of the contract. The successful bidder will notify Halifax Water if their status with the WCB changes and is to provide Halifax Water with the updated proof of status as required. OCCUPATIONAL HEALTH & SAFETY Contractors are advised that it is their responsibility to ensure that the personnel assigned to this work are familiar with and fully knowledgeable and comply with the Occupational Health and Safety Act of the Province of Nova Scotia, the Halifax Water Safety Policy and Procedures Manual, and other Federal, Provincial and Municipal safety requirements. The contractor must hold a certificate of recognition issued jointly by the Nova Scotia Department of Labour and an Occupational health and Safety organization approved by the NS Department of Labour or have a Letter of Good Standing from an Occupational health and Safety organization approved by NS Department of Transportation and Infrastructure Renewal indicating that the contracted party is in the process of qualifying for the certificate of recognition. NOVA SCOTIA CONSTRUCTION SAFETY ASSOC. (NSCSA) The successful bidder(s) must provide a valid Letter of Good Standing of the Certificate of Recognition Program issued to the Bidder by the Nova Scotia Construction and Safety Association or another recognized association, indicating the Bidders current status. INSURANCE COVERAGE The contractor must provide a Certificate of Insurance stating the contractor has two million dollars ($2,000,000) Public General Liability Insurance and Halifax Water is added as an additional insured in the Certificate of Insurance. Also, the successful contractor must have two million dollars ($2,000,000) Automobile Public Liability and Property Damage Insurance. The contractor shall pay for and maintain during the contract period the above insurance in the name of the contractor, and Halifax Water as additional insured and as unnamed insured all persons employed directly or indirectly by the contractor indemnifying the contractor, and Halifax Water against all claims, damages, costs, charges, and expenses either party may incur or sustain by reason of the work being performed and in the amounts and coverage stated above. The contractor will notify Halifax water if their insurance coverage changes. POLICE RECORD CHECK (PRC) / SECURITY REQUIREMENTS All contractors, consultants and their employees working for Halifax Water must obtain an up to date Police Record Check (PRC), which is valid for a three year period. The process for obtaining a PRC is outlined in Appendix A. Certificated copies of all the Certificates must be submitted by the awarded contractor(s) within five (5) days of contract award.

7 Page 7 of 13 EVALUATION CRITERIA Halifax Water will accept bids for part of or all of the services listed for this contract. Each bidder will be evaluated on price, references, their ability to carry out the required services, their staff, qualifications, past performance and ability to meet ALL specifications as outlined in this Request for Standing Offer. Halifax Water reserves the right to utilize multiple contractors for these services. The work of this contract is to be in accordance with the current edition of the HRM Municipal Design Guidelines, in conjunction with the Standard Specifications for Municipal Services, (Current Edition), as developed by the Nova Scotia Road Builders Association, and Nova Scotia Consulting Engineers Association joint committee, as well as, Halifax Water Design and Construction Specification, (Current Edition). This contract sets a price for work, if and as requested, by the Water Distribution department of Halifax Water. REFERENCES Contractors are to provide a list of three (3) references for any work of a similar nature done by your firm in the past three years. References from Halifax Water staff cannot be considered as it might be perceived as a conflict of interest. Halifax Water staff shall be sole judge if their references are suitable to carry out this work. The contractor must be qualified in this field of work and through references past performance and service must demonstrate their firm is qualified to carry out this work. 1 Company Contact Number Description of work provided 2 Company Contact Number Description of work provided 3 Company Contact Number Description of work provided PERSONNEL Qualifications of service personnel must be submitted in detail with the tender plus documentation of all the safety courses for each employee on this contract not excluding the following: First Aid St. John Ambulance Fall Protection NSCSA Traffic Control Person Accreditation Card must be valid throughout the life of the contract Confined Space Training Gas Meter Temporary work place signing Accreditation Card must be valid throughout the life of the contract.

8 Page 8 of 13 MAINTENANCE All work must be supported by a Halifax Water work order and must include the name, position, and phone number of the authorizing person. No invoice will be processed that is not supported by a work order. AUTHORIZATION OF WORK All work under this Price Agreement will be originated by Halifax Water staff. Under NO CIRCUMSTANCE is the successful bidder(s) to initiate work without the direct approval of an authorized Halifax Water employee.

9 Page 9 of 13 TERMS AND CONDITIONS 1. INQUIRIES All questions related to this Request for Standing Offer shall be submitted in writing, at least two (2) business days before closing date, to the attention of: 2. UNIT PRICING and EXTENSIONS Michelle Comeau Manager, Procurement Halifax Water procurement@halifaxwater.ca Phone: (902) Fax: (902) The bid price shall include all wages, fringe benefits, insurance, handling, freight, duty, transportation, working tools, equipment costs, and other charges incurred to provide the required services. All prices should be extended and totalled. The extended price is derived by multiplying the unit price by the quantity of units required. In the event of an error in calculation of the extended price, the unit price will be taken as correct and will govern in the Bid evaluation and contract administration. 3. TAXES EXCLUDED The Bid prices shall exclude HST. Do not include any Provincial or Federal Sales tax. 4. CURRENCY All prices should be quoted in Canadian dollars. Please Bid your net price on each of the above commodities or services, F.O.B. destination Halifax Water, prepaid. 5. PAYMENT & INVOICING Payment shall be based on Net 30 Days from date of invoice or receipt of goods/ services, whichever is later. If special payment terms or schedules are required, these must be specified in the Bid; otherwise, Halifax Water payment terms (net 30 days) will apply. Each invoice must include the following: Date and location work was performed; Halifax Water contact name; A list of quantities and unit contract prices; A copy of the Traffic Control service provider s invoice, in order to confirm the number of hours. Invoices are to be sent by to accounting_dept@halifaxwater.ca. Halifax Water administers its payables via an electronic payment process known as EDI payment. Payments for this solicitation and following contract will be administered via the electronic payment process.

10 Page 10 of EXPLANATION TO BIDDERS No verbal agreement or conservation with any officer, agent or employee of Halifax Water either before or after execution of the contract shall effect or modify any of the terms or obligations contained in any of the documents comprising the said contract. 7. RIGHT TO REJECT; FINANCIAL STABILITY; NON-COMPLIANCE Failure to comply with any of the mandatory terms or conditions contained or referenced in the Invitation documents may result in the rejection of the Bid. All of the terms, conditions and/or specifications stated or referenced in the Invitation are assumed to be accepted by the Bidder and incorporated in the Bid. Bidders may be required to demonstrate financial stability, authorization to provide the goods/services being acquired, and/or regulatory agency approval, licensing or registration as needed, or otherwise clarify Bidder s capability to satisfy the Invitation requirements. Halifax Water reserves the right to reject Bids from any Bidder that it feels is incapable of providing the necessary labour, materials, equipment, financing or management resources to perform the work or supply the goods in a satisfactory and timely manner. Halifax Water reserves the right to waive minor non-compliance where such non-compliance is not of a material nature in its sole and absolute discretion, or to accept or reject, in whole or in part any or all Bids, with or without giving notice. Such minor non-compliance will be deemed substantial compliance and capable of acceptance. Halifax Water will be the sole judge of whether a Bid is accepted or rejected. Halifax Water reserves the right to split an award amongst Bidders as deemed in the best interest of Halifax Water. This agreement in no manner, commits Halifax Water to an exclusive contract for this service. Halifax Water reserves the right to set price agreements for similar work with other suppliers and to have this work performed by other suppliers at the sole discretion of Halifax Water staff. 8. CANCELLATION; NO AWARD Issuing an Invitation implies no obligation on Halifax Water to accept any Bid or a portion of any Bid submitted. Halifax Water does not bind itself to accepting the lowest or any Invitation received, but reserves the right to award the Invitation to its best advantage. Invitations may be cancelled in whole or in part without penalty, when a) the price Bid exceeds the funds allocated for the purchase; b) there has been a substantial change in the requirements after the Invitation has been issued; c) information has been received by Halifax Water after the Invitation has been issued that Halifax Water feels has substantially altered the procurement; or d) there was insufficient competition in order to provide the level of service, quality of good or pricing required. If no compliant Bids are received in response to an Invitation, Halifax Water reserves the right to enter into negotiations with one or more vendors in order to complete the procurement. Halifax Water will be the sole judge of whether there is sufficient justification to cancel any Invitation. No action or liability will lie or reside against Halifax Water in its exercise of its rights under this section. 9. INDEMNIFICATION The contractor agrees to indemnify and save harmless Halifax Water from and against all claims, actions, losses, expenses, costs or damages of every nature and kind whatsoever which Halifax Water may sustain or incur by reason of any act or omission of the vendor or its servants, agents or manufacturer of the products sold to Halifax Water or through the performance of this contract.

11 Page 11 of ADDENDA, CORRECTIONS OR EXTENSIONS OF THE INVITATION Periodically, Halifax Water is required to issue notification of changes or corrections to a bid document. Normally these notifications will have a direct bearing on the cost of a project and will influence the way you bid. Therefore, it is important that Halifax Water has assurances that you infact received the notification. Halifax Water reserves the right to modify the terms of the Invitation at any time prior to closing, at its sole discretion. It is the sole responsibility of the vendor to monitor the Nova Scotia Government website for any addenda that may be issued. Halifax Water will make information available to the public regarding any changes made to the Solicitation, or any change in the closing date or time. Bidders are responsible for ensuring that they are aware of and have complied with any Addenda. Halifax Water no longer maintains plan taker s lists, and will no longer have knowledge of who has downloaded opportunities. A signed copy of each Addendum must also be included with the tender bid. Failure to comply with the instructions on an advisory or addendum may result in rejection of your quotation, regardless as to whether the changes noted in the advisory or addendum are included in the tender or not. 11. COOPERATIVE PURCHASING Although the Tender may identify a user Department that initially requested a Standing Offer be created, Halifax Water Standing Offers are generally available to other governmental entities, including the Province of Nova Scotia, HRM and other MASH sector entities; Municipalities, Academic institutions and School Boards and Hospitals.

12 Page 12 of 13 APPENDIX A POLICE RECORDS CHECK (PRC) PROCESS FOR OBTAINING POLICE RECORD CHECK FOR CONTRACTORS/CONSULTANTS 1. All contractors, consultants and their employees working for Halifax Water must obtain a Police Record Check (PRC). 2. It is the responsibility of the Halifax Water staff member that engages a contractor/consultant to ensure that a PRC is conducted. 3. To obtain a PRC, contractors or consultants should either: a) Book an appointment with or visit their local Police Department. Once completed, the results of the PRC should be sent to the address below indicating the organization the individual is currently employed with, the HW Project Manager, and the name of the project that the PRC s relate to. Halifax Water Safety & Security Dept. 450 Cowie Hill Road Halifax, NS B3P 2V3 or by monicastc@halifaxwater.ca b) Go online to If this method is chosen, the individual will have to create a personal account with mybackcheck. They have the option of verifying their ID either online by answering a couple of quick questions regarding their credit history or in person at any of the 5000 participating Canada Post locations nationwide. Once verified, the Police will complete the PRC. The individual will receive an indicating the results are in. They will then have to login to their mybackcheck account and choose to Share the results with Halifax Regional Water Commission again indicating the organization the individual is currently employed with, the HW Project Manager and the name of the project that the PRC s relate to. For residents of the United States, a FBI record check is acceptable. 4. The Safety & Security Department will notify the Halifax Water Project Manager who requested the PRC whether the contractor/consultant has received clearance. 5. If a contractor/consultant requires Card Access to a Halifax Water facility(s) the Project Manager will schedule an appointment with the Human Resources Department to have a Contractor Card created and access granted, based on the contractors/consultant s needs. 6. Certain contractors/consultants, depending on the work or services they are providing, may require a fingerprint-based check. Halifax Water reserves the right to request fingerprints where applicable. 7. All contractors, consultants and their employees are required to renew their PRC every 3 years.

13 Page 13 of 13 APPENDIX B BID FORM SCHEDULE OF UNIT PRICES Please complete the Unit Price fields. Prices are to be quoted excluding tax. Price Agreement # Posting Date Closing Date Procurement Contact June 20, 2016 June 27, 2016 Michelle Comeau Description Unit of Measure Unit Price Rock Excavation m³ $ Concrete Curb and Gutter m $ Asphalt Curb m $ Sidewalk 100mm m² $ Hand patching mix 4a (include TOKBan Tape in unit tonne price) Hand patching mix 4a including cutting out (include TOKBan Tape in unit tonne price) Tonne (T) $ Tonne (T) $ Topsoil/sod m² $ Renew Service Laterals: Copper 3/4 m $ Copper 1 m $ ADDITIONAL SERVICES: Flat rate for extra work in spring due to temporary winter restorations. each $ TRENCHLESS METHODS: 3/4 m $ 1 m $ TRAFFIC CONTROL: (Rates are to include travel to and from Halifax Water work sites and are to be all inclusive ie: cones, barrels etc.) Per person / hour $