CITY OF CHARLOTTETOWN. REQUEST FOR QUOTATIONS SUPPLY AND INSTALL LIGHTING Municipal Parking Garages

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1 CITY OF CHARLOTTETOWN REQUEST FOR QUOTATIONS SUPPLY AND INSTALL LIGHTING Municipal Parking Garages May 2016

2 PAGE 2 CITY OF CHARLOTTETOWN REQUEST FOR QUOTATIONS SUPPLY AND INSTALL LIGHTING Municipal Parking Garages Quotes shall be submitted by completing this document and placing it in a sealed envelope, clearly marked on the outside, "RFQ SUPPLY AND INSTALL LIGHTING Municipal Parking Garages; Controller; 3rd Floor City Hall", and must be received by the Controller before 2:00:00 pm local time on Tuesday, May 17 th, Submissions received after the time so indicated shall be returned unopened. It is the responsibility of the bidder to ensure their submission is received by the aforementioned deadline. Any addenda will be posted on the City of Charlottetown website at Bidders are responsible for checking the website for proposal/quote/tender notices, documents, and addenda. The City is not responsible for ensuring bidders have obtained addenda. This Request for Quotations (RFQ) creates no obligation on the part of the City of Charlottetown to award the contract or to reimburse bidders for RFQ preparation expenses. The City of Charlottetown reserves the right to accept or reject any and all quotes, in whole or in part, received as a result of this request, and to negotiate in any manner necessary to best serve the interests of the City. Submissions will not be evaluated if the Bidder s current or past corporate or other interests may, in the City s opinion, give rise to a conflict in connection with this project. At the election of the City, whether or not a bid or bidder otherwise satisfies the requirements of the tender, the City may reject summarily any bid received from a corporation or other person which has been anywise involved in litigation, arbitration or alternative dispute resolution with the City within the five (5) year period immediately preceding the date on which the request for quotations was published. The City s evaluation may include information provided by the bidder s references and may also consider the bidder s past performance on previous contracts with the City or other institutions. The City may prohibit a bidder from participating in a procurement process based on past performance or based on inappropriate conduct in a prior procurement process, and such inappropriate conduct shall include but not be limited to the following: (a) the submission of quotations containing misrepresentations or any other inaccurate, misleading or incomplete information; (b) the refusal of the bidder to honour its pricing or other commitments made in its proposal; or (c) any other conduct, situation or circumstance, as solely determined by the City. A Bidder who has already submitted a bid may submit a further bid at any time up to the official closing time. The last submission received shall supersede and invalidate all submissions previously submitted by that bidder for this RFQ. Any bidder may withdraw or qualify his/her submission at any time up to the official closing time by re-submitting a new bid to the City. The time and date of receipt will be marked thereon and the new submission will be placed in the tender box. The new submission shall be marked on the sealed envelope by the Bidder as Resubmission # along with the name of the RFQ and to the attention of the Controller, as noted above in the RFQ. Bids may be withdrawn at any time prior to opening upon written request from the bidder. Negligence on the part of the bidder in preparing his/her bid shall not constitute a right to withdraw a bid subsequent to the bid opening. Any potential conflict of interest must be disclosed to the City in writing. Any conflict of interest identified will be considered and evaluated by the City. The City has the sole discretion to take the steps they deem necessary to resolve the conflict. If, during the term of the Contract, a conflict or risk of

3 PAGE 3 conflict of interest arises, the Vendor will notify the City immediately in writing of that conflict or risk and take any steps that the City reasonably requires to resolve the conflict or deal with the risk. No fax or tenders will be considered. The RFQ shall be awarded upon approval by City Council as soon as practical after the bid opening. The award will be posted on the City s tender site. All questions in respect of this RFQ must be addressed in writing to Amanda Cheverie, Controller at Questions must be received prior to three (3) business days before the close date of this RFQ. Introduction: The City of Charlottetown is accepting bids on a lighting fixture retrofit of the Fitzroy, Pownal, and Queen Street parking garages, located at 130 Fitzroy St, 100 Pownal St, and 222 Queen St. respectively. The scope of this project includes removal and disposal of the existing fixtures, and supply and installation of new fixtures as per specifications. All lights are to be replaced throughout the parkades, with the exception of the main area lights at the Pownal parkade; these lights are to be supplied only. All equipment and materials required for the completion of the work are to be supplied by the successful bidder and costs for the materials, equipment and labour are to be accounted for. The City s decision to purchase will be based on best value as determined by the City.

4 PAGE 4 The undersigned understands and agrees to the following provisions of this request for tender: AGREEMENT 1. This form must be used for tabulation purposes. Specification sheets form part of submission and must not be removed. 2. All submissions must be accompanied by manufacturer s literature describing, in detail, the equipment bid upon. 3. Every submission received shall be accompanied by a certified cheque or bid bond payable to the City of Charlottetown in the amount of at least Ten (10) Percent of the submission price including applicable taxes. The bid guarantees will be returned to all except the three (3) lowest bidders within three (3) days after the opening of submissions. The bid guarantees of the remaining nonsuccessful bidders will be returned within the earlier of sixty (60) days after the opening of submissions and two (2) days after Council awarding the RFQ. No interest will be paid on any bid deposit. If a bid bond is issued it must be accompanied by a letter of surety from a recognized Canadian Surety Company outlining that a Fifty (50) Percent Performance Bond and a Fifty (50) Percent Labour and Materials Bond will be presented if awarded the project. All other deposits shall be returned by mail unless otherwise requested by the Bidder. 4. Deposit(s) shall be retained during the contract period until the issuance of the final certificate of acceptance. Certified cheques will be held by the City and no interest will be paid. Performance deposit will be released upon final acceptance of the work to the City s approval. A Fifteen (15) Percent holdback will be retained during construction and for Sixty (60) days following substantial performance of the work as the City's protection during the standard lien period. 5. A guaranteed maintenance period shall be effective for a total of twelve months, specified from the day following substantial performance of the work. Five (5) Percent of all monies shall be retained by the City during construction and for twelve months following substantial performance of the work. This Five (5) Percent shall be retained as security for the City to be utilized by the City if the Vendor fails to provide adequate service during the maintenance period. All costs incurred by the Owner resulting from inadequate service by the Vendor (ie., non-responsive to deficient items requiring repair or repeated repairs to the same item), will be deducted from the Guaranteed Maintenance Holdback. 6. All prices quoted are to be in Canadian funds, including any Canadian customs Duties and Excise Taxes, and are to include all delivery charges. It is the responsibility of the bidder to determine from the appropriate authorities what taxes, rates and charges are applicable to this RFQ. 7. The City of Charlottetown reserves the right to inspect any products supplied as a result of this RFQ, and shall be the sole judge as to whether equipment supplied meets specifications. 8. The City of Charlottetown reserves the right to accept or reject any or all submissions, to waive any technicality in a submission and to accept any part of a submission as deemed to be in the best interest of the City. The City of Charlottetown is not bound to accept the lowest or any submission that may be received. The full Submission Package must be returned and any additional information may be attached.

5 PAGE 5 9. The specifications in this RFQ are the minimum acceptable. When specific manufacturer and model numbers are used, it is to establish a design, type construction, quality, functional capability, and/or performance level desired. When substitutions are bid, they must be identified by manufacturer, stock number, and other descriptive information to establish equivalency. The City shall be the sole judge of equivalency. Failure to comply with the attached specification could result in the RFQ being rejected. 10. Vendors are advised that the City has now moved to electronic payments on goods and services provided to the City. Payment of invoices will be made by way of Electronic Funds Transfer (EFT). The successful bidder will be required to provide the necessary banking information for registration on the City system. 11. Payment terms will be considered as net thirty (30) days from date of receipt of invoice. 12. This RFQ is valid for acceptance for a period of sixty (60) days from date of closing of the RFQ. 13. That the undersigned is to carry and keep in force Public Liability Insurance in a form equivalent in terms of coverage to the industry standard Commercial General Liability for all services provided to and on behalf of the City of Charlottetown and the amount of coverage shall be not less than two million dollars ($2,000,000.00) per occurrence and to indemnify and save harmless the City in the event of any damages, suits or actions as a result of damages, injuries or accident done to or caused by him, or his employees or relating to the prosecution of the works or any of his operations or caused by reason of the existence or location or condition of any materials, plant or machinery used there on or therein, or which may happen by reason thereof, or arising from any failure, neglect or omission on his part, or on the part of any of his employees, to do or perform any or all of the several acts or things required to be done by him or them under and by these conditions, and covenants and agrees to hold the City harmless and indemnified for all such damages and claims for damages. A copy of the Commercial General Liability Insurance (or certificate of insurance) covering the legal liability of the submitter for injuries to, or death of, persons and/or damage to property of others for limits of not less than two million dollars ($2,000,000.00) per occurrence for bodily injury and property damage with an insurer and in a form satisfactory to the City will be furnished. Such insurance shall have the City as an additional insured and shall contain cross liability coverage and preclude subrogation by the insured against the City. A Certificate(s) of Insurance and any renewals thereof, shall be furnished to the City prior to commencement of work by the Contractor and must be updated as required during the Term. All required insurance shall be endorsed to provide the City with thirty (30) days advance written notice of cancellation or material change and fifteen (15) days notice in the event of nonpayment. 14. This contract will comply with the regulations of the Occupational Health and Safety Act and any other regulations pertaining to the construction and maintenance of the work. The Vendor awarded this contract will be required to provide proof that their Company complies with all the provisions of the PEI Occupational Health and Safety Act, as well as, the Workers Compensation Act regulations. During the process of the quoted work Vendors will be required, on the request of the City, to provide written verification that their work is in compliance. See the City of Charlottetown s website for a complete list of documentation required by contractors.

6 PAGE The City reserves the right to cancel agreements based on performance, with the City as sole judge of that performance. 16. In cases of error in the extension of prices, the unit bid prices shall govern. The owner reserves the right to waive any informality in bids at his discretion 17. It is the sole responsibility of the bidder to ensure proper fixture voltages, ballast compatibility, and quantities necessary to ensure project completion. Quantities noted are anticipated quantities. Should there be a discrepancy between specifications provided and actuality, the bidder is to make the discrepancy known to the City PRIOR to placing their bid so that an addenda can be made. In the event that the bidder should fail to do confirm specifications, it is their responsibility to remedy any resulting issues. 18. Proposed alternatives to the products noted below are to be sent to the City for approval within three (3) business days of the closing of this RFQ. 19. Work is to commence two (2) days after Council award date and is to be completed by September 15th, Any delays beyond this time will be considered a lack of performance by the Vendor and a failure to provide the tendered equipment and services. A penalty of $ per calendar day per unit may be assessed against the Vendor until delivery is completed. Please note that no vendor will be penalized for late delivery as a result of circumstances beyond their control. Documentation must be provided as proof of reason for late delivery. In the event the City agrees to an extension of the delivery date, no penalty will be assessed. DATED: VENDOR: (Signature) (Print name)

7 PAGE 7 Parkade Bid Forms The City of Charlottetown is not bound to accept the lowest or any submission that may be received. The full Submission Package must be returned and any additional information may be attached. Parkades are divided by location. Please note that there are two forms to be filled out: Individual Parkade Summary - Bidders can submit a quote for each parkade. Bidders must indicate how many parkades they are able to complete within the allotted timeframe outlined in the RFQ. Combined Parkade Summary - Bidders also have the option to provide one total price on all three parkades if the City were to award to one vendor.

8 PAGE 8 Fitzroy St. Parking Garage Description Quantity Locations Unit Price Total SVPG-168L-800-NW-PM-5-HVU-DD-MGY (+ 347ST Accessory) Philips soft-view 35 Watt LED Parking Garage Light D-W-A-E-35L or APPROVED alternate 32 Watt Philips LED Vapour Tight 246 Main parking area 18 Stairwells D-W-L-E-35L or APPROVED alternate 32 Watt Philips LED Vapour Tight LD-WP-GL-2A-347V-PE or APPROVED alternate 22 Watt Cooper LED wall-pack XTOR5A-347-PC2 or APPROVED alternate 41 Watt Cooper Crosstour LED wall-pack (must match existing style) 4 Booth 10 Stairwell entrances 3 Exterior walls GLEON-AE-02-LED-347-T4W-BK-700-P or APPROVED alternate 72 Watt LED Cooper Galleon post mounted area light MATERIALS AND LABOUR 8 Rooftop pole lights SUB TOTAL: HST: TOTAL: Special considerations Main area lighting is to be drop mounted to 1 (one) inch above the bottom of the concrete beams. Rigid stem or trunnion mount are both acceptable mounting options.

9 PAGE 9 Pownal St. Parking Garage Description Quantity Locations Unit Price Total Philips InstantFit or GE Integrated LED tube or APPROVED alternate 18 Watt 4 LED T8 Tube 644 Main parking area, booth, stairwells LD-WP-GL-2A-120-PE or APPROVED alternate 22 Watt Cooper LED wall-pack 4 Roof stairwell entries & front doorway LD-WP-GL-4A-120-PE or APPROVED alternate 40 Watt Cooper LED wall-pack 2 Outside walls GLEON-AE-02-LED-E1-5WQ-BK or APPROVED 2 alternate 107 Watt Cooper Galleon post mounted area light HN-H-G24Q-26W-4000-G3 or APPROVED alternate Lunera 4-Pin CFL LED replacement 14 Rooftop pole lights Circular accent lights MATERIALS AND LABOUR SUB TOTAL: HST: TOTAL: Special Considerations: The tubes required for main area lighting are to be supplied only. They are to be left in a dedicated room located at the Pownal street parking garage to be later installed by maintenance staff.

10 PAGE 10 Queen St. Parking Garage Description Quantity Locations Unit Price Total D-W-A-E-43L or APPROVED alternate 38 Watt Philips LED vapour tight fixture Philips InstantFit or GE Integrated LED tube or APPROVED alternate 18 Watt 4 LED T8 Tube GLEON-AE-02-LED-347-5WQ-BK-700-P or APPROVED alternate 72 Watt Cooper Galleon post mounted area light LD-WP-GL-2A-347-PE or APPROVED alternate 22 Watt Cooper LED wall-pack Main parking area Stairwells, booth Rooftop pole lights Rooftop stairwell entry & side doorway LD-WP-GL-4A-347-PE or APPROVED alternate 40 Watt Cooper LED wall-pack 3 Exterior walls MATERIALS AND LABOUR SUB TOTAL: HST: TOTAL: Special Considerations: Two lights are to be installed everywhere a junction box is currently located. Lights are to be placed an even distance apart from the middle of the runway. This applies to all lights, regardless of existing type and quantity. The only exception are for Metal Halide / Sodium lights, for which there is generally only one, located in the centre of the alley. These are to be replaced with two lights, following the aforementioned spacing guidelines.

11 PAGE 11 Individual Quotation Summary Description FITZROY (HST included) $ Total POWNAL (HST included) $ QUEEN (HST included) $ TOTAL: $ Please note the number of parkades to be completed in the allotted time frame noted in the RFQ below: BID COMPANY NAME: CONTACT NAME (PRINT): TELEPHONE/CELL PHONE: SIGNATURE Date:

12 PAGE 12 Combined Quotation Summary Description FITZROY (HST included) $ Total POWNAL (HST included) $ QUEEN (HST included) $ TOTAL: $ BID COMPANY NAME: CONTACT NAME (PRINT): TELEPHONE/CELL PHONE: SIGNATURE Date:

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