MUNICIPALITY OF CENTRE HASTINGS REQUEST FOR QUOTE

Transcription

1 MUNICIPALITY OF CENTRE HASTINGS REQUEST FOR QUOTE LED LIGHTING UPGRADE MADOC & DISTRICT RECREATION CENTRE 45 COOPER RD DATE OF ISSUE: April 18, 2016 TENDER CLOSING: INQUIRIES TO: 12:00 Noon local time, Friday, May 6, 2016 Christine Martin, CAO/Treasurer 7 Furnace Street, Madoc Telephone: (613) cmartin@centrehastings.com Or Brad Watson, Arena Manager 45 Cooper Road, Madoc Telephone: (613) bwatson@centrehastings.com Cell: (613)

2 MUNICIPALITY OF CENTRE HASTINGS REQUEST FOR QUOTE LED LIGHTING MADOC & DISTRICT RECREATION CENTRE 45 COOPER RD Scope of Work Closing Date: This project is for the removal of all existing lighting and the supply and installation of new LED lighting and components for the retrofit of the entire facility. Friday, May 6, 2016 at 12:00 Noon, local time. Term: Completion by July 30, 2016 Sealed Bids to be delivered to: Opening: Centre Hastings Municipal Office, 7 Furnace Street, P.O. Box 900, Madoc, Ontario K0K 2K0 Attention: Christine Martin, CAO/Treasurer Immediately following closing date and time. Award of Contract: May 11, 2016 (provided within budget) 2

3 1. Submission INFORMATION AND INSTRUCTIONS a. An original sealed bid must be submitted to the Municipality on or before the Closing Date identified herein. A bid will accepted only when submitted in an envelope sealed and clearly addressed to Centre Hastings Municipal Office, 7 Furnace Street, P.O. Box 900,Madoc, Ontario, K0K 2K0,Attention: Christine Martin, CAO/Treasurer and marked Lighting upgrade Madoc & District Recreation Centre. Bidders name and address must be included. Faxed or electronic replies will NOT be accepted. b. The bid shall be deemed proof that the contractor has satisfied himself/herself as to all the provisions held in the Request For Quote, all conditions which may be encountered, what goods and services he/she will be required to supply, or any other matter which may enter into the carrying out of the obligations referred to in the Request for Quote, and no claims will be entertained by the Municipality of Centre Hastings based on the assertion by the successful contractor that he/she was uninformed as to any of the requirements of the Request For Quote. c. The contractor shall carefully study the Request For Quote documents and the site in order to satisfy themselves by personal examination as to all conditions and site requirements affecting the work and to the detailed requirements of the Scope of Work as described in the Request For Quote documents. d. Quotes must be valid for 90 days after the Closing Date stated herein e. It may be necessary for a variety of reasons to issue addenda that may include, but not be limited to: a. Correction to, or clarification of, the RFQ; b. Extension of the closing date; c. Retraction or cancellation of the RFQ. Potential Proponents must provide the Municipality with company information, including street address, fax number and address, to be advised of addenda when issued or further information. Information should be provided to the Municipal Contact persons referenced in Section 4.0 All addenda issued to potential Proponents who have provided contact information will include a covering letter asking the recipient to confirm receipt of the most recent addendum and any previous addenda. Addenda will be faxed, ed or mailed to the latest address as provided by the Proponent. It is the Proponent s responsibility to notify the appropriate Department Head and issuer of the RFQ of any change to their fax number, or mailing address. Although the Municipality will make every reasonable effort to ensure a Proponent receives all addenda issued, it is the Proponent s ultimate responsibility to ensure all addenda have been received and are reflected in their Quote. 3

4 GENERAL CONDITIONS 2. Terms a. This RFQ shall commence as soon as possible after awarding with completion no later than July 30, 2016 unless otherwise approved by the CAO/Treasurer. b. In providing the services identified in this RFQ, the Contractor agrees to coordinate all activities and schedule all work under the direction of the CAO/Treasurer and/or the Arena Manager. c. The Contractor acknowledges that the CAO/Treasurer or Arena Manager may from time to time conduct inspections of any work identified herein to ensure the work is being conducted to the satisfaction of the Municipality. d. The contract price is detailed in Schedule "A'. e. The Proponent hereby consents to the disclosure of the information contained in this Quote, pursuant to The Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, C.M. 56 ( MFIPPA ). f. The Municipality shall not, under any circumstances, be responsible for any costs incurred by the Proponent in the preparation of the Quote. g. The Municipality may accept a Quote in whole or in part, whether the submitted price is the lowest or not, and may reject any or all Quotes. 3. Scope of Work The Madoc & District Recreation Centre requires all lighting to be replaced with LED products throughout the arena. The scope of items is detailed in Schedule A. The quote should include the parts and labour to install, the removal and disposal of the old fixtures and the application for all current incentive programs related to the project. 4. Miscellaneous a. Additional work or parts may be required in order to achieve the objectives of the Municipality regarding care and maintenance of the facility that is not identified herein. The Contractor shall upon being notified of such work, perform the work as assigned and at the tendered unit cost as stated herein. 5. Invoice a. The Contractor acknowledges that the miscellaneous section of the contract is structured on an as need basis. b. The Contractor will be required to submit an invoice to the CAO/Treasurer, The Municipality of Centre Hastings, Municipal Office, 7 Furnace Street, P.O. Box 900, Madoc, Ontario, K0K 2K0, prior to payment. Invoices are subject to verification at any 4

5 time. c. Information on the invoicing shall include all dates and locations when work was performed 6. Health & Safety a. The Purchaser warrants and conforms in all respects to the standards set forth by Federal and Provincial Legislation, Ministries, Boards and Agencies and in particular the Occupation Health and Safety Act and Regulations thereto. b. The Contractor shall submit a Clearance Certificate in compliance with the Workmen s Compensation Act of the Province of Ontario. c. The Contractor will provide all required signage and on site safety control. 7. Equipment a. All materials, tools and equipment required for completion of the work described herein are to be supplied at the expense of the Contractor. b. Contractors may be required to provide satisfactory evidence of their ability to carry out the work identified herein and will be expected to secure backup equipment if required to fulfil the commitment of the service level expected. 8. Claims a. The successful Contractor agrees to indemnify and save harmless the Municipality of Centre Hastings and all Municipal officers, employees, servants and agents: officers, employees, servants and agents of its boards and commissions and volunteers, from all claims, cost, actions, suits, damages or expenses which may arise by reason of the execution of his/her proposal or the performance of any of the terms of his/her proposal or in any way incidental to the proposal. 9. Insurance a. The successful Contractor shall maintain sufficient Public Liability Insurance and shall provide to the Municipality proof of such insurance in the form of certificate casualty insurance valid in the Province of Ontario providing the following: i) $2,000, primary limits (or primary plus excess liability coverage equalling $2,000, or greater) for both General Liability and owned Automobile Liability coverage to include bodily injury and property damage and remain in effect for the 2016 calendar year. ii) Certificate must provide for thirty (30) days written notice to the Municipality in the event of cancellation or in the event of non-renewal of an Insurance Policy for pertinent coverage. 5

6 iii) The successful Contactor shall provide proof of a Cross Liability Clause. 10. WSIB The Contractor will comply with the provisions or the Workplace Safety Insurance Board and provide proof, satisfactory to the Municipality that all assessments have been paid and that they are in good standing. 11. Warranty and Maintenance The Proponent shall provide written information on warranty on all components supplied and installed with this Quote, including OEM warranties. The Proponent shall outline any additional extended warranty available, including costs. Warranty coverage is to begin on the Municipality s first in-service date. The Proponent will guarantee the work for two (2) years from date of substantial performance against all defects in material, equipment and workmanship. The guarantee shall also cover repair damage to any part of the premises resulting from leaks, or other defects in material, equipment, and workmanship to the satisfaction of the Municipality. Repairs must be made promptly at no cost to the Municipality. 6

7 AGREEMENT THIS AGREEMENT made in duplicate the day of May, BETWEEN: Hereinafter called the Contractor, Of the FIRST PART -and- THE CORPORATION OF THE MUNICIPALITY OF CENTRE HASTINGS, Hereinafter called the Corporation Of the SECOND PART WHEREAS the Corporation has agreed to accept the quote of the Contractor for the Replacement of the lighting at the Madoc & District Recreation Centre described herein in accordance with the terms of this agreement. This agreement has been approved by the Council of the Corporation; NOW THEREFORE THIS AGREEMENT WITNESSETH that the Contractor and the Corporation hereby mutually covenant and agree each with the other held herein. SIGNED, SEALED AND DELIVERED in the presence of: The Municipality of Centre Hastings Witness Contractor Tom Deline, Mayor Christine Martin, CAO/Treasurer 7

8 Schedule A Amended Lighting Specifications: High Bay Lights over the Ice Surface must meet or exceed the following: - Minimum 20,000 Lumen fixture mounted at 22 above surface - Average 40 FC at 2 6 above ice surface - Colour Temp 4000k Quote Submission By: Zone Old Fixtures Qty New Fixtures Price Lights over the Rink MH 400W 48 Lights over the stands 2XF96T12 20 Dressing room Hallway 2XF96T12 4 Olympia/Plant 2XF96T12 3 Canteen 2XF34T12 7 Meeting room/office 4XF34T12 6 Washrooms 2XF34T12 4 Lobby 4XF34T12cw 13 Exit Signs/wall packs 15w Incan 10 6 Dressing rooms 4XF96T12 24 Wall Packs Emergency 6 Outside Door Lights 120 volt 8 Outside Parking Pole 2 lamps MH 2 Removal/disposal of Old Fixtures Installation of New Fixtures Administration of Incentive Program Applications Bid Price HST# HST Total Bid Price Name of Firm Address Name of Person Signing for Firm Signature of Person Signing for Firm Date 8