Inc. Chief Bill Ireland Deputy Chief Dan McCoy 7 Campbell Drive, Rothesay, NB E2E 5B6 Phone (506 848-6604 Fax (506 848-6608 Email: admin.kvfd@nb.aibn.com REQUEST FOR QUOTATION RFQ No. 15-1030 Winter Maintenance Services The is requesting quotations for snowplowing and other winter maintenance services as outlined in the Winter Maintenance Services Agreement, which will be a two year agreement between the Fire Department and the successful Contractor. All questions related to this RFQ are to be directed to Bill Ireland, Fire Chief at (506 848-6604 or kvfireland.kvfd@nb.aibn.com. The RFQ due date is Friday, October 30 th, 2015 at 12:00 PM. Quotations must be valid for a period of 60 days. All prices are to remain in effect for the two year contract period. Sealed Quotations marked Winter Maintenance Services, RFQ No. 15-1030 should be addressed to: Bill Ireland, Fire Chief Kennebecasis Valley Fire Department 7 Campbell Drive Rothesay, N.B. E2E 5B6 Emailed or faxed quotations will not be considered and quotations will not be opened publicly.
Winter Maintenance Services Agreement 1 SCOPE OF WORK The contractor shall provide snowplowing services and supply, deliver and apply salt, sand and other appropriate abrasive materials (hereinafter referred to plowing and other winter maintenance services for the located at 7 Campbell Drive, New Brunswick during the winter months. The Contact will be for a two (2 year term beginning on the 15 th day of November, 2015 and ending on the 30 th day of April, 2017. The Contract shall be subject to an evaluation at the end of year one (1 at which time customer service / invoicing shall be reviewed and discussed with the Contractor. Should there be no significant changes or discrepancies the contract shall continue for year two (2. 2 SNOW REMOVAL 2.1 The Contractor will provide snowplowing and other winter maintenance services at the following times: (a Automatically at any time during the day, evening or night on a snowfall accumulation of 2 inches or more; and (b Must keep this Facility free of snow and ice 24 hours per day, 7 days per week and (c A telephone number must be provided where the supervisor or foreman may be reached at all times. The supervisor or foreman shall respond to a call by the Fire Department within (30 minutes. 2.2 The plowing and other winter maintenance services to be provided by the Contractor Shall include the piling or depositing of the snow and ice that is removed as required. 2.3 Snowplowing and other winter maintenance services shall continue during a storm to ensure that the properties are kept open and to prevent a build-up of packed snow. 2.4 Plow blades shall be adjusted so as to leave a minimum amount of snow on the paved surface. Supply of plow blades shall be the responsibility of the Contractor. 2.5 Plowing shall include periodic pushing of snowbanks to allow for storage space for future storms, improve visibility and proper drainage in the event of a rain storm. 3 SALTING AND SANDING 3.1 The Contractor shall provide and apply salt, sand, and other abrasive materials on an as required basis in such a manner that normal traction is maintained and to prevent ice build-up in the parking lot. Page 2 of 9
3.2 The Contractor shall have sufficient storage space for enough salt and sand for at least two applications. 3.3 Sand shall consist of hard particles free from clay lumps, cementation, organic materials, frozen material and other deleterious materials. 3.4 The work shall include, when appropriate (as determined by the Fire Department scarifying prior to the application of sand. Supply of scarifying blades shall be the responsibility of Contractor. Care should be taken during scarifying operations to prevent damage to the surface. 3.5 Crawler tractors will not be allowed on paved surfaces unless specifically authorized by the Fire Department. 4 SPRING CLEANUP The Contractor shall sweep the parking lot clear of winter debris, i.e., sand, etc, by May 15 th. Final payment for the winter season will not be made until this cleanup is complete. 5 QUOTATIONS/PRICING Quotations shall be addressed to the Attention of Bill Ireland, Fire Chief. The Form of Quotation as well as References and the Waiver must be submitted with the Quotation. All information supplied with regards to the Equipment and Rates Schedule and References shall be typed so as to ensure legibility. All prices as quoted, are to remain in effect from November 15, 2015 to April 30, 2017. 6 SITE VISIT Prior to submitting a quotation for this contract, all Contractors shall make a mandatory site visit to satisfy himself / herself as to the nature of the work and obtain all necessary information on all conditions affecting this tender. The person making the site visit must have knowledge of the snow removal services business as it relates to this contract. For a site visit, please contact the Fire Chief, Bill Ireland at (506 848-6604. 7 EQUIPMENT The Contractor shall submit to the Fire Department upon the Fire Department's request a description of each piece of equipment including license number, serial number, photocopy of registration, name and address of owner, proof of insurance, plow attachments, and proposed use of each piece of machinery in carrying out the terms of this contract. The Fire Department reserves the right to reject a proposal if the equipment specified is, in its sole opinion, unsatisfactory for the tasks proposed. Page 3 of 9
8 WORKER S COMPENSATION The Workers Compensation Act of New Brunswick requires employers who employ three (3 or more workers at any one time to register with WorkSafe NB (formerly the Workplace Health, Safety and Compensation Commission (WHSCC of New Brunswick. Therefore, if you employ three (3 or more workers, as stipulated under this Act, you are required to provide this office with a certificate which verifies registration in accordance with the Act (Regulation 82-13 under the Workers Compensation Act. If your company is exempt under the Act, please provide a letter stating that your company is exempt under the Act. A current certificate is required at the time the contract is signed as well as prior to issuance of the final payment. The Occupational Health and Safety Act defines the minimum acceptable standard for Health and safety to which the employers must comply. A copy of the Act and the Regulations can be obtained by contacting WorkSafe NB (Regulation 91-191. The requires that you comply with these minimum standards. 9 INSURANCE Prior to commencing the work, the Contractor shall be required to provide proof of General Liability Insurance and a copy of his Insurance Policy, listing the Contractor and the as Additional Names Insured for the operations to be carried out under this contract (owned and non-owned, each in a minimum amount of two million dollars ($2,000,000 for each claim, which shall save harmless the Fire Department from all suits and actions for damages and costs to which the Fire Department may be put by reason of injury to or death of persons and damage to property resulting from negligence, carelessness or any other cause in the performance of this work. 10 DAMAGES BY CONTRACTOR The Contractor will be held responsible for any damage to the building or property caused by the Contractor s employees. The Contractor shall reimburse the Fire Department for new materials and labour to match existing work in kind, quality and workmanship. Damages must be reported upon occurrence and a site inspection will be carried out at the end of each season. 11 CANCELLATION OF CONTRACT If the Contractor experiences difficulty or problems which prevents the terms of this contract from being fulfilled, the Contractor shall notify the Fire Department immediately.the Fire Department reserves the right, in the event that the Contractor fails to comply with the Terms and Conditions as listed, to cancel this contract and award it to another Contractor without penalty or action against the Fire Department. Page 4 of 9
12 PAYMENT The Contractor should submit monthly invoices in the amount of one fifth, (1/5 th, of the contract price for the contract period. Invoice dates will be December 15, January 15, February, 15, March 15 and April 15. These five invoices must cover an entire one year period. Payment will be made 30 days from the date of the invoice. The Contractor shall supply the necessary banking and account information to facilitate direct deposit of the payment of invoices. 13 HST SALES TAX The Contractor is to supply their HST Registration number with every invoice. The Harmonized Sales Tax is to be shown separately on all invoices. 14 AGREEMENT Upon award of the tender, the successful Contractor must sign the attached Winter Maintenance Services Agreement, Contract No. 15-1030. Page 5 of 9
KENNEBECASIS VALLEY FIRE DEPARTMENT WINTER MAINTENANCE SERVICES CONTRACT NO. 15-100 AGREEMENT BETWEEN: This Agreement made this day of, 2015. (Full Legal Name and Address of Contractor In the Province of New Brunswick, (hereinafter referred to as the Contractor, AND Inc., In the Province of New Brunswick, (hereinafter referred to as the Fire Department. WITNESSETH that the Contractor covenants and agrees with the Fire Department to supply, deliver and apply in a good, substantial and workmanlike manner, such necessary labour, materials, plant equipment and services for supply of: Snowplowing services and to supply, deliver and apply salt, sand and other appropriate abrasive materials as outlined in the provisions listed in the Winter Maintenance Services Agreement during the winter months for a two (2 year term beginning on the 15 th day of November, 2015 and ending on the 30 th day of April, 2017. As required, by the Fire Department and to provide such good, proper and sufficient materials, labour, equipment and appliances of all kinds whatsoever as may be necessary for completing the said work as hereinafter specified and in accordance with the Specifications, Special Information and Instructions to Bidders, and Form of Quotation prepared therefore, and attached hereto, and which are expressly acknowledged, accepted and made part to this Contract No.15-100. The Contractor further agrees that, should he in any way default the terms and conditions of this Contract, the Fire Department shall have the right to engage other forces and to purchase the required materials necessary to complete the obligations of the Contractor under this Contract and the Contractor shall reimburse the Fire Department for any and all costs incurred by the Fire Department to complete the work where such costs are in addition to those costs that apply to this Contract is satisfactorily completed in accordance with the terms and conditions herein. Page 6 of 9
KENNEBECASIS VALLEY FIRE DEPARTMENT WINTER MAINTENACE SERVICES CONTRACT NO. 15-100 AGREEMENT AND the Fire Department hereby promises and agrees to and with the Contractor that the Fire Department shall and will, in consideration of the covenants and agreements being strictly performed by the Contactor as specified, well and truly pay or cause to be paid unto the Contractor for the said work and materials in accordance with the prices and sums set out in the Form of Quotation attached hereto, and in accordance with the provisions in the attached Specifications, and Special Information and Instructions to Bidders. IN WITNESS WHEREOF the parties have hereunto set their hands and seals the day and year first written above. SIGNED, SEALED AND DELIVERED in the presence of the CONTRACTOR S WITNESS (Board Chair (Fire Chief CONTRACTOR Affix Corporate Seal (Witness signature required where Contractor not a limited company print name below signature and show address. Page 7 of 9
FORM OF QUOTATION (Page 7, 8 & 9 must be submitted with your Quotation The undersigned hereby agrees to supply the goods and/or services listed in this proposal and meeting the specifications outlined in the document labeled Kennebecasis Valley Fire Station, Winter Maintenance Services and in accordance with the terms and conditions stated herein. EQUIPMENT AND RATES SCHEDULE Name & Type of Equipment Model & Serial No. License No. Year Rate Per Hour, Including Operator Nov 15, 2015 to April 30, 2016: $ Nov 15, 2016 to April 30, 2017: $ Total Price (2 Years: $ H.S.T @ 13%: $ Total Bid Price: $ CONTACT NAME: COMPANY NAME: STREET ADDRESS: CITY: PROVINCE: POSTAL CODE: PHONE: FAX: EMAIL: SIGNATURE: Page 8 of 9
References Bidders are required to submit three (3 current references of Plowing and Winter Maintenance Services of similar size and or similar scope. References are to be listed as follows: 1. Company Name Contact Person Telephone No. Nature of Work Performed: 2. Company Name Contact Person Telephone No. Nature of Work Performed: 3. Company Name Contact Person Telephone No. Nature of Work Performed: Authorized Signature Date
WAIVER The undersigned declares that the only persons interested in this Winter Maintenance Services Request for Quotation as principals are named herein as such; that this bid is made in good faith, without fraud, collusion or connection with any other person bidding for the supply of these goods and/or services; that he/she has carefully examined the specifications for this bid and made all the necessary inquiries, that from his/her knowledge thus obtained, agrees that upon notice that this bid will be accepted by the Fire Department, he/she will supply the goods and/or services in accordance with the Winter Maintenance Services Agreement. THE FIRE DEPARTMENT DO NOT BIND THEMSELVES TO ACCEPTING THE LOWEST OR ANY BID RECEIVED BUT RESERVE THE RIGHT TO AWARD OR NOT TO AWARD THE TENDER IF DEEMED TO BE IN THE BEST INTEREST OF THE KENNEBECASIS VALLEY FIRE DEPARTMENT. Name (please print: Title: Company: Authorized Signature: Date: Page 9 of 9