REQUEST FOR QUOTE # FAC-12-89 Elevator ... - City of Vernon

REQUEST FOR QUOTE # FAC-12-89Elevator MaintenanceConfidential Quotes marked “QUOTE #FAC-12-89 – Elevator Maintenance" will bereceived at the office of the Purchasing Agent – Operations Yard Office, 1900 – 48 thAvenue, Vernon, B.C., V1T 8Y7, up to 2:00 p.m., local time, December 6, 2012 for thefollowing:To provide labour, materials and equipment required to provide monthlyelevator maintenance for City of Vernon RCMP & Parkade elevators.Bonafide Contractors are invited to attend a non mandatory pre-bid site meeting heldon November 27 (Tue), 2012 at 10:00 a.m. at the Parkade building entrance at 3204 -31st Avenue, Vernon, BC.Further information, Quote forms, and Specifications may be obtained fromwww.vernon.ca or the office of the Purchasing Agent between the hours of 8:00 - 4:00Monday to Friday.The City of Vernon reserves the right to accept or reject all or any Quotes and to acceptthe Quote in total or in part, or to accept the Quote which it deems most favourable inthe interest of the City of Vernon.The lowest or any Quote will not necessarily be accepted.Shannon Shannon, SCMPPurchasing AgentPage 1 of 10

THE CORPORATION OF THE CITY OF VERNONQUOTE # FAC-12-89 - Elevator Maintenance ServiceINSTRUCTIONS TO BIDDERS1.01 Submission of Quote:Confidential faxed Quotes will be received at the office of the Purchasing Agent at250-550-3523 or emailed to sshannon@vernon.ca or delivered in a clearly markedsealed envelope at City of Vernon Operations Yard Office at 1900 – 48 Avenue,Vernon, B.C. V1T 8Y7, up to closing time.If Bidder sends quote by fax or email, the Bidder assumes the entire risk thatequipment and staff at the receiving office will properly receive the Quotationdocument by the Closing deadline. The City assumes no risk or responsibilitywhatsoever that any fax or email will be received as required herein and shall not beliable to any Bidder if for any reason an electronic bid is not properly received.1.02 Closing DateQuotes will be received up to 2:00 p.m., local time, December 6, 2012 Quotesreceived after the closing time will be returned unopened.1.03 Pre-bid Site Meeting:Bonafide Contractors are invited to attend a non mandatory pre-bid site meetingwhich will be held on November 27 (Tue), 2012 at 10:00 a.m. at the Parkade buildingentrance at 3204 - 31st Avenue, Vernon, BC.1.04 Acceptability of QuoteQuotes must be submitted on the Quote Form attached and clearly marked with theQuote number as identified herein. (2) two pages marked with an asterisk (*)should be returned with the bid.Quotes that are unsigned, incomplete, illegible, unbalanced, obscure, or otherirregularities may be rejected as informal. Quote form must contain the Biddersbusiness or home address and his legal status must be disclosed and must be signedby a duly authorized official. The Quote shall be open for acceptance for a period ofthirty (30) days from the date of closing of this Quote.The Corporation of the City of Vernon reserves the right to waive any irregularities attheir own discretion. Unit prices shall be filled in where indicated on the Quote form.The City reserves the right to accept or reject all or any portion of any Quote at anytime. The lowest of any Quote not necessarily accepted.1.05 Bidder's Qualifications:Bidder shall be required to submit evidence as to their ability to carry out the work,must have at least four (4) years of experience as a bonafide contractor in installationof similar flooring and should be prepared to satisfy the City as to their competency forperforming the work satisfactorily and within the time stated in the specifications andconditions attached.1.06 Work Location & Conditions:Before submitting Quote, the Bidder shall examine all work locations as outlined in theQuote Specifications and Conditions, either personally or through an authorizedrepresentative, and satisfy himself as to the local conditions. The Bidder is fullyPage 2 of 10

THE CORPORATION OF THE CITY OF VERNONQUOTE # FAC-12-89 - Elevator Maintenance Serviceresponsible for obtaining all information for the preparation of this Quote and for theexecution of the work. Without limiting the generality of the foregoing, the Contractorshall satisfy himself of any special risks, contingencies, regulations, safetyrequirements and other circumstances which may be encountered. No verbalagreements or conversation with any officer, agent or employee of the City of Vernon,either before or after the execution of the Quote, shall effect or modify any of the termsor obligations herein contained.1.07 Liability:The Bidder shall ensure that the City of Vernon, its officers and employees, are savedharmless from any liability whatsoever arising out of the Bidder's performance or nonperformanceof the term of this Quote, including the performance by any sub-Contractor.1.08 Insurance Coverage:The Bidder shall provide, at the time of acceptance of Quote, certificates of insuranceto cover public liability and property damage, as outlined in Specifications and orGeneral Conditions.1.09 Further Information:If a Bidder has any question about the contents of the Request for Quote, or about anymatters relating to it (including as to any clarification, errors or omissions of or in thisRequest for Quote), the question must be directed in writing to the City’srepresentative at the contact address set out below before 12:00 noon November 28(Wed), 2012. The City’s representative will respond to all inquiries via posting anaddendum no later than end of next business day on the City website (www.vernon.ca)The Corporation of the City of Vernon1900 – 48 th Avenue, Vernon, B.C. V1T 8Y7Attention: Purchasing Agent Email: sshannon@vernon.ca1.10 Best Value:The City shall evaluate Quotes based on the best value. The City of Vernonrecognizes that “best value” is the essential part of purchasing a product and/orservice and therefore the City may prefer a Quote with a higher Quote price, if itoffers greater value and better serves the City’s interests, as determined by the City,over a Quote with a low Quote price. The City’s decision shall be final.The following factors may be taken into consideration when making the purchasingdecision and assessing best buy:• Price.• Contractor's Experience• References - Quality and performance of service offered.• Availability of experienced employees.• Degree of suitability with requirements and/or specifications.• Vendors’ financial stability and business reputation.• Quality of service.• Type of Contractor's Available EquipmentPage 3 of 10

THE CORPORATION OF THE CITY OF VERNONQUOTE # FAC-12-89 - Elevator Maintenance Service1.11 Terms & Conditions:The City's Work & Service Terms & Conditions shall apply. Refer to Attachment A.All goods, equipment, supplies, labour and workmanship associated with this RFQmust conform to all necessary standards for use in Canada and the Province ofBritish Columbia such as CSA, ULC, ETL, WCB, Canadian Weights and Measures,Canadian Electrical Codes, etc.1.12 Addendums:Should any potential bidder download the Quotation document from the City ofVernon or BC Bid website(s), it is the bidder’s responsibility to check for anyaddendums which may be posted on these websites.1.13 New Agreement:The Corporation of the City of Vernon and the Contractor both recognize that theeconomic success of and efficiency with which the project contemplated by thisAgreement is carried out depends to a large extent on the experience of theContractor to be obtained during the term of this Agreement, and the workingrelationship fostered between the Contractor and the Corporation of the City ofVernon over that period, and that, consequently such experience and workingrelationship may be necessary to ensure the success of the project contemplatedherein in the years after the expiration of the term of this Agreement. Therefore, inpursuance of these considerations, and provided the Contractor is not in default ofany of his covenants or obligations under this Agreement, the Contractor shall havethe right to make application to the Corporation of the City of Vernon within a (3)month period prior to the start of a new work year for a new agreement withthe Corporation of the City of Vernon for another (2) term period containingsuch terms and conditions as may be mutually agreed upon by the Corporation ofthe City of Vernon and the Contractor. If such applications are pursued by theCorporation of the City of Vernon, as hereinafter provided, the Corporation of theCity of Vernon, prior to inviting Tenders or Proposals on any such new Agreementfrom the public at large, shall consider the Contractor's applications and advise theContractor whether the Corporation of the City of Vernon wishes to enter intonegotiations with the Contractor in pursuance of the said application. PROVIDEDALWAYS, HOWEVER, that the Corporation of the City of Vernon shall have theabsolute and unfettered discretion in determining whether it wishes to considerentering into any such new Agreement with the Contractor, or having indicated adesire to enter into any such new Agreement, abandoning the negotiations inrespect thereof with the Contractor at any point in time, and nothing herein shall inany way be construed as granting unto the Contractor any right of renewal of thisAgreement at the expiration of the term hereof.Page 4 of 10

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THE CORPORATION OF THE CITY OF VERNONQUOTE # FAC-12-89 - Elevator Maintenance Service3) The Contractor shall provide a comprehensive Preventive MaintenanceProgram in full compliance to the CSA-B44 code for standards onelevator maintenance.4) The Contractor shall attach a copy of the CSA-B44 code for standardsof elevator maintenance with the quotation submitted.5) The Contractor shall only employ fully trained, experienced techniciansemployed and supervised by the Contractor for the maintenance workon the City owned elevators as noted in this document.6) The Contractor shall provide an all found price for monthly elevatormaintenance and voice monitoring service for each elevator detailing thescope of service offered. The Contractor shall provide details as to timeexpended by the Technician for each service site visit. The owner shallhave the sole right to decide which service frequency shall be accepted.7) The all found price shall include the furnishing of any and all materialsrequired for the cleaning and lubrication of components as required forthe Preventive Maintenance service. In addition, the Contractor shallrepair or replace any component due to normal operating wear includingelectrical and mechanical components and cost for such components tobe the responsibility of the Contractor.8) The Contractor shall provide a detail list of components or any work notincluded in the Preventive Maintenance Program offered with thisquotation.9) The Contractor shall provide an hourly rate for maintenance work foreach contract year term for work not covered by the maintenanceservice offered in the regularly scheduled monthly.10) The Contractor shall schedule maintenance services to be performedbetween the hours of 8:00 am to 5:00 pm, Monday and Friday.11) Provide voice monitoring services for both elevators.Page 8 of 10

THE CORPORATION OF THE CITY OF VERNONQUOTE # FAC-12-89 - Elevator Maintenance ServiceATTACHMENT "C" – PRICING TABLEThis form to be completed by Bidder (2 pages in total)In accordance with “Instructions to Bidders, General Terms & Conditions and Specifications /Scope of Work” as supplied and which I/we have carefully examined, the undersigned herebysubmits a firm Quote to supply as per attached minimum specifications, for the following price &terms:Name & Address of Company Quoting________________________________ Closing Date: December 6 (Thu) 2012_____________________________Closing Time: 2:00 PM –Local TimeContact:______________________ Fax: S. Shannon - 250-550-3523Email:sshannon@vernon.caPhone: ______________________Fax:________________________ Email:___________________________1.0 PRICETo provide labour, materials and equipment required to provide elevator maintenance service as defined inAttachment B - Specification / Scope of Work for three terms:ItemProvide MonthlyElevator ServiceTerm 1Mar 1, 2013 – Feb 28, 2014(excl tax)Term 2Mar 1, 2014 – Feb 28, 2015(excl tax)Term 3Mar 1, 2015 – Feb 29, 2016(excl tax)1 Vernon ParkadeElevator Service2 RCMP BuildingElevator Service$ /year $ /year $ /year$ /year $ /year $ /year3 Subtotal $ /year $ /year $ /yearTotal Contract Value(3 terms) $Labour Rate:Minimum Call out ChargeTerm 1: $___________ hourTerm 1: $___________Term 2: $___________ hourTerm 2: $___________Term 3: $___________ hourTerm 3: $___________Acknowledge Addendum #:________________________________________________Terms of Payment: _______________________________________________________Other Charges: __________________________________________________________Exception to specifications / terms and conditions: ____________________________________________________________________________________________________Bidder's Initials:__________________________________(QUOTE FORM – Page 1 of 2) *Page 9 of 10

THE CORPORATION OF THE CITY OF VERNONQUOTE # FAC-12-89 - Elevator Maintenance ServiceATTACHMENT "C" – PRICING TABLEThis form to be completed by Bidder (2 pages in total)The Contractor shall identify with the Quotation the designated staff and their responsibilityalong with years of experience / qualifications. Contractor shall also provide currentreferences for similar sized Contracts. These references may be contacted to confirmContractor experience / qualifications.SENIOR STAFF / EXPERIENCENAME PROJECT RESPONSIBILITY YEARS OF EXPERIENCE/ QUALIFICATIONSREFERENCES - SIMILAR SIZED CONTRACTSCOMPANY& CONTACT NAMEPHONENUMBERPROJECT DETAILSYEAR OFCONTRACTCONTRACTVALUENumber of years as a bonafide contractor providing elevator maintenanceservices:_____.Bidder's Initials:__________________________________(QUOTE FORM – Page 2 of 2) *Page 10 of 10