CITY OF CHARLOTTETOWN REQUEST FOR QUOTATIONS TRAFFIC SIGNALS - POLES AND ARMS

Transcription

1 CITY OF CHARLOTTETOWN REQUEST FOR QUOTATIONS TRAFFIC SIGNALS - POLES AND ARMS September 2018

2 Quotes shall be submitted by completing this document and placing it in a sealed, opaque envelope, clearly marked on the outside, "Traffic Signals Poles and Arms; Controller; 3rd Floor City Hall, 199 Queen Street, Charlottetown PE, C1A 4B7", and must be received by the Controller before 2:00:00 pm local time on Tuesday, October 2, 2018 It is the responsibility of the bidder to deliver the sealed bid to the 3rd floor of City Hall before the time indicated. Late submissions will not be accepted and will be returned to the Bidder unopened. Any addenda will be posted on the City of Charlottetown website Bidders are responsible for checking the website for submission/quote/tender notices, documents, and addenda. The City is not responsible for ensuring bidders have obtained addenda. Two (2) copies of the submission document are required. No fax, or electronic submissions will be accepted as the sole method of submission although an electronic copy (PDF or Microsoft WORD) of the submission would be appreciated either included in the envelope noted above or ed following the closing date and time. It is the bidder s responsibility to ensure that their submission is received prior to the closing date and time noted above. There will be a public opening of submissions received immediately after closing. The awarding of a contract, if any, resulting from this Request for Quotations, shall be done, upon approval by City Council, as soon as practical after bid evaluations have been completed. Results of this Request for Quotations will be posted on the City s awards webpage at the following address: 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 interest of the City. The decision as to which submission best satisfies the needs of the City rests solely with the City and any decision is not open to appeal. 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. The City specifically reserves the right to reject all tenders if none is considered to be satisfactory and, in that event, at its option, to call for additional tenders. No term or condition shall be implied, based upon any industry or trade practice or custom, any practice or policy of the City or otherwise, which is inconsistent or conflicts with the provisions contained in these conditions. 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 submission; or (c) any other conduct, situation or circumstance, as solely determined by the City. City of Charlottetown Page 2

3 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 conflict of interest arises, the Contractor 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. The City will pay the successful proponent via Electronic Funds Transfer. The successful proponent will be required to provide the necessary information for registration on the City s payment system The City reserves the right to cancel any request for tender at any time without recourse by the contractor. The City has the right to not award this work for any reason including choosing to complete the work with the Owners' [sic] own forces. All questions in respect of this RFQ must be addressed, in writing, by to Stephen Wedlock, Controller (swedlock@charlottetown.ca). Questions must be received no less than three (3) business days before the closing date of this Request for Quotations. Introduction: This RFQ is for the supply of Traffic Signals - Poles and Arms All items shall be delivered as soon as possible but no later than December 28, 2018 Bid Evaluation: Award will be based upon compliance to the specifications in the RFQ and the lowest bid price submitted or alternatively on any combination thereof. The City reserves the right to decide which manufacturer offers the best value to the City in terms of key specification areas, and lowest price. The specified documents shall be properly completed and must be submitted by the deadline in order to qualify as a valid bid. The City is not bound to accept the lowest or any bid received. Delivery: The Bidder s attention is drawn to the delivery deadline date as noted above. Any delays beyond this time will be considered a lack of performance by the Vendor and a failure to provide the tendered equipment. 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 City of Charlottetown Page 3

4 reason for late delivery. The validity of the reason for late delivery will be determined by the City. In the event the City agrees to an extension of the delivery date, no penalty will be assessed. 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. All prices quoted are to be in Canadian funds, including any Canadian customs Duties and Excise Taxes, and are to include all delivery charges (FOB 12 MacAleer Drive, Charlottetown, PE). It is the responsibility of the bidder to determine from the appropriate authorities what taxes, rates and charges are applicable to this RFQ. 4. Quotes submitted for the equipment listed shall include pre-delivery service and delivery to 12 MacAleer Drive, Charlottetown, PE; HST (15%) must be included in the total submission price. 5. The City of Charlottetown reserves the right to inspect any materials supplied as a result of this RFQ, either during or after manufacture and delivery, and shall be the sole judge as to whether equipment supplied meets specifications. 6. 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. 7. 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. 8. 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. 9. Payment terms will be considered as net thirty (30) days from date of receipt of invoice. 10. This bid is valid for acceptance for a period of sixty (60) days from date of closing of the RFQ. DATED: VENDOR: (Signature) (Print name) City of Charlottetown Page 4

5 Aluminum Traffic Signals - Poles and Arms Specifications 1.1. SCOPE This specification covers the equipment requirements for the aluminum traffic poles, truss arms, mast arms and brackets, and anchor bolts GENERAL REQUIREMENTS General Unless otherwise stated, these specifications described herein are intended to cover everything obviously requisite and necessary for the complete aluminium traffic poles and arms. Anything omitted which is essential to fulfil the intent of this specification shall be provided by the manufacturer the same as though mentioned herein. The successful bidder shall submit engineering drawings, with their bid, for review and acceptance. All materials supplied shall comply with all applicable requirements in the latest issue of the appropriate CSA/CAN-S6-06 Standards Workmanship All castings and aluminum fabrication shall be made in a good workmanlike manner and shall conform to the dimensions indicated. All welds shall be made by personnel qualified by the Canadian Welding Bureau in accordance with CSA W47.2 Specification. After fabrication is complete, all welds, cut edges, projections or sharp edges shall be ground to present a smooth surface prior to finishing and the pole shall be thoroughly cleaned. The pole shaft shall be belt finished using #80 grit or finer. The finish and general appearance of the pole shall be subject to approval by the City or their representative Guarantee The supplier shall provide a guarantee for a minimum period of three years after the date of acceptance for the complete traffic poles and truss arms from failure or deterioration caused by faulty workmanship or materials. Should failure or deterioration occur during the period of guarantee, the supplier shall replace or repair the defective pole or parts, including handling, collection and delivery of the replacements or repaired parts. City of Charlottetown Page 5

6 The supplier shall provide a further guarantee for a minimum period of one year on all replacements or repaired parts Shipment and Delivery The supplier shall advise the City at least one working day prior to the shipping date of their intent to deliver. Deliveries shall only be accepted between 8:00am 4:00pm Defective materials or materials damaged in transit shall be rejected and replaced by the supplier at no cost to the City ALUMINUM TRAFFIC POLE Aluminium traffic poles shall be designed and equipped to accommodate loading as shown on the attached Drawings. Shop Drawings shall be prepared for the fabrication of aluminum poles. The Shop Drawings shall be submitted to the Engineer for approval prior to commencement of fabrication of the aluminum poles. The Shop Drawings shall be stamped and signed by a Professional Engineer registered or licensed to practice engineering in the Province of Prince Edward Island. The Manufacturer shall design the poles in accordance with CAN/CSA-S6 to ensure they are adequate to support all the individual traffic signal, sign and wind loadings that will be applied to that particular pole. As a minimum, the Shop Drawings shall include the following information: Detailed dimensions. Plans, elevations, sections, and details to show pole structural details. Equipment layout. Anchor bolt locations. Detailed bill of materials. The pole shaft shall be of one section fabricated from aluminum alloy seamless tubing free from longitudinal welds with No. 80 grit belt surface finish. Aluminum used in the production of pole shafts shall be according to ASTM B221, alloy 6063-T6. Poles shall be supplied with a hand-hole (complete with an aluminum cover), semi-flush (100 mm x 150 mm). Centre of hand-hole shall be 500mm from bottom of pole base. Poles shall come complete with an internal ground bar and fasteners. All welding shall be according to CSA W47.2. Aluminum poles shall be heat treated after fabrication to T6. After fabrication is complete, all welds, cut edges, projections and sharp edges shall be ground to present a smooth surface prior to finishing and the pole shall be thoroughly cleaned. The pole shall be supplied with a one-piece square, cast aluminum anchor base (shoe base) continuously welded to the bottom. The anchor base shall be provided with four oblong holes integral within the casting to receive the anchor bolts in the specified bolt circle City of Charlottetown Page 6

7 diameter. Aluminum used in the production of base castings shall be according to ASTM B108, alloy A T6. The base shall telescope the butt end of the shaft and be secured with one continuous weld on the inside of the base at the end of the shaft, and another continuous weld on the outside at the top of the base. The two welds shall be not less than 50mm apart and shall be made in such a manner as to ensure that the welded connection shall develop full strength of the adjacent shaft section to resist any bending action. After fabrication, the underside of the cast anchor base shall be true, distortion free and perpendicular to the centreline of the pole shaft. Anchor bolts are to be included with each pole and size and bolt circle to be determined by the Manufacturer. Each pole shall be supplied with four (4) aluminum toe caps to be used for bolt covers. The toe caps shall be the type that is attached to the shoe base with a single screw. Bolt covers that fit directly onto the bolt or nut will not be acceptable. Colour of anchor bolt cover to match poles. A removable aluminum top cap shall be supplied with the shaft. The cap shall be secured rigidly to the shaft by a hexagonal head stainless steel set screw. All poles shall be CSA certified. Each pole shall have an identification marker located not more than (1) metre above the base, showing the manufacturer s name or trade mark, the length of the pole, the wall thickness and the date of manufacture. The marking shall be on corrosion-resistant plate securely attached to the pole. Quantity = metres in length metres in length 1.4. ALUMINUM TRUSS ARM Aluminum truss arms shall be curvilinear in style and designed and equipped to accommodate loading as shown on the attached Drawings. Vertical clearance beneath the signal head is to be a minimum of 5.0m. Truss arms shall be round, seamless tubes of aluminum alloy 6063-T6, free from longitudinal welds with No. 80 grit belt surface finish. Truss arms to be supplied complete with aluminum alloy 6063-T6 brackets, stainless steel nuts, bolts and washers. Use anti-seize compound on all threaded hardware. Quantity = metres in length metres in length metres in length City of Charlottetown Page 7

8 1.5. ANCHOR BOLTS One (1) set of four (4) anchor bolts for each traffic signal pole are to be supplied. These shall be pole anchorage Richmond Type DGR-2 or approved equal in accordance with the bolt circle dimensions determined by the manufacturer. Quantity = 16 sets City of Charlottetown Page 8

9 VENDOR S INFORMATION FORM: Vendor s Name: Address: City: Province: Telephone No.: Fax No.: address: Website: Contact Person: Title: Telephone No.: NAME (Please print) TITLE (Please print) AUTHORIZED SIGNATURE DATE Affix Corporate Seal (If Applicable) City of Charlottetown Page 9

10 QUOTE FORM The City of Charlottetown is not bound to accept the lowest or any quote received. The full Bid Package must be returned and any additional information may be attached. Nº DESCRIPTION UNIT QUANTITY UNIT BID PRICES (IN FIGURES) m Aluminum Traffic Pole Each 3 $ $ TOTAL (IN FIGURES) m Aluminum Traffic Pole Each 13 $ $ m Aluminum Truss Arm Each 8 $ $ m Aluminum Truss Arm Each 5 $ $ m Aluminum Truss Arm Each 2 $ $ 6 Anchor Bolt Set Each 16 $ $ SUB TOTAL (A) $ HST (15%) (B) $ TOTAL QUOTATION PRICE (A+B) (Price must also be written in words, including dollars and cents ) $ $ BID COMPANY NAME: CONTACT NAME (PRINT): TELEPHONE/CELL PHONE: SIGNATURE Date: City of Charlottetown Page 10