Request for Quotations Airport Secure Access System

Transcription

1 - Request for Quotations Airport Secure Access System The City of Dawson Creek requests written quotes for the supply and installation of a new secure key/card/fob access control system at the Dawson Creek Regional Airport. All contract documents are available through the City of Dawson Creek website at The Proponent is solely responsible for ensuring any addenda are downloaded, reviewed, and included in their bid. Questions regarding specifications can be directed to Brenda Ginter, Director of Corporate Administration at or by at bginter@dawsoncreek.ca A mandatory site tour is scheduled for 10:00 am, Thursday, September 10, 2015 commencing at the Dawson Creek Airport Main Terminal Building. Proposals will be accepted up to 2:00 p.m. (local time), September 17, Proposals must be sealed in an opaque envelope, clearly marked with the name and the project name/number and will be received by Brenda Ginter, Director of Corporate Administration, at: Regular Mail: Box 150, Dawson Creek, BC V1G 4G4; or Physical Address (Courier): A Street, Dawson Creek, BC V1G 3V7. It is the sole responsibility of the Proponent to ensure that its proposal is received at the above location and by the time stipulated. Proposals received after the stipulated time will be rejected and returned to the Proponent unopened. Faxed proposals are not acceptable and will be rejected. The City reserves the right to accept or reject all or any proposal and to waive any informality, incompleteness or error in any proposal. Proponents must refer to the RFQ Documents for the terms governing the Bid process. All proposals received by the City of Dawson Creek Director of Corporate Administration become the property of The Corporation of the City of Dawson Creek and as such are subject to the Municipal Freedom of Information and Protection of Privacy Act.

2 Page 2 of 5 SPECIFICATIONS 1. Introduction The City of Dawson Creek is requesting quotations for the supply and installation of a new secure key/card/fob Access Control System at the Dawson Creek Regional Airport. 2. Scope of Work Contractor Responsibilities: 1. Supply and install an access control system in the airport terminal, tower, and hangar facilities as shown on the plans attached as Appendix A which shows all access points and zone designations. The two airline offices, the terminal main entrance, the airport manager office and the secure file room shall be secured via a card/fob, with all other access points secured by key. 2. Supply, mobilization and demobilization of all personnel and equipment required to complete the work. Travel and accommodation costs, if any, must be included in the lump sum bid price. 3. A key/card/fob control and inventory system is to be supplied and activated, preferably one which uses an electronic database system. 4. The materials listed in Section 10 below are provided for illustration purposes only, to indicate the desired quality of material to be supplied and installed. Any system quoted must be of equal or greater quality to the materials listed. Requests for product approvals may be submitted no later than September 14 th, and must be approved in writing by the Corporate Administrator to be included in any bid submission. 5. References must be provided for work of a comparable magnitude and complexity. 6. Compliance with all municipal, provincial and federal regulations. 7. Work is to be completed prior to December 31, Submission Requirements 1. Deadline for submission of proposals is 2:00 p.m. local time, September 17, Proposals must be received by the Corporate Administrator at Dawson Creek City Hall prior to the deadline. 2. The proposal must be signed by a person authorized to sign on behalf of the Proponent. 3. The proposal must be in English. 4. The Proponent must provide written confirmation of the Proponent s independence and that the Proponent has no conflict of interest with respect to the public body. 5. Proposals be submitted in an opaque envelope and clearly marked RFQ Airport Secure Access System and must be submitted on the Bid Form provided with all sections completed. 6. In the case of a lump sum price contract, if the Bid contains an error in adding lump sums, the total Bid price is the total resulting from correct addition by the City of the lump sums. 7. Site visit is mandatory. 4. Rejection of Bids 1. The Owner has the right, in its sole discretion, not to award a Contract and has the right to reject any or all proposals (including the lowest Bid) without giving any reason for doing so. 2. The Owner has the right, in its sole discretion, to evaluate any or all bids on any basis it considers desirable, including the overall cost of the bid in relation to the Owner's budget for the Work, the ability of the Proponents to perform the Work, the finances or credit-

3 Page 3 of 5 worthiness of the Proponent, and any experience of the Proponent in performing work of a kind comparable to the Work. 3. Unless otherwise expressly provided in the RFQ, the Owner is entitled, in its sole discretion, to waive any informality, incompleteness or error in any proposal. 4. The Owner may, but is not required to, in its sole discretion, reject any proposal which is conditional or obscure in any respect or does not conform strictly with the requirements of the Request for Quotations. 5. Additional Information 1. Except as expressly and specifically permitted in the RFQ, no Proponent shall have any claim for any compensation of any kind whatsoever, as a result of participating in the RFQ, and by submitting a bid, each bidder shall be deemed to have agreed that it has no claim. 2. The proponent, through submission of a bid, agrees to all terms and conditions contained in the RFQ. 3. The successful bidder will be required to provide the following documents within seven business days of being notified that they are the successful proponent: City of Dawson Creek Business Licence; Proof of good standing with Worksafe BC; Proof of $5,000,000 general commercial liability insurance naming the City as an additional insured. 6. Requests for Clarification Proponents may inquire into and clarify any requirements of this RFQ. Questions must be communicated to the contact person at least five days prior to the closing date. Inquiries, in writing, must be directed to Brenda Ginter, Director of Corporate Administration, at bginter@dawsoncreek.ca. It is the proponent s responsibility to clarify any details prior to submitting a bid. The Corporation of the City of Dawson Creek will assume no responsibility for any oral instruction or suggestion. 7. Omissions and Discrepancies If a proponent finds discrepancies in, or omissions from the request for quotations, or if he/she is in doubt as to their meaning, he/she should advise the City immediately. Responses, if not already addressed in the RFQ, will be addressed in the form of addendum, if required and posted to the City website at No oral interpretations will be effective to modify any provisions of the Proposal, unless a written addendum has been issued by the Director of Corporate Administration, prior to the advertised closing date and time. The Proponent is solely responsible for ensuring any addenda are downloaded, reviewed, and included in their proposal. Proponents must also acknowledge receipt of each addendum (if any) in the space provided on the bid form. 8. Proposal Irrevocability By submission of a clear and detailed written notice, the Proponent may amend or withdraw its proposal prior to the closing date and time. Any amendment submitted which results in the disclosure of pricing or other salient points of the original proposal will result in disqualification of the Proponent. At closing time, all proposals become irrevocable.

4 Page 4 of 5 Proposals shall be firm for a period of at least 30 days from the RFQ closing date, and shall be used as the basis for and be included as part of the contractual agreement that will be entered into with the selected firm. By submission of a bid, the Proponent agrees that should its bid be successful, the Proponent will enter into a contract for the work with the City of Dawson Creek, the content and format of such contract to be determined by the City of Dawson Creek. 9. RFQ Documents: Request for Quotations Specifications Bid Form Appendix A Airport Building Plans & Access Points 10. Materials List (Illustrative) This list is provided for illustrative purposes only. The City has provided this materials list to demonstrate the desired quality of the product sought for the Dawson Creek Regional Airport Secure Access System.

5 Page 5 of 5 Description CDVI 2 Door Controller Schlage Interface Controller (for up to 10 doors) Schlage Proximity Interface Module AD400 Cylindrical Locksets Back up batteries Schlage Return Spring cages Hes Electric Strikes Lot of card reader wire Lot of power wire Wireless RS485 kit Card/Key fobs Ilco Key Restricted Cylinders Ilco Key Restricted Padlocks Ilco Key Restricted Keys

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19 RFQ Airport Secure Access System Bid Form Page 1 of 3 Section 1 - Bidder Contact Information CITY OF DAWSON CREEK BID FORM Airport Secure Access System Company: Contact Name and Title: Date: Address: Phone: Cell: Section 2 Pricing Prices to include the entire scope of work as outlined in RFQ Specifications, and as illustrated on Appendix A Airport Building Plans attached thereto. Description Airport Secure Access System project as described in RFQ Specifications GST if applicable PST If applicable PRICE * Prices must include all applicable fees, levies and charges except taxes The City reserves the right to negotiate scope with the lowest bidder. Section 3 - References Please provide contact information for your two most recent jobs similar in scope and value to the work specified in the RFQ, ideally in an airport or other secure environment. Provision of this information constitutes consent for the City to contact the references. Company Name: Phone: Contact: Company Name: Phone: Contact:

20 RFQ Airport Secure Access System Bid Form Page 2 of 3 Section 4 Addenda By my signature below, I hereby acknowledge receipt of Addendum No.(s) X Name: *Company Representative (signature) Title: Section 5 - Conflict of Interest Information Please mark below the appropriate response: Provided on a separate sheet: No conflict exists for my company: Company Representative (signature) X Name & Title: (please print) Section 6. Contractor Acknowledgement As an authorized representative of acknowledge: Company Name, by my signature below I All employees, subcontractors and representatives of the company will operate in compliance with all applicable federal, provincial and municipal occupational health and safety regulations, laws and bylaws. My company and its employees are qualified to do this work. The successful bidder must provide the additional documents required in the RFQ Section 5.3, Additional Information, no later than one week after notification of the award of the contract. Failure to do so may result in the contract being awarded to a bidder who can meet the requirements. Except as expressly and specifically permitted in this RFQ, no proponent shall have any claim for any compensation of any kind whatsoever, as a result of participating in the RFQ, and by submitting a bid, each bidder shall be deemed to have agreed that is has no claim. I have provided information regarding my company and staff that may lead to a real or perceived conflict of interest, including: Information regarding company representatives, managers and staff, (and members of their immediate families) who are a member of the Council of the City of Dawson Creek or in a senior management capacity with the City of Dawson Creek. Immediate family is defined as an individual s spouse and those dependent on the individual or the individual s spouse, whether related or not. Any other information that should be provided to the Council that may influence the consideration of the proposal. If no conflict exists, I have so indicated in the space provided.

21 RFQ Airport Secure Access System Bid Form Page 3 of 3 Section 7 Contractor Code of Conduct The relationship between City employees and representatives of contractors providing service to the City is critical to achieving the goals and objectives of the Corporation of the City of Dawson Creek. In providing the highest level of service possible, it is essential that all representatives of the Contractor work together with City staff in a co-operative and congenial manner, always respecting established lines of authority. The efficiency of City operations and the image the Corporation presents to the public may be influenced by any breakdown in the relationship between the Contractor s representatives and City employees. Therefore, the Contractor s representatives are expected to convey a friendly, approachable, positive and helpful attitude to City employees and to be honest, trustworthy, reliable, dependable and punctual in all workplace activities. Contractors unable to demonstrate an ability to meet this standard may be disqualified from the bidding process. Successful bidders subsequently failing to meet this standard should expect termination of any contractual relationship with the City. APPROVED BY COUNCIL: DATE: August 23, 1999 REAFFIRMED BY COUNCIL: DATE: April 30, 2001 REAFFIRMED BY COUNCIL: DATE: November 16, 2009 REAFFIRMED BY COUNCIL: DATE: March 30, 2015 I have read and agree to comply with the above Code of Conduct: Company Representative (signature) X Name: