Request for Quotations Arras Weir Maintenance

Transcription

1 Request for Quotations Arras Weir Maintenance The City of Dawson Creek requests written quotes for maintenance at the Arras Weir on the Kiskatinaw River, 1.7 km upstream of the Kiskatinaw Bridge on Highway 97 South. 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 Chelsea Mottishaw, Watershed Technician, at or via at An optional site tour will be held leaving from City Hall on Thursday, July 16 th at 10:00 am. In the alternative, the weir may be viewed in real time on the City website at Proposals will be accepted up to 2:00 p.m. (local time), July 22, 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 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 RFQ Arras Weir Maintenance Specifications and Information Page 1 of 3 SPECIFICATIONS 1. Introduction The City of Dawson Creek is requesting quotations for the supply, delivery, and installation of riprap materials needed to stabilize and maintain the Arras Weir on the Kiskatinaw River, located 1.7km upstream of the Kiskatinaw Bridge on Highway 97 South. 2. Scope and Location of Work Project Details and Contractor Responsibilities 1. Supply, delivery and installation of 750m 3 of riprap, 0.8m-1.1m in diameter at the Arras Weir. Existing riprap to be removed and re-used. 2. Riprap to be tested and confirmed as non-acid generating. The bidder will be required to submit certification of the proposed material to the City prior to commencing work. 3. Equipment used to install the riprap must be in good operating condition, free of leaks, and excess oil or grease on any surface. 4. Fuelling of equipment must take place a minimum of 30m away from any watercourse or surface water drainage. 5. Equipment used for this project must use environmentally sensitive hydraulic fluids that are non-toxic to the aquatic environment. 6. The successful bidder will be deemed the prime contractor for this project and as such, will be responsible for site safety and compliance with all provincial and federal regulations, including the BC Water Act, Part 7, and the Standards and Best Practices for Instream Works issued by the then Ministry of Water, Land and Air Protection, (2004). It is the contractor s responsibility to submit an application/notification under Section 9 of the Water Act because of the proposed works within the stream, to ensure all proposed works meet or exceed Water Act requirements. 7. Mobilization and de-mobilization of any personnel, equipment, fuel and tools to complete the work. 8. Coordination with City of Dawson Creek staff to complete sheet pile welding may be required. 9. The contractor shall supply and maintain at all times on site during construction a spill contaminant kit to be used in the event a deleterious substance is released to the environment. 10. The contractor shall be responsible for on-site emergency response if necessary. 11. Work is to be done during low water conditions, (September/ October 2015). If weather and stream conditions do not permit, the project may be deferred to the Fall of Work is to be completed prior to October 30, 2015.

3 RFQ Arras Weir Maintenance Specifications and Information Page 2 of 3 3. Submission Requirements 1. Deadline for submission of proposals is 2:00 p.m. local time, July 22, 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 Arras Weir Maintenance 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 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 creditworthiness 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. Acceptance of Prime Contractor Designation. Emergency Response Plan.

4 RFQ Arras Weir Maintenance Specifications and Information Page 3 of 3 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 Chelsea Mottishaw, Watershed Technician, at cmottishaw@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. 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 and Information Bid Form Figure 1 Location Map Figure 2 & 3 Arras Weir Photos

5 RFQ Arras Weir Maintenance Bid Form Page 1 of 3 Section 1 - Bidder Contact Information CITY OF DAWSON CREEK BID FORM Arras Weir Maintenance Company: Date: Address: Contact: Phone: Cell: Section 2 Pricing Description LUMP SUM (excluding taxes) for supply, delivery and installation of 750 m 3 riprap as per Specifications Section 1 & 2 of RFQ $ **Price PST if applicable $ GST if applicable $ TOTAL $ ** 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 for local government and/or in the North. Provision of this information constitutes consent for the City to contact the references. Company Name: Phone: Contact: Company Name: Phone: Contact: Section 4 Addenda By my signature below, I hereby acknowledge receipt of Addendum No.(s) X *Company Representative (signature) Name: Title:

6 RFQ Arras Weir Maintenance Bid Form Page 2 of 3 Company: Contact: Address: RFQ Arras Weir Maintenance CONTRACTOR ACKNOWLEDGEMENT FORM Postal Code: Phone: Fax: Cell Number: 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. References will be provided upon request. 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: o 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. o Any other information that should be provided to the Council that may influence the consideration of the proposal. o If no conflict exists, I have so indicated in the space provided below. 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)

7 RFQ Arras Weir Maintenance Bid Form Page 3 of 3 CITY OF DAWSON CREEK CODE OF CONDUCT CONTRACTORS 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: Title:

8 RFQ ARRAS WEIR MAINTENANCE Figure 1 Arras Weir Location

9 RFQ ARRAS WEIR MAINTENANCE Figure 2 Photo of Arras Weir August 2014 Figure 3 Arras Weir Structure