Oxford & Area Trails Association River Philip Bridge Construction, Oxford, N.S Project No.: OATA003 SECTION 1.0 INSTRUCTION TO BIDDERS

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1 1.1 INSTRUCTION TO BIDDERS Oxford & Area Trails Association River Philip Bridge Construction, Project No.: OATA003 INSTRUCTIONS TO BIDDERS August 7, 2015 SECTION 1.0 INSTRUCTION TO BIDDERS 1.2 TENDER DOCUMENTS Only those tenders submitted by persons or firms who have been listed either individually or jointly as having received tender documents will be considered. Addenda to the tender documents will be issued only to those persons listed as having received tender documents It is the responsibility of all bidders to ensure that they are listed as having received the tender documents. The owner (Oxford & Area Trails Association) or his Representative assumes no responsibility for the accuracy of the List of Bidders. Tender documents may only be obtained from the location named in the public notice of tender. All requests for additional information, clarifications or instructions concerning the Tender must be sent IN WRITING (facsimile, or letter) and received by the engineer no later than five (5) working days prior to the public tender closing. Requests shall be submitted to the individuals designated on the tender data sheet. Oral information provided by any staff or persons other than designated contacts will not be binding. All relevant questions deemed by the Engineer to be appropriate for general interest to all potential Bidders and the Engineer s response to each question shall be issued to all Bidders in the form of an Addendum or a Clarification. 1.3 TENDER SUBMISSION Sealed tenders must be received by 3:00pm on Friday August 21, 2015 The tender envelope will have on the face of it, the name of the Company submitting the bid and will be defined as: River Philip Bridge Construction (Oxford & Area Trails Association). And will be addressed as follows: Oxford Town Hall 105 Lower Main Street., B0M 1P0 Attention: Gerry McLellan Page 1 of 5

2 Oxford & Area Trails Association River Philip Bridge Construction, Project No.: OATA003 INSTRUCTIONS TO BIDDERS August 7, Documents Included in Tender Package Tender Form Instruction to Bidders Engineer Drawings and Specifications 1.5 TENDER VALID FOR The owner shall within (30) calendar days of the public tender opening, notify the successful bidder that they are the successful proponent and call on them to enter into a formal contract. The successful bidder shall, within ten (5) working days of notification - provide proof of insurance coverage of the type and in the amount stipulated. - execute the formal document. 1.6 HARMONIZED SALES TAX The NOVA SCOTIA Harmonized Sales Tax (HST) is not to be included in the tendered unit prices or for the overall bid price. 1.7 QUALIFICATIONS OF BIDDERS Persons or firms submitting tenders shall be actually and actively engaged in the lines of work required by the specification and shall be able to refer to work of similar character performed by them. The bidders shall be capable of demonstrating that they have the corporate employee experience as well as the equipment required to complete this project as required by the drawings and specifications including all the schedule and safety requirements. This will be evaluated using the information included in the tender form as well as information gathered through contracts and references during the tender review stage. 1.8 CONTRACT Form of contract will be OATA003 Fixed Price Contract. A copy of the contract is included in the tender package. 1.9 EXAMINATION OF DRAWINGS, SPECIFICATIONS AND SITE Each bidder, before submitting his tender, will carefully examine the contract documents and will visit the site to determine the existing conditions and limitations, including labour conditions provisions wherever such are imposed by the Status of the Province of Nova Scotia and will not claim at any time after the submission of the tender, or the subsequent execution of a contract, that there was any misunderstanding with regard to the conditions imposed by the contract INSURANCE SCHEDULE Page 2 of 5

3 Oxford & Area Trails Association River Philip Bridge Construction, Project No.: OATA003 INSTRUCTIONS TO BIDDERS August 7, 2015 The Contractor shall at his own cost and expense, provide and maintain insurance that will protect the Contractor from claims of bodily injury, including death, and from claims of property damage which may arise from the performance of his contract. The comprehensive general liability insurance required shall be for an inclusive limit of not less than Two Million Dollars ($2,000,000.00) for each occurrence. The Contractor shall, at the request of the Owner, file with the Owner a policy, one certified copy of such insurance which shall be for an amount and on a form acceptable to the Owner SAFETY All tender submissions must include copies of the WCB Clearance letter. All tenders submissions must confirm proof of insurance coverage. All tender submissions must confirm proof of appropriate Safety Certification Specifications All Specifications are as per the drawings which are included in the Tender documents. Any questions regarding the drawings need to be addressed to the Engineer. Please refer to section 1.18 for contact information CONDITIONS OF TENDER The bidder acknowledges that the owner shall have the right to reject any, or all bids for any reason, or to accept any bid which the Owner in its sole unfettered discretion deems most advantageous to itself. Tenders will be evaluated based on qualifications and firm fixed pricing as provided in the Tender Form. The lowest, or any tender will not necessarily be accepted and the owner may: a) Accept a Tender which is deemed most advantageous to the owner. b) Reject a Tender that is priced over allotted project budget In evaluating the bids, the Owner may consider any information deemed relevant in determining what is most advantageous, which may include: price qualifications past experience on similar projects Ability to meet the projects schedule Past experience for similar work by the bidder information gathered from the references during the bid review process and conformance with tender submission requirements. By submitting a bid, the bidder acknowledges the Owner s rights under this Tender and absolutely waives any right, or cause of action against the Owner, its officers, directors, employees or consultants by reason of the Owner s failure to accept the Tender submitted by Page 3 of 5

4 Oxford & Area Trails Association River Philip Bridge Construction, Project No.: OATA003 INSTRUCTIONS TO BIDDERS August 7, 2015 the bidder, whether such right or cause of action arises in contract, negligence, bad faith or otherwise. The evaluation will be based on the information provided by the bidder in the Tender Form, as well as the information through contacts of references and/or through previous work for the Owner. This may include information received from the Owners listed in the tender form on projects by the bidder other than those listed DISCREPANCIES Bidders finding discrepancies or omissions in the specifications, drawings, or other contract documents, or having any doubt as to the meaning or intent of any part thereof, will notify the Engineer immediately who will send written instructions or explanations to all bidders. Neither the owner nor the Engineer will be responsible for oral instructions. Addenda, bulletins, or corrections issued during the time of bidding will be covered in the tender and will become a part of the contract documents PROVIDE REQUIRED INFORMATION The bidder must provide all the information required in the Tender Form. Failing to supply the above information may result in a rejection of the tender by the owner PRIOR APPROVAL OF PRODUCTS AND EQUIPMENT AND MATERIAL DEVIATIONS Where the Specifications or Drawings stipulate a particular product, equipment or material and a bidder would like to propose an alternate, written request for approvals of alternates will be considered by the Engineer up to five (5) working days before receipt of Tenders. Such requests shall be accompanied by complete descriptive and technical information so that proper evaluation can be made. When a request for approval of an alternate product, equipment or material is made, the Engineer may grant approval and will issue notifications to this affect to bidders listed at that time. If an item is approved, bidders may use that item in place of the specified item. If in the sole opinion of the Engineer any information required for the proper and complete evaluation of such alternate product(s) is not included with this submission, the request for approval will be denied. Neither the Owner nor the Engineer will be responsible for requesting any additional information deemed to be required for this evaluation. In submission of bids incorporating approved equals to products specified, bidders shall include in their bid package any changes required in the work to accommodate such approvals. A later claim by the bidder for an addition to the Contract price because of changes in work necessitated by use of approved equals will not be considered. If an item is not approved, the bidder making the request will be notified by the Engineer prior to the time of closing. If no alternate product, equipment, or material is approved prior to the close of tenders, the successful bidder shall be required to use the product, equipment and or material as stipulated by the Specifications or the Drawings. The term... or approved equal... shall apply only to approval of equals prior to the close of Tenders. Page 4 of 5

5 Oxford & Area Trails Association River Philip Bridge Construction, Project No.: OATA003 INSTRUCTIONS TO BIDDERS August 7, LAW OF THE CONTRACT For any contracts entered into the subsequent to tendering, the law that will apply shall be the law of the Province of Nova Scotia INQUIRIES Inquiries pertaining to the technical specifications and/or drawings may be directed to the following: Attention: Edmar Engineering Inc. and Buchanan Design Group Mr. Glen Buchanan Tel: Work site questions can be directed to: Attention: Gerry McLellan, Director O&ATA Tel: BID Price: $ Signature: Page 5 of 5

6 Addendum 2: Closing date for tenders has been extended by one week to3:00 pm, August Location 105 Lower Main St, Oxford, Nova Scotia

7 TENDER FORM Bridge Superstructure Tender Submitted By: TO: Oxford and Area Trails Association 105 Main Street B0M 1P0 Attention: Gerry MacLellan We, the undersigned, hereby offer and agree to furnish all and every kind of labour, tools, implements, machinery, plant, service and materials that may be required to execute and complete, in a workmanlike manner all the work embraced in the construction of the above mentioned work and in accordance with the plans and specifications exhibited to us, and such revisions, further details and special plans as may be furnished, from time to time, during the progress of the work. We have examined the plans, specifications and site and have ascertained all necessary particulars with regard to the work and upon acceptance of this tender are prepared to enter into a contract, in the form exhibited with the said plans and specifications, at and for the prices set opposite the different items. I, HERBY, CONFIRM THAT I HAVE READ AND UNDERSTOOD THE ABOVE Page 1 of 7

8 (Initials) Company Name of the Bidder: Contact Person for Tender: Telephone No: Tender Price I/we undersigned, having carefully examined all of the Contract Documents, and having examined the site and conditions affecting the work, hereby agree to furnish all materials, labour, equipment, and services necessary to complete the entire scope of work in accordance with all the requirements of the official tendering documents, specification and drawings for the stipulated sum of LUMP SUM PRICE Full Contract: Bridge Superstructure (Write out in full) Dollars Cents The sum above does not include HST. Page 2 of 7

9 General We the undersigned, declare that: (a)we agree to perform the Work within the required completion time specified in the Bid Submission, (b) we have arrived at this bid without collusion with any competitor, (c) this Bid is open to acceptance by the Owner for a period of 30 days from the date of closing, Page 3 of 7

10 (e) The Owner reserves the right to reject any or all tenders. Tenders will be evaluated based on review of both the lump sum and unit prices provided in the Tender Form, (f) we acknowledge the following addenda. The modifications to the Bid Documents noted therein have been considered and all costs thereto are included in the Bid price. I have received addenda No. to No. inclusive and our tender price includes all labour, materials, equipment, as called for and implied by said addenda, and a signed copy of each addendum is attached hereto. It is distinctly understood that no departure from the work covered by the drawings and specifications, or the tender prices stated herin, will be made except upon the written approval of the Engineer or his Authorized representative. The tenderer agrees that this tender is to remain open to acceptance and inevitability until 30 days of the day set for the opening tenders. The tenderer agrees to meet the completion date as defined in the Bid Submission. The owner reserves the right to reject any or all tenders and the lowest or any tender need not necessarily be accepted. Tenders may be evaluated on the following criteria: Price; Ability to meet the project schedule; Past experience of similar projects by Contractor, the proposed sub-contractors and the individuals proposed for the work; Quality; Safety based on the Contractor s safety record, the Contractor s attention to safety on past projects and the Contractors Safety Manual and safety procedures. The following sections must be completed and submitted with tender: SIMILAR PROJECTS (minimum of 3 to be listed) Page 4 of 7

11 The following is a list of projects (to be 3 different owners) of a similar size and type completed by the tenderer. The owner and/or Engineer reserve the right to contact the Project Engineer or Owners provided (including listed and all other projects completed by the Tenderer) for reference. Owner # 1: Owner Project Name: Brief Desription: Year: Project Engineer: Owner Representative: Value: Contact Number: Contact Number: Owner # 2: Owner Project Name: Brief Desription: Year: Project Engineer: Owner Representative: Value: Contact Number: Contact Number: Owner # 3: Owner Project Name: Brief Desription: Year: Project Engineer: Owner Representative: Value: Contact Number: Contact Number: The following shall provide information on the Tenderer s Safety Program and procedures. The Owner and/or Engineer reserve the right to request a copy of the Tenderer s safety manual and polices for review before the tender is awarded. Page 5 of 7

12 1. Do you have a Registered Safety Program in Place (Yes or No): 2. since when: 3. Number of Incidents Reported to WorkSafeNS in the past five (5) years: 4. Name of Safety Office: 5. Registration with NSCSA (Yes or No): This offer is irrevocable for thirty (30) days from the date on which the tenders are opened and if accepted within said thirty (30) days, I (we) undertake to enter into a contract, in the attached standard form for the execution of the work and to complete the work within the time allowed. DATED AT THIS DAY OF, 20. Page 6 of 7

13 NAME OF FIRM ADDRESS TELEPHONE FAX Signature of Witness Authorized Signature Name (Printed) Title (Printed) Signature of Witness Authorized Signature Name (Printed) Title (Printed) Note: If the contractor is an Incorporated Company, the tender will be signed by the President or other officer duly authorized to sign, and seal the affixed. Page 7 of 7