DISTRICT OF TOFINO REQUEST FOR QUOTES PROJECT: Tofino Transit Beach Bus for 2014 LOCATION: Tofino OVERVIEW: The District of Tofino is requesting quotes from proponents to provide transit service to and from the Tofino Information Centre with stops at select locations, as listed in schedule B, during the summer period from Saturday, June 28 to Monday, September 1, 2014. The quote should include hourly rates for services provided outside this period for select festivals and special events. TERMS OF REFERENCE: Service Goals Provide shuttle service during the summer period and local festival and event transit service outside the summer period. Scope of Service The proponent s scope of service will encompass the area defined in schedule A and B. An hourly service may be requested by the District outside the period of Saturday, June 28, 2014 to Monday, September 1, 2014 for select festivals and special events. Service Plan The proponent shall: provide beach transit service as outlined in schedule A and B ; provide festival and event service upon the request of the District supply and maintain all labour, equipment, and vehicle(s) necessary to perform the transit service;
regularly clean and wash all equipment and vehicles, and have the company s name clearly presented; be prepared to work with the District of Tofino to develop and install a graphic wrap or similar treatment to the vehicle; identify the transit service as Tofino Transit ; provide a detailed monthly reports indicating total revenue collected, kilometers travelled per day, fuel consumption; record and transmit monthly statistics on the service including number of travelers per day, proportion of travelers (locals, tourists, resort workers); collect and compile information from satisfaction surveys; be responsible for maintaining the posted bus schedules; solely market the service and provide an outline of the marketing plan; achieve current status with all company related WCB remittances; be fully liable for the acts and omissions of its employee(s); and obtain liability insurance. Anticipated Deliverables 1. Service Plan 2. Service Quote PROPOSED SCHEDULE: The transit service to be undertaken by the successful proponent will start on June 28, 2014 and end on September 1, 2014. Hourly service may be requested outside this period for select festivals and special events. QUOTE SUBMISSION & PROJECT MANAGEMENT: Quote Submission This RFQ has the following timeframe: Deadline for Submission of Quotes 2:00 pm, Friday, April 19, 2014.
Address for Quote Submissions Inquiries Via Mail / Drop off: RFQ: Tofino Transit Bus Service for 2014 District of Tofino Attention: April Froment 121 Third Street PO Box 9 Tofino, BC V0R 2Z0 Via Email: Subject Line: Tofino Transit Bus Service for 2014 Company Name Attention: April Froment afroment@tofino.ca Direct all inquiries related to this RFQ to April Froment. Inquiries and responses may be recorded and distributed to all proponents at the District of Tofino discretion. April Froment E-mail: afroment@tofino.ca Acceptance of Quotes The District of Tofino reserves the right to alter the provisions of the RFQ at any time at its sole discretion. This RFQ should not be construed as a contract to purchase goods or services. Quotes will be assessed by District staff and the successful proponent will be selected based on the qualifications and capability of the proponent to perform the service. The District of Tofino is not bound to accept either the lowest priced quote or any quote of those submitted. Acceptable Submission Formats Quotes may be submitted via email in either a Microsoft Word document or Adobe PDF file. Emailed quotes must be received as per the identified closing date and time. Quotes may also be submitted via mail or paper copy to the District Office. It is the sole responsibility of the proponents to confirm with April Froment that the quote has been received. The District of Tofino does not accept any liability of any claim, demand, or other action should an email submission not be received or for any other reason. Quotes will not be accepted by fax. Quote Format
The following outline for the submission of quotes shall be used to ensure fairness for all proponents. All quotes shall contain the following: The quote must outline how the proponents will address the service goals, scope of service, and service plan; Proponent qualifications for the service including past experience; A cost quote including a budget for the overall service; and Any additional relevant information. EVALUATION CRITERIA AND EVALUATION PROCEDURES: Mandatory Requirements This Request for Quote contains mandatory requirements. Any quote that does not meet the mandatory requirements will be rejected without further consideration: Submissions must be received before the closing time and date; Submissions must include relevant experience and the contractor s price quote; The quote should clearly show the complete company name and key contact information, including name, telephone number, fax number and email address; The quote must include a detailed price breakdown of the service. Evaluation Criteria and Process Negotiation Quotes will be evaluated on the following: Proponents expertise and relevancy of experience Contractor s price quote All proponents will be informed of the results of the evaluation once a decision has been made. The successful quote will be used to negotiate a final contract, and may become an integral part of that contract. The District of Tofino reserves the right to require additional terms and conditions in any final contract to be negotiated with the successful proponent. The lowest cost submission or any quote may not necessarily be accepted. If the final contract cannot be negotiated with any given proponent, the District of Tofino may terminate negotiations with the proponent and negotiate a final contract with another proponent.
Terms and Conditions The District of Tofino reserves the right: To conduct post-selection meetings in order to correct, change or adapt quotes to the needs of the District of Tofino; To reject any or all quotes, or any parts thereof; To accept the quote that is in the best interest of the District of Tofino; To negotiate the terms of any quote; To select a proponent based on a combination of relevant experience, cost, and completeness and clarity of submission. Conflict of Interest The Quote will not be evaluated if the Proponent s current or past corporate or other interests may, in the District of Tofino s opinion, give rise to a conflict of interest in connection with this or other services. Proponents must make a declaration if any of its officers, directors, employees or subcontractors, has any financial or personal relationship or affiliation with any elected official or employee of the District of Tofino or their immediate families. The District of Tofino reserves the sole and unfettered discretion to determine if the proponent s quote might in any way be seen or perceived to create a conflict of interest.
Schedule A Service Commencement: The transit service is to commence June 28, 2014 and run daily through September 1, 2014, inclusive. Additional hourly service may be requested by the District for select festivals and special events outside of this period. The daily schedule from June 28, 2014 through September 1, 2014 should be as follows: Vehicle 1: Leaves going outbound from the designated terminus as described in Schedule B on an hourly basis. Vehicle is to be in operation from 11:00 a.m. to 8:30 p.m. with a 30 minute meal break. Fares: Option 1 Option 2 Adult fares should not exceed $2.00 per adult Child fares should not exceed $1.00 per child Fares noted above are one way only Babies in arms, if permitted as passengers, should be exempt A child passenger is defined as a person up to and including the age of 12 An adult passenger is defined as a person not meeting the criteria of a child passenger The fares shall be posted in a prominent location visible to bus passengers and should remain the same for the duration of the contract No rider fare charged Posting of Notice on bus A notice shall be posted noting the fares and that the service is paid for by the District of Tofino. The notice shall be posted in the bus in a spot visible to passengers. The notice shall be printed in full colour with the District s logo in colour. Equipment:
Contractor must use a vehicle that will hold up to 21 passengers and be equipped to carry surf boards. In the event of mechanical failure the Contractor will propose a suitable alternative that will be subject to approval by the District.
Schedule B Route/Stops: INBOUND to Bus Depot Tofino Info Centre (Cox Bay) Pacific Rim Hwy. at Craig Rd South Chesterman Beach Lot Mid Chesterman Beach Lot Lynn Rd @ Solwood Beach Access Lynn Rd @ 30 s Beach Access North Chesterman Beach Lot Lynn Rd. at Howard Dr. Pacific Rim Hwy. at Sharp Rd. Crystal Cove Beach Resort (inside) Pacific Rim Hwy. at Helleson Dr. Mackenzie Beach Rd. at Pacific Rim Hwy. Bella Pacifica Campground (inside) Across from Gas N Go Station Pacific Breeze Motel Weigh West Marine Resort Campbell St. at Jamie s Whale Watching Campbell St. at 3 rd St. (Village Green) Downtown Tofino OUTBOUND to Tofino Info Centre (Cox Bay) Downtown Tofino Campbell St. at 3 rd St. (Village Green) Campbell St. at Jamie s Whale Watching Weigh West Marine Resort RV Parking across from Pacific Breeze Gas N Go Station Bella Pacifica Campground (inside) by request only Mackenzie Beach Rd. at Pacific Rim Hwy. Pacific Rim Hwy at Helleson Dr. Crystal Cove Beach Resort (inside) by request only Pacific Rim Hwy. at Sharp Rd. Pacific Rim Hwy. at Lynn Rd. North Chesterman Lot Lynn Rd. @ 30 s Beach Access Lynn Rd. @ Solwood Beach Access South Chesterman Beach Lot Pacific Rim Hwy. At Craig Rd. Tofino Info Centre (Cox Bay)