FORM OF TENDER 14/2011 SUPPLY, DELIVERY AND UNLOADING OF NEW STEEL STREET LIGHTING POLES, LUMINAIRES & SUPPORT BRACKETS City of Thunder Bay, Traffic Control & Street Lighting Division Page 1 of 6 I/We, the undersigned, do hereby tender and offer to enter into a contract with the Corporation of the City of Thunder Bay (City) for the Supply, Deliver and Unloading of New Steel Street Lighting Poles, Luminaires and Support Brackets (Products), in accordance with all the specifications and terms herein described and the attached Schedule A being the City Standard Terms and Conditions for Tenders, Proposals, Contracts and Quotations and any other terms and conditions of the City s tender at the prices indicated in the space provided for that purpose to the entire satisfaction of the Manager of Materials Management or his appointed agent. The price(s) quoted include all duty, taxes (other than HST), customs, clearances, cartage, freight hazardous material handling charges and all other charges now or hereafter imposed or in force and is a Total Firm Price. Harmonized Sales Tax (HST) is to be shown separately on invoicing. A CASH DISCOUNT ALLOWANCE OF % will be allowed if accounts are paid within days after the notification of the bill for goods that are accepted. Terms of Payment (cash discount) will be taken into consideration as part of the award. I/We guarantee delivery of the herein described products to the TRAFFIC CONTROL & STREET LIGHTING STORES, 625 N. Cumberland Street, Thunder Bay, Ontario, as indicated under DELIVERY, page 3. I/We offer to Supply, Deliver and Unload New Steel Street Lighting Poles, Luminaires and Support Brackets. as per the described SCHEDULE OF PRICES, Page 6 Tender Document Fee: The City charges is a non-refundable charge of $35.00 for these documents payable by cheque, cash or debit. Cheques are to be made payable to the City of Thunder Bay. NOTE: This form must be completed, properly signed by an authorized official and received on or before the date and time specified, or your tender will not be considered. COMPANY NAME MAILING ADDRESS CITY POSTAL CODE PHONE NO. SIGNATURE OF AUTHORIZED OFFICIAL DATE FAX NO. PLEASE PRINT NAME CELLULAR NO. This tender will be received in DUPLICATE and on the form provided, sealed in the envelope provided, by deposit in the locked tender box in the City MATERIALS MANAGEMENT OFFICE, 111 S. Syndicate Avenue, Victoriaville Civic Centre, Thunder Bay, Ontario, P7C 5K4, until 12:00 noon, local time, TUESDAY, APRIL 12, 2011, and will be opened publicly in the BOARD ROOM of Materials Management Office, Victoriaville Civic Centre at 1:30 p.m. of the same day. THE LOWEST OR ANY TENDER NOT NECESSARILY ACCEPTED LATE TENDERS WILL NOT BE ACCEPTED FACSIMILE, E-MAIL OR TELEPHONE TENDERS WILL NOT BE ACCEPTED
THE CORPORATION OF THE CITY OF THUNDER BAY FORM OF TENDER 14/2011 Page 2 of 6 GENERAL The City s Traffic & Street Lighting Stores requires the Supply, Delivery and Unloading of 31 Steel Street Lighting Poles, 31 Luminaires and 31 Support Brackets, (Products) all in accordance with the specifications herein described. The City is not responsible for any costs incurred by the proponents in the preparation and presentation of their response to the tender call. The successful Bidder will be responsible for all material, labour, equipment and anything else required for the supply and delivery of the Products in accordance with the specifications and terms described herein. Should any work or materials be required which are not detailed in the specifications, either directly or indirectly, but which are nevertheless necessary for the proper carrying out of the intent hereof, the Bidder is to understand the same to be implied and required, and shall perform all such work and furnish any such material as fully as if they were particularly delineated or described. No after claim will be allowed or entertained for obstructions or work necessary to fully complete the work whereon said Bidder made tender. The specifications in this tender request are the basic minimum requirements that are necessary to obtain the desired performance, reliability and low cost of operation and maintenance. The City reserves the right to be the sole judge of the acceptability of any Products offered and to purchase the Products which in its opinion most closely meets the operating requirements of the Materials Management Division, City of Thunder Bay. Products being offered must be proven in a municipal operation and accepted by the City. The Products specified in this quotation must meet the attached specifications however, the City will consider approved equivalents providing the make and model being offered are equal to or exceed the Products being asked for in regards to design, quality, material, and performance. The Products to be supplied must be new and the current year s (2011) model. Bidders must certify that the models offered are of the current years manufacture. Quotations on older models will only be considered if offered as an option with the bid on the current years manufacture. All Products specified in this quotation may be subject to approval by City Council and budget funding. AWARDS It is the City s intent to award in whole but reserves the right to award by item, or part thereof, groups of items, or all items of the tender, and to award contracts to one or more Bidders submitting identical tenders as to price; to reject any and all submissions in whole or in part; to waive technical defects, irregularities and omissions, if in so doing, the best interest of the City will be served. REVIEW OF REQUIREMENTS All Bidders should carefully review this solicitation for defects or questionable matter. Comments or the need for clarification must be made in writing as requested in this tender. Protests based on any omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the Materials Management Division as per the terms set out in this tender. INTERPRETATION OF ESTIMATES The quantities shown on the tender form are estimated only and shall be used as a basis for calculation upon which the award of the contract will be made. These quantities are not guaranteed to be accurate and are furnished without any liability to the city, whether decreased or increased. Quantities shown are estimated requirements only and should not be interpreted as either a minimum or maximum commitment. The City reserves the right to adjust the quantities or configuration upward or downward to meet its requirements and budget allotments, without penalty to the City.
THE CORPORATION OF THE CITY OF THUNDER BAY FORM OF TENDER 14/2011 Page 3 of 6 TENDER EVALUATION For purposes of tender evaluation the total cost of the base price as specified in the tender, excluding options, will be considered, although optional items may be added or deleted as deemed necessary by the City. ACKNOWLEDGEMENT OF ADDENDA If addenda are issued, their receipt must be acknowledged by the proponent by including them as part of the tender submission to ensure that all requirements are included in the submission. Failure to include all addenda may result in your submission not being considered. The City will assume no responsibility for oral instructions or suggestions. Addenda will be provided to all who have registered with the City Materials Management Division. As well, they will be posted on the City s website for bid opportunities for download. CANCELLATION/TERMINATION OF CONTRACT The City reserves the right to terminate the contract without notice if due to non-performance and unsatisfactory service and/or unsatisfactory product performance. The City reserves the right to call in alternate suppliers if the tenderer is unable to provide the Products when it is requested. The City reserves the right to terminate the contract upon 30 days notice in writing - without penalty to the City. ACCEPTANCE AND PAYMENT The City will not make any payment until all Products/terms applicable to this tender have been completed to the entire satisfaction of the City. The City may request to inspect any vehicle/equipment/product at the local premises of the Bidder (or representation of such) prior to the actual delivery. Bidder shall not assume that physical delivery to the City implies full acceptance of the Products. Receipt of goods will be deemed complete only when the Products as stated in the tender has been delivered to the proper location in a complete and operable condition to the entire satisfaction of the City. Partial Orders will not be delivered without prior agreement of the City. DELIVERY Delivery is of the essence and may be considered as part of the award. The supplier will be responsible for the supply, delivery and unloading of all poles, luminaries and support brackets to the Traffic Control and Street Lighting Stores, 625 N. Cumberland Street, Thunder Bay, Ontario, as instructed by the Storekeeper, or designate, at the earliest possible date. State Delivery: Pole delivery is to be within: Support bracket delivery is to be within: Luminaire delivery is to be within: days of receipt of order days of receipt of order days of receipt of order Supplier must notify the contact at the Traffic Control & Street Lighting Stores 48 hours prior to shipping. Contact Tim Brading, Store Keeper, or designate at: Phone: (807) 684-2109. Fax: (807) 346-5993 PRODUCT APPROVALS/REGULATIONS All equipment supplied under this contract must be C.S.A. approved and bear the appropriate labels. All equipment supplied under this contract must meet or exceed all Municipal, Provincial and Federal Regulations regarding employee health and safety.
THE CORPORATION OF THE CITY OF THUNDER BAY FORM OF TENDER 14/2011 Page 4 of 6 ENCLOSURES: Standard Terms and Conditions for Tenders, Proposal and Contracts Drawing Y BROCHURES The Manufacturer's standard descriptive specification literature should accompany the tender forms including pictures of actual units to be delivered and important features clearly marked. CITY CONTACT INFORMATION If further Technical Information is required please contact: Rick Harms, Project Engineer Engineering Division 111 S. Syndicate Avenue Victoriaville Civic Centre Thunder Bay, Ontario Phone: (807) 625-3071 All Technical Service Bulletins (TSB s) applicable to these Products are to be supplied and forwarded as they are issued to the contact listed above for Technical Information. If further General Tender Information is required, please contact: Cathy Bevilacqua, Buyer Materials Management Division 111 S. Syndicate Avenue Victoriaville Civic Centre Thunder Bay, Ontario Ph: (807) 625-2286 Fax: (807) 622-0181 HEALTH & SAFETY The City recognizes and promotes good health and safety in order to prevent injuries and occupational illnesses. Successful Bidder(s) must be prepared and will be expected to demonstrate, illustrate and make aware of all applicable features of the equipment being purchased by the City in regards to health and safety concerns. INDEMNITY The Bidder shall indemnify and save harmless the City from and against all liens, damages, losses, claims, demand payments, suits, actions, recoveries and judgements of every nature and description brought against him and/or the City by reason of any act or omission of the said Bidder, his agents, or employees in the execution of, or as a result of the work or in the guarding of it. All permits and fees applicable shall be acquired and paid for by the contractor. INSURANCE: (From Successful Proponent Only) - if applicable The contractor shall, during the course of any work for the City, maintain general comprehensive liability insurance coverage in respect to the risks hereunder set out in the amounts stated, and shall file with the Manager-Materials Management of the City of Thunder Bay a certificate issued by the Insurer attesting that he is so insured. GENERAL LIABILITY Minimum Requirement BODILY INJURY $2,000,000.00 PROPERTY DAMAGE Inclusive AUTOMOBILE LIABILITY Minimum Requirement BODILY INJURY $2,000,000.00 PROPERTY DAMAGE Inclusive
THE CORPORATION OF THE CITY OF THUNDER BAY FORM OF TENDER 14/2011 Page 5 of 6 SPECIFICATIONS Steel Poles: The steel pole shall be the Octagonal Straight Tapered steel style pole, 7.6 m (25 ) in height, West Coast Engineering Group, Cat. No. 15470, Nova Pole International Inc., Series NST25, or approved equivalent. The pole shall be complete with a 3 OD x 5 high pole top tenon (see note below), a powder coat finish over galvanized steel, painted black in colour, four 25 mm (1 ) x 750 mm (30 ) long anchor bolts c/w four hex nuts, washers, four plastic nut covers, and a festoon box provision for a duplex receptacle mounted 4.5 m (15 ) above the base plate on the side of the pole. Handhole c/w cover to be located on side of pole. GFI receptacle and weatherproof cover to be provided The pole shall be capable of supporting a single tear drop style luminaire, approx. EPA rating of 1.6 sq. ft. (60lbs) and the 1.2m long architectural styled arm as specified. The pole shall be complete with two (2) - 750 mm (30 ) x 38 mm (1.5 ) OD banner arms c/w end caps. Arms & end caps to be galvanized steel c/w a powder coat finish, painted black in colour (see attached Drawing Y ). The pole shall be complete with a mounting flange plate in order to mount a low level pedestrian luminaire at 3.2 m (10.5 ) above the base plate on the back of the pole. The flange plate for the pedestrian luminaire arm shall be predrilled and threaded to 3/8 UNC to the following specifications: Four holes at 3 wide X 5 high Flange plate to be c/w with steel weatherproof cover plate painted black in colour. Pole base plate bolting dimensions: Bolt Square 205 mm Bolt Circle 290 mm Pole top tenon to be compatible with support arm as tendered. Anchor bolts to be pre-shipped. The poles shall be slotted to fit on a City of Thunder Bay Standard E-102 Type C base Luminaire: The 250 Watt HPS luminaire shall be the Tear Drop Series, Esplanade style c/w traditional housing, asymmetric glass refractor, built-in 6 Amp fuse & holder, 100V Lamp, factory pre-set for I.E.S. distribution Type III, M, CO, with polyester powder paint finish, painted black in colour to match the pole as specified above, as manufactured by Halophane Inc. or SDL Model SLF 1089. The ballast assembly shall be the CWI lead type suitable for supply at 120 Volt, 60Hz. All components of the ballast assembly shall be factory pre-wired and interconnected using insulated push-on mechanical connectors. All electrical components are to be CSA approved. Support Bracket: The single support bracket shall be of one piece aluminum construction, Boston Harbour style, as manufactured by Halophane. The single support bracket shall be of one piece aluminum construction, Boston Harbour architectural style, 45 long x 23 rise, suitable for mounting on a 5 high x 3 OD post top tenon, c/w polyester powder paint finish, painted black in colour, Antique Street Lamps Catalogue No. BHC45/1, as manufactured by Halophane. Equivalent arm SDL model SLF 1997.
THE CORPORATION OF THE CITY OF THUNDER BAY FORM OF TENDER 14/2011 Page 6 of 6 SCHEDULE OF PRICES Prices are to remain FIRM for a period of ninety (90) days from date of tender closing for evaluation and award. A) STEEL POLES I/We offer 31 New Octagonal Straight Tapered Style Steel Street Light Poles as specified: (MAKE) (MODEL) (YEAR) FOR A PRICE OF $ /EACH x 31 = $ /TOTAL (HST EXTRA) (FOB Delivered and Unloaded) B) LUMINAIRES I/We offer 31 Tear Drop style Luminaires as specified: (MAKE) (MODEL) (YEAR) FOR A PRICE OF $ /EACH x 31 = $ /TOTAL (HST EXTRA) (FOB Delivered and Unloaded) C) SUPPORT BRACKETS I/We offer 31 Architectural style Support Brackets as specified: (MAKE) (MODEL) (YEAR) FOR A PRICE OF $ /EACH x 31 = $ /TOTAL (HST EXTRA) (FOB Delivered and Unloaded) FOR A TOTAL FIRM PRICE OF (Items A, B and C) $ /LOT (HST EXTRA) DETAILS OF WARRANTY State full particulars regarding warranties and maintenance and if applicable, the nearest location to Thunder Bay: BIDDER S CONTACT INFORMATION STATE DIRECT CONTACT PERSONNEL C/W PHONE &FAX NUMBERS AND E-MAIL ADDRESS: THE CITY WEBSITE ADDRESS FOR TENDER LISTINGS IS: www.thunderbay.ca/materials
From: THE CITY OF THUNDER BAY MATERIALS MANAGEMENT DIVISION VICTORIAVILLE CIVIC CENTRE 111 SYNDICATE AVE S (main floor) PO BOX 800 THUNDER BAY ON P7C 5K4 CLOSING DATE TENDER # When Downloading Tender Documents, cut or fold this page in half and Affix this ADDRESS LABEL to your tender submission envelope. Please indicate the Tender #. Also include your firm s name in the top left corner.