Electrical Facilities Maintenance and Repair

Transcription

1 RFP# 1918 REQUEST FOR PROPOSAL ( RFP ) FOR Electrical Facilities Maintenance and Repair RFP Number #1918 Issue Date: June 14, 2017 Closing Date & Time: July 12, 2017 at 3:00 p.m. (15:00 hours), Pacific Time Mandatory Meeting: A Mandatory Pre-Proposal meeting will be held on June 28, 2017 at 9:00 a.m. in the Public Works Meeting Room, 2020 Labieux Road Nanaimo, B.C. V9T 6J9. The meeting is anticipated to last 30min 1 hour and will be followed by a non-mandatory tour of various facilities. High visibility vests or jackets and safety footwear must be worn by those attending the meeting. Proponents are solely responsible for ensuring that they have all the information available on this RFP, and should therefore check the City s and BC Bid s websites regularly, up to the Closing Date and Time of this RFP. Late Proposals will not be considered. Page 1 of 1

2 1 DEFINITIONS INVITATION SUMMARY - INSTRUCTIONS TO PROPONENTS Introduction CONTACT INFORMATION Clarification Proposal Delivery LATE PROPOSALS Mandatory PRE-PROPOSAL MEETING ADDENDA RFP TIMETABLE PROPOSAL CONTENT ACCEPTANCE OR REJECTION CLARIFICATION NEGOTIATION AND SELECTION COMMITMENT COMPETITION CONDITIONS PROPOSAL ELIGIBILITY AMEND OR REVOKE PROPOSAL Accuracy of Information THE CITY RESERVE RIGHTS CONFLICT OF INTEREST No Lobbying Proponent Communication Illegal or Unethical Conduct COST OF PREPARATION CONSENT TO USE OF INFORMATION Agreement on Internal trade Ownership of Proposals Request for debrief Litigation WORKER S COMPENSATION CONTRACT TERMS AND CONDITIONS Business license MINIMUM RATE OF PAY FUEL CONSUMPTION INSURANCE REQUIREMENTS Page 2 of 55

3 3.21 Services Authorization and Invoice Process Invoices SCOPE OF WORK Contractor Performance EVALUATION EVALUATION OF PROPOSALS Evaluation Criteria and Weighting PROPOSAL CONTENT Proposal Detail Mandatory document APPENDIX A SUBMISSION FORM COMPANY INFORMATION AND SIGNATURE FORM Addenda CONFLICT OF INTEREST SUMMARY Proponent capabilities experience and qualifications Sub-contractors Warranties VALUE ADDED fees, costs, rates to be charged References APPENDIX B SCOPE OF WORK PROPONENT INFORMATION CONCERNING THE SCOPE OF WORK Reports Types of Electrical Repair Services Requests Include: Service Technicians Certification Requirements Worksite Security Procedures Service Call Requests Additional Work/Individual Projects Contractor Work Sheets/Field Reports Work Sites APPENDIX C PROPOSED PURCHASE CONTRACT Page 3 of 55

4 10 APPENDIX D FUEL CONSUMPTION REPORT FORM SAMPLE APPENDIX E MINIMUM RATE OF PAY The following documents are posted concurrently with this Request for Proposals for the information and use of proponents: A copy of Appendix A, Section 7 of this RFP in Word format for the use of proponents; Single Contractor Meeting form; Prime Contractor Preconstruction Meeting form and Contractor Performance Evaluation form Page 4 of 55

5 1 DEFINITIONS The following definitions apply to terms used throughout this document: a) 24/7 means availability of services 24 hours a day, 7 days a week and 365 days per year. b) Addenda or Addendum means amendments to this request as may be issued by the City during the open period of this request and posted on the City s web site and BC Bid. c) BMS means Building Management System Digital controls control mechanical equipment in facilities including Lighting/HVAC/Boiler/Refrigeration/Irrigation. d) City City of Nanaimo e) Closing Time means the date and time for the closing of this RFP as identified on the front cover, or such extended date and time as determined by The City as amended by issue of addendum to this request. f) Contractor - means the party selected to provide electrical maintenance services as an outcome of this request. g) DDC means Direct Digital Controls Digital controls are used to control mechanical equipment in facilities: Lighting/HVAC/Boiler/Refrigeration/Irrigation. h) Emergency means an electrical related condition requiring a maximum one hour response with attendance on site within two (2) hours by the electrical maintenance contractor 24/7 that if not priority resolved could cause human injury or compromise public safety. The City shall be the sole determinant of emergency services requirements and will act reasonably in doing so. i) HMI means Human Machine Interface. The human-machine interface is the operator window of the supervisory system. j) Journey Person means a person certified by the Industry Training Authority of British Columbia to the applicable trade. k) Mandatory Requirements are those requirements in this RFP identified as mandatory or described with a must or shall. Failure to provide mandatory information may result in a Proposal being rejected. l) PID means Proportional Integral Derivative controller (PID controller) is a control loop feedback mechanism (controller) commonly used in industrial control systems. m) PLC means Programmable Logic Controller. n) Procurement Contact - the individual identified in the Invitation Summary - Contact Information responsible for managing the RFP process through whom all correspondence will flow, including receiving all commercial and technical questions and issuing addenda to this RFP. o) Proposal: sometimes referred to as Submission - means the Proponent's response to the RFP and includes all the Proponent's attachments and presentation materials. p) Proponent - party responding to this RFP. q) RFP - Request for Proposal. r) RTU means Remote Terminal Units, also known as (RTUs), connect to sensors and actuators in the process, and are networked to the supervisory computer system. s) SCADA Supervisory Control and Data Acquisition control system using graphical user interface to control facilities and equipment. t) VFD means Variable Frequency Drive; these electrical devices control the amount of current that runs motors. They are typically controlled by a DDC system. u) VSD means Variable Speed Drive; these electrical devices control the amount of current that runs motors. These are typically controlled by a DDC system. v) Work and Deliverables - means the work described or referenced in Section 4 Scope of Work of this RFP and detailed in the attached documentation. Page 4 of 55

6 2 INVITATION SUMMARY - INSTRUCTIONS TO PROPONENTS Page 5 of INTRODUCTION The purpose of this Request for Proposal is to select a qualified and experienced contractor to provide electrical maintenance and repair services to City of Nanaimo Facilities and Infrastructure. The incumbent contractor is Shaw Electric. The City s current service level requirements are detailed in Section 4 Scope of Work below and Appendix B. Contractor s ability to respond on an emergency basis within one (1) hour 24/7 is mandatory. Proposed Contract Term: 3 (Three) years commencing from contract signing date with 2 (two) possible 1 (one) year renewal options The contract terms, conditions and any other support agreements will be specified in any contract resulting from this RFP. This RFP is not a tender call. No contract is created by the submission of a Proposal. 2.2 CONTACT INFORMATION It is the Proponent's responsibility to clarify in writing interpretation of any matter the Proponent considers to be unclear before the deadline for receipt of questions, by contacting: Procurement Contact: Purchasing and Stores Attention Rusty J. Joerin, SCMP, Procurement Consultant City of Nanaimo purchasinginfo@nanaimo.ca 2.3 CLARIFICATION Proponents should direct all inquiries for clarification to the Procurement Contact. The City is not responsible for any misunderstanding on the part of the Proponent to this RFP or its process. Questions will be deemed to be received once the questions submitted by Proponents in writing have been received by the Procurement Contact noted above. Questions regarding this RFP will be accepted via , to purchasinginfo@nanaimo.ca no later than 7 (seven) Business Days prior to the Closing Time. 2.4 PROPOSAL DELIVERY It is the sole responsibility of the Proponent to submit their Proposal to the Purchasing Department prior to the established closing date and time. Proposals received after the noted due time WILL NOT be considered. The time clock in the Purchasing Office is the official time piece for the receipt of all Proposals. Proposals must be received by the Purchasing Department by one (1) of the following methods before the Closing Time: 1. By hand/courier/mail: Hard copy delivered by hand/courier/mail to the following Closing Location address: City of Nanaimo

7 Purchasing Department 2020 Labieux Road Nanaimo, B.C. V9T6J9 Proposals may be delivered by hand, courier or mail, should be sealed and clearly marked with the RFP number and RFP name. Proponents should submit one (1) hard copy of the Proposal in either PDF or MS Word format and one (1) electronic copy on CD, DVD or USB stick. If there are any conflicts or inconsistencies between the hard copies and the electronic copy of the Proposal, the hard copy of the Proposal shall prevail. OR 2. By The City will accept an electronic submission of the RFP which must be received at by the Closing Time. Maximum file size limit is 8MB, or less. The Proponent should be aware that the Closing Time is a strict requirement and transmissions are not always instantaneous. The City of Nanaimo is not responsible for lost, misplaced Proposal or Proposals delivered incorrectly by hand/courier or for failure to receive or the inability to read any submission for any reason including technical issues, data corruption, spam filters, firewalls, job queue, file size limitations or failure for any other reason. Late Proposals will not be considered. Proposals received by facsimile will not be considered. Proposals received at an incorrect Closing Location will not be considered. Proposals will not be opened publicly. 2.5 LATE PROPOSALS Proposals must be submitted at the location and time set out in section 2.4 above. Proposals submitted after the Closing Time, will be rejected. 2.6 MANDATORY PRE-PROPOSAL MEETING A mandatory pre-proposal meeting will be held for this RFP. Proposals received from any party not suitably represented at the pre-proposal meeting will be rejected. The meeting will commence at the Facilities Department meeting room 2020 Labieux Road Nanaimo, B.C. V9T 6J9 at 9:00 AM on June 28, Immediately following the meeting Proponents are invited to attend a non-mandatory tour of various sites throughout the City as indicated below. Attendance at any of the site inspections is not mandatory; however Proponents are advised that in submitting a proposal they confirm that they have allowed for all factors and conditions that may affect their proposal Site Visit Locations The City intends to facilitate a non-mandatory tour at the following sites following the mandatory pre-proposal meeting on June 28, 2017: Facility* Beban Park 2300 Bowen Road Page 6 of 55

8 Nanaimo Aquatic Centre Nanaimo Treatment Plant 741 Third St South Forks Road RFP 1918 *Additional facilities may be added at the request of Proponents made at the pre-proposal meeting. Attendance at any site tour location is optional and provided for the convenience of proponents. 2.7 ADDENDA The City reserves the right to respond to questions, make clarifications and changes, in its sole discretion, to this RFP at any time prior to the Closing Time through the issuance of addenda. Proponents are cautioned to ensure they have received and reviewed all addenda (if any) prior to submitting a Proposal. All addenda issued by the City form part of this RFP. Should the City issue any addenda to the RFP, the changes will only be posted on the BC Bid at ( ) and on the City of Nanaimo site: No other notices will be issued. 2.8 RFP TIMETABLE Interested parties should obtain the RFP directly from BC Bid to facilitate receiving any RFP updates/amendments issued by the City. The timetable below shows the anticipated schedule to award this RFP. The dates shown are estimates and the City will strive to meet the activity dates shown; however, the City reserves the right to change the schedule at its sole discretion. Activity Date Issuance of Request for Proposal June 14, 2017 Mandatory Pre-Proposal Meeting 9:00 AM, June 28,2017 Close of Questions Seven (7) business days prior to closing time Closing Time 3:00:00 PM Pacific Time July 12, 2017 Interviews (if necessary) Week of July 17, 2017 Estimated Contract Award Date July 31, 2017 Page 7 of PROPOSAL CONTENT Proponents should follow the content requirements defined in section 6 of this RFP. Proposals submitted should be in enough detail to allow the City to determine the Proponent s qualifications and capabilities from the documents received. Every effort should be made to include complete details of the proposed Work ACCEPTANCE OR REJECTION The City may, in its sole discretion, accept or reject for its consideration any and all Proposals that contain minor and inconsequential irregularity, or where practicable to do so the City may, as a condition of acceptance of a Proposal, request a Proponent to correct an irregularity with no change in proposed price. The determination of what is or is not a minor and inconsequential irregularity, the determination of whether to accept, waive, or require

9 correction of an irregularity, and the final determination of the validity, will be at the sole discretion of The City CLARIFICATION The City reserves the right to seek clarification from any Proponent to assist in the evaluation of its Proposal NEGOTIATION AND SELECTION By submitting a Proposal, a Proponent accepts that a contract may be negotiated upon notification by The City with the Proponent whose Proposal is evaluated as the best value. The City reserves the right to negotiate with any Proponent, or more than one Proponent. If the parties after having negotiated in good faith are unable to conclude a formal agreement, The City and the Proponent will be released without further obligations other than any surviving obligations regarding confidentiality and The City may, at its discretion, contact the Proponent of the next best rated Proposal and attempt to conclude an agreement with it, and so on until an agreement is reached. The City may at its discretion 1) negotiate with a Proponent to award a contract for all or a portion of the Work, or 2) cancel this RFP and issue a new RFP with a new scope of work, or 3) cancel this RFP in its entirety COMMITMENT Proponents are advised that The City makes no commitment under this RFP. Any commitment resulting from this RFP will be made by means of a duly authorized contract issued by The City. Page 8 of 55

10 3 COMPETITION CONDITIONS 3.1 PROPOSAL ELIGIBILITY In order for Proposals to be eligible they must: a) Be from a party suitably represented at the Pre-Proposal Meeting; b) Be received by The City by the Closing Time, at the address specified in Section 2 - INVITATION SUMMARY, above; and c) Include a copy of the Submission Form - Appendix A attached signed by an individual authorized to do so on behalf of the Proponent. PROPOSALS THAT ARE NOT COMPLIANT WITH THESE THREE MANDATORY REQUIREMENTS WILL BE REJECTED. The City may conduct credit and reference checks as part of the eligibility process, and may request additional financial information from any Proponent, at The City s sole discretion. 3.2 AMEND OR REVOKE PROPOSAL A Proponent may amend its Proposal prior to the Closing Time by submitting a clear and detailed written notice to the Procurement Contact. A Proponent may revoke its Proposal at any time prior to an agreement being entered into with The City by submitting a clear and detailed written notice to the Procurement Contact. 3.3 ACCURACY OF INFORMATION The City makes no representation or warranty; either expressed or implied, with respect to the accuracy or completeness of any information contained or referred to in this RFP. 3.4 THE CITY RESERVE RIGHTS The City reserves the right to: a) Waive any irregularity or insufficiency in any Proposal b) Accept the Proposal which is deemed most favourable to the interest of The City; c) Accept any Proposal in whole or in part; d) Seek Proposal clarification with the Proponents to assist in making evaluations: e) Negotiate with the selected Proponent; f) Approve substitutions for the Goods or personnel for the Work; g) Use any and all ideas presented in any Proposal whether amended or not, and selection or rejection of the proposal does not affect this right; h) Request re-submission of any or all Proposals; i) Reject any or all proposals; j) Require complete, certified copies of all required insurance policies at any time and to accept or reject the Proponent s insurer; k) Contact references other than, and/or in addition to, those furnished by the Proponent; l) Modify the terms of the RFP at any time in its sole discretion; m) Internally publish the names of Proponents and any summary cost information deemed appropriate by The City. Page 9 of 55

11 3.5 CONFLICT OF INTEREST RFP 1918 Proponents must fully disclose, in writing to the Procurement Contact on or before the Closing Time, the circumstances of any possible conflict of interest or what could be perceived as a possible Conflict of Interest if the Proponent were to become a contracting party pursuant to the RFP. The City may reject any Proposals where, in the opinion of The City, the Proponent could be in a Conflict of Interest or could be perceived to be in a possible Conflict of Interest position if the Proponent were to become a contracting party pursuant to the RFP. For the purposes of this Contract, a Conflict of Interest includes, but is not limited to, any situation or circumstance where the Proponent s other commitments, relationships or financial interests (i) could or could be seen to exercise an improper influence over the objective, unbiased and impartial exercise of its independent judgment; or (ii) could or could be seen to compromise, impair or be incompatible with the effective performance of its obligations under the Contract. 3.6 NO LOBBYING A Proponent or any person associated with the Proponent may not communicate directly or indirectly in relation to this RFP or the evaluation and selection process, in any form of political or other lobbying whatsoever to influence the selection of the successful proponent(s). 3.7 PROPONENT COMMUNICATION A Proponent may not at any time directly or indirectly communicate with the media in relation to this RFP or any agreement entered into pursuant to this RFP without first obtaining the written permission of the Procurement Contact. 3.8 ILLEGAL OR UNETHICAL CONDUCT Proponents shall not engage in any illegal business practices, including activities such as bidrigging, price-fixing, bribery, fraud or collusion. Proponents shall not engage in any unethical conduct, including lobbying or other inappropriate communications, offering gifts to directors, employees, officers, or representatives of The City, deceitfulness, submitting proposals containing misrepresentations or other misleading or inaccurate information, or any other conduct that compromises, or may be seen to compromise, the competitive process provided for in this RFP. 3.9 COST OF PREPARATION The Proponent is responsible for all costs of preparing and presenting its Proposal and, if applicable, any negotiation and finalization of any agreement with The City CONSENT TO USE OF INFORMATION By responding to this RFP, the Proponent consents, and has obtained the written consent from any individuals identified in the Proposal for The City to use the personal information provided in the Proposal to evaluate the Proposal. The successful Proponent shall provide proof of the consent of individuals as described in this paragraph to The City upon request AGREEMENT ON INTERNAL TRADE Proponents should note that procurements falling within the scope of Chapter 5 of the Agreement on Internal Trade and the New West Partnership Trade Agreement ( NWPTA ) may Page 10 of 55

12 be subject to those agreements but that the rights and obligations of the parties shall be governed by the specific terms of this RFP. For further reference, please see the Internal Trade Secretariat website at OWNERSHIP OF PROPOSALS All Submissions submitted to the City of Nanaimo become the property of the City of Nanaimo and will be held in confidence by the City of Nanaimo. The City of Nanaimo is bound by the Freedom of Information and Protection of Privacy Act (British Columbia) (FOIP) and all documents submitted to the City of Nanaimo will be subject to the provisions of this legislation REQUEST FOR DEBRIEF At the conclusion of this RFP process, all Proponents will be notified. Upon request, unsuccessful Proponent(s) may request a de-briefing regarding their Submission within (30) days of notification. The City will not provide information regarding Proposals from other Proponents LITIGATION The City may, in its absolute discretion, reject a Statement of Qualifications submitted by a Proponent, if the Proponent, or any officer or director of the Proponent is or has been engaged either directly or indirectly through another corporation in legal action against the City, its elected or appointed officers and employees in relation to: a) Any other contract for works or services; or b) Any matter arising from the City s exercise of its powers, duties; or functions under the Local Government Act, Community Charter or another enactment, Within the past 5 (five) years of the Closing Time of this Request for Proposal. In determining whether to reject a Submission under this clause, the City will consider whether the litigation is likely to affect the Proponents ability to work with the City, its consultants and representatives and whether the City s experience with the Proponent indicates that the City is likely to incur increased staff and legal costs in the administration of a Contract if it is awarded to the Proponent WORKER S COMPENSATION Proponents shall, during the term of the Agreement, maintain WorkSafe BC coverage in order to fully protect both its employees and The City as may be required by law. Proof of coverage (WCB release) and insurance will be required prior to any contract for the Work CONTRACT TERMS AND CONDITIONS A sample contract is enclosed which will form the basis of any negotiation for the Work. Proponents should clearly indicate in their Proposal any conditions in Appendix C - Proposed Purchase Contract that are not acceptable and provide proposed wording that would be acceptable BUSINESS LICENSE The successful Proponent will be required to hold a valid City of Nanaimo business license for the duration of the project. Page 11 of 55

13 Page 12 of MINIMUM RATE OF PAY The Collective Agreement between the City of Nanaimo and Canadian Union of Public Employees, Local 401 says that: Every contract made by the Employer for construction, re-modeling, repair, or, demolition of any municipal works or for providing any municipal service or function shall be subject to the following condition: Minimum rate of pay for work performed under this Contract or under Sub-contract shall be classified in the current Agreement between the City of Nanaimo and Canadian Union of Public Employees, Local 401. At the time of publication there is no CUPE classification for regulated red-seal certificated electrical maintenance. In the event the CUPE agreement is found to contain such a classification or the agreement is amended with a classification, the successful Proponent will be advised and the rates, as proposed, will be reviewed. Should a rate review require the rates to be increased to align with the CUPE agreement, the rates, as proposed, will be renegotiated and mutually agreed upon. Failing to come to a mutual agreement may be cause for the contract to be cancelled FUEL CONSUMPTION The City of Nanaimo, along with 95% of other local BC governments, signed the BC Climate Action Charter in As part of the Charter requirements, the City must measure and report on the City s overall greenhouse gas (GHG) emissions each year, which includes contracted emissions. As a result, the City of Nanaimo is required to track and report on contracted emissions that are derived from fossil fuel consumption used to operate vehicles, equipment and machinery. These include (but are not limited to) gasoline, diesel, propane, and bio-fossil fuel blends. The successful Proponent will be required to report vehicle and fuel consumption data specific to the contract in an annual report. A sample form is attached as Appendix D INSURANCE REQUIREMENTS Prior to commencement of the Work, the successful Proponent shall, at its own expense, acquire and maintain the insurances specified in Appendix C Proposed Purchase Contract Schedule B. If successful, The Proponent must obtain all required insurances and licenses (where applicable) before signing an agreement SERVICES AUTHORIZATION AND INVOICE PROCESS The City and selected Contractor shall engage in an administrative protocol meeting at the commencement of the contract. This meeting will at a minimum address: Authorized contacts and work request process; Invoicing and payment processes; Emergency protocols; Site and workplace safety and behaviour protocols; Key and access issue and protocols; Security cleared personnel and criminal record checks; Reporting protocols;

14 Processes to obtain materials directly from suppliers that are charged to the City; Other issues as may be requested by either party. This shall be a labour and materials Contract guided by the rates and pricing structure identified in the response form. Rates shall be in effect as of the contract start date, and remain constant for an initial Contract term and expire three (3) years from contract signing date unless terminated, cancelled or extended. This contract may be renewed for two (2) additional one (1) year terms based on mutual agreement of price and satisfactory service performance review by the City Facility Manager(s). The City may commence negotiations concerning contract renewal or extension no later than 120 days prior to the contract expiry date INVOICES The City may request the successful contractor to supply copies of invoices for materials, supplies equipment and any sub-contractors used in repairs/installations. Service calls & repairs shall be invoiced at the completion of each project, according to the rates submitted on the price response form. Payment term is Net (30) days from the later of date of invoice or receipt of goods and/or services. Electronic Funds Transfer (EFT) is the preferred method of payment. EFT is a direct deposit into the Contractor s bank account. No payment for extras shall be made by the City, unless such extras are authorized by the City s Contract Manager or authorized designate. Please refer to the Contract terms, part 6 of Appendix C. 4 SCOPE OF WORK The Attached Appendix B - Scope of work forms part of this RFP and will form part of any agreement resulting from this RFP. 4.1 CONTRACTOR PERFORMANCE The Contractor will be evaluated on their performance throughout the term of this Agreement. Contractors achieving a less than satisfactory rating under the evaluation will be notified and required to create and implement a corrective action plan that addresses any shortfall in the Contractor s performance. If the Contractor fails to create or implement the corrective action plan or if the Contractor s performance level does not improve The City may take further action including but not limited to cancelling the Agreement and/or suspension of the Contractor from future bidding opportunities. A sample Contractor Performance Evaluation form is included in the package of documents posted with this request. 5 EVALUATION 5.1 EVALUATION OF PROPOSALS Proposals will be evaluated on a category basis as follows: Stage 1- Proposal Eligibility Page 13 of 55

15 The City will examine all Proposals that meet the eligibility requirements as set out in Section 3.1 Proposal Eligibility. Stage 2 Weighted Evaluation The City will evaluate the eligible Proposals based on the Evaluation Criteria in Section 5 using a weighted evaluation scoring method. Proposals will be evaluated and scored with the resulting score then multiplied by the pre-determined weighted evaluation value for each particular criterion. The weighted score for each item will be added together to arrive at an aggregate (total) score for the evaluation and ranking for all submissions. The City will assign scores at the sole discretion of the City. Pricing will be scored based on a relative pricing formula using the rates set out in the Pricing Form. Each Proponent will receive a percentage of the total possible points allocated to price by dividing that Proponent s price for that category into the lowest price in that category. Stage 3 Proposal Clarification The City may at their sole discretion, invite one or more Proponents for an interview, presentation or request further clarification to address any questions or clarifications relating to Proposals. Proponents will be responsible for any costs associated with the preparation for, and attendance at, the interview, to take place at a specified location in the City. An interview can be by a format selected by the City (i.e. in-person, phone, conference call, etc.) Stage 4 - Re-evaluation and Adjusted Scores The City may, if necessary, re-evaluate and assign adjusted scores to the previously determined scores of the Proponents invited for an interview based on the new or updated information received. References of the lead proponent may be checked. The City will not enter into contract with any proponent whose references in the sole determination of the City acting reasonably are unsatisfactory. 5.2 EVALUATION CRITERIA AND WEIGHTING Eligible Proposals will be evaluated for criteria in accordance with the following: Criteria Weight Submission of a signed Company information form (Section 7.1) Mandatory Emergency Response as per definition h Section 2 (Section 7.5) Mandatory Proponent Capabilities including Specialized Services (Sections and 7.5) Worker experience and qualifications (Sections and 7.6) and as may 30 be applicable Sub-Contractor experience and qualifications Section 7.7) Safety Training Program and Procedures (Section and 7.6.1) 10 Warranties offered (Section 7.8) 5 Value Added (Sections and 7.10) 5 Costs Fees and Rates offered (Sections (7.11.1; and ) 40 Total Points 100 References Pass/Fail Page 14 of 55

16 Fees and Pricing will be scored based on a relative pricing formula using the rates set out in the Proposals. Each proponent will receive a percentage of the total possible points allocated to price by dividing that proponent s price for that category into the lowest price in that category. 6 PROPOSAL CONTENT With reference to this Section 6, complete the Submission Form, Appendix A, Section 7 below and enclose with your response. 6.1 PROPOSAL DETAIL The Proponent is asked to provide as much information as possible when replying to each point throughout the RFP. Unwillingness or inability to comply with any specific provisions in the RFP may result in the Proposal being rejected. A response submitted should be in enough detail to allow the City to determine the Proponent s position from the documents received. Every effort should be made to include complete details of the products and services your firm will provide. The Proponent should be prepared to make a formal presentation of their proposal to the City evaluation team upon 5 days notice Company Information and Signature Form: Identify: The company name, address and contact information; The name, address and telephone number of the contact person responsible for the proposal; The date of the proposal and the signature of a company representative legally authorized to bind the company to the statements contained therein Table of Contents: List all major topics and associated page numbers Summary: On a single page, summarize your proposal identifying any unique competencies offered by your company that are relevant to the maintenance services requested herein Contractor Capabilities Proponents should demonstrate the capabilities requested on the response form Sections 7.5 and below Experience and Qualifications Provide a list of persons that could be available to provide services to the City with the years of experience, qualifications and/or certifications of each person. Include both journey persons and apprentices Safety Training Program and Procedures Provide a statement concerning the Proponent s in house and/or Proponent contracted safety training program. Include a high level overview of subjects covered and Proponent s policies concerning refresher and updated training requirements. Page 15 of 55

17 6.1.7 Warranties Respondents are required to complete Section 7.8 and to provide details on any additional warranties offered Value Added Respondents are requested to provide details on any aspects of the work that could be performed in the normal course of business and included in the rates offered. This could include but not be limited to: Creation and delivery of an inventory of all electrical panels by location owned and/or used by the City. Respondent should detail what information could be included for each panel; Billing and payment systems that reduce administrative costs that could be incurred by the City; Reporting systems concerning supplies utilized and obtained via the City s contracts with suppliers; Utilization of specialty equipment that enhances productivity or reduces costs; Proactive services, provide details Devices/Processes that can be used to reduce energy costs to the City of Nanaimo Fees, Costs and Rates: Utilizing the form in Section 7 state in Canadian dollars all costs, fees and rates to be charged to the City for services performed. All costs, fees and rates shall include overhead, taxes, licenses and profit and shall be the costs charged to the City for the contract term. GST shall not be included and be stated as a separate line item References: Provide references from at least three of your organization s current clients. Longer term maintenance service contracts, Public Sector and Municipal clients are preferred Supplementary Material: Provide any brochures or other descriptive literature that may assist in the evaluation. Any proposed service/contract agreements could be included, but the City reserves the right to negotiate any proposed terms. 6.2 MANDATORY DOCUMENT The Company Information and Signature Form Section 7.1, Appendix A attached must be signed by an individual authorized to do so on behalf of the Proponent and included as part of the proposal. Page 16 of 55

18 7 APPENDIX A SUBMISSION FORM Complete this Section 7 and enclose with your response. A copy of this section 7 is attached in Word format for the convenience of Proponents to use in their response. Table cells will expand to fit your responses and additional materials may be incorporated. Please reference any additional materials to the sub-section numbers stated below. Proponents may add any additional information they consider relevant to any section of this response section 7. This Section 7 is distributed in Word format for the convenience of Proponents that may wish to utilize this in the preparation of their response. 7.1 COMPANY INFORMATION AND SIGNATURE FORM RFP# 1918 Project Title: Electrical Facilities Maintenance and Repair (This Submission Form must be completed, signed and returned with the Proposal) The Proponent hereby acknowledges that 1) its understands and agrees with the RFP process described in this document, including without limitation that the City makes no commitment under this RFP; and 2) the information included in this Proposal is correct and it has thoroughly reviewed and has complied with the documents making up this Proposal, including all drawings and specifications as may be listed in the Index, and any amendments or addenda thereto: The Respondent represents to the City that the individual signing this Submission Form on its behalf has proper authority to do so. Contact Information Contact Name: Telephone: Fax: Date: Company Information Company Name: Complete Address: GST# Telephone: Fax: Signature: 7.2 ADDENDA Please note receipt of any addenda issued by the City to this request: Addendum Number Date issued Page 17 of 55

19 7.3 CONFLICT OF INTEREST See Section 3.5. Please state any potential conflict of interest which could include financial or familial relationships with City personnel. Proponent has potential Interest conflict, check one: Yes: No: If yes please clarify: The City will determine whether or not a potential interest conflict is an actual conflict or not. 7.4 SUMMARY Provide a summary of your response as per Section PROPONENT CAPABILITIES Complete the following form (reference Section 6.1.4) check either yes or no, provide notes or alternate as may be required to clarify your response: Item A Journey Person Electrician will be available 24/7 with a mandatory 1 (one) hour response maximum 2 (two) hours site attendance capability for emergency services request; Proponent has personnel trained and/or certified to provide repair and/or replacement services to: a) Electrical motors and components; b) Data and voice communications cabling and conduit; c) Building, facility, area access control systems; d) Fire, smoke, noxious gasses, and intrusion alarm infrastructures; e) Environment control systems, DDC, low voltage and HVAC wiring and controls; f) Electric controlled valves for irrigation, swimming pools, water supply and sewage; g) Confined Spaces Maintenance Work; h) Qualified field safety representative according to the Electrical Safety Regulation of the BC Safety Standards Act. Yes No Notes or alternate response Mandatory Requirement Page 18 of 55

20 Item Yes No Notes or alternate response Proponent has in place a formal dispatching process available 24/7; Provide Details Proponent has a process to collect and report to the City the amount, type and location of services performed by time periods such as monthly, quarterly and annually Proponent s invoices will contain the information requested in Appendix C The contractor has or is able to obtain security clearance for any person assigned to work at RCMP facilities (refer to Section 8.5) The contractor can obtain clean criminal record checks. (refer to Section 8.5) Provide a sample report in your response Enclose a sample invoice with your response Specialized Services Complete the following form indicating if the services are in-house or can be supplemented through existing subcontractor relationships: Proponent to provide information of Response: their experience with installation and commissioning of PLC and HMI related hardware; preferably ScadaPack and Control Microsystem Flow station pump controllers and required components: Proponent to provide information of Response: their experience with installation and commissioning of Information Technology related hardware: 7.6 EXPERIENCE AND QUALIFICATIONS Complete the following table. The City reserves the right to inspect qualification documents at any time during the contract. Please note the consent statement in Section 3.10 Place a check mark in the appropriate column(s) where so certified. Add lines as may be required. Note any other Industry Trades Authority Certifications or other certifications that the service worker could currently possess. Attach additional materials if necessary. Red Seal Certified Electrician Other Years of Service Worker Name Construction Industrial Apprentice Certification Experience Page 19 of 55

21 Service Worker Name Red Seal Certified Electrician Other Years of Construction Industrial Apprentice Certification Experience Safety Training Provide here a statement concerning the Proponent s in house and/or Proponent contracted safety training program. Include a high level overview of subjects covered and proponent s policies concerning refresher and ongoing training requirements. Proponent has and maintains a Safety Manual consistent with WorkSafe BC requirements which is available for inspection by the City on request: Yes No 7.7 SUB-CONTRACTORS Please state the company or entity s name of any sub-contracted persons and/or equipment with operator that could be employed in the performance of the work. Note that the Proponent with which the City contracts shall be deemed the Prime Contractor according to WorkSafe BC Regulations. (Add lines as necessary) Sub-Contractor Name & Contact Info. Experience Yrs. Portion of the Work Page 20 of WARRANTIES Please state the warranties offered: Item Term Warranty Summary (e.g. no cost replacement etc.) Contractor Supplied Services Sub-Contractor Services Contractor Supplied

22 Materials Additional warranties offered 7.9 VALUE ADDED Refer to section for suggestions as to what could constitute value added components of your response. The list of suggestions is not exhaustive; respondents are encouraged to add anything they consider could provide additional value and/or reduce costs to the City. Attach information labelled Value Added to your response in a format similar to that immediately below: Value added item Details 7.10 FEES, COSTS, RATES TO BE CHARGED All fees, costs and rates charged to the City shall be constant throughout the three years of the contract term. Exclude and show separately GST. Include overhead such as fuel, tools, administration, etc.; any other taxes and profit Labour Rates Please state when standard, premium or overtime rates will be charged. I.e. Standard Time M-F 07:00 17:00 hrs. etc. It is assumed that charge out time shall commence at workers leaving the proponent s dispatch yard to the time of return to the dispatch yard unless stated differently below in the tables below: Labour Class State when rate in effect: Electrical Apprentice Red Seal Journeyperson Foreperson Charged time commences and ends from point (worksite or dispatch yard): Dispatch Yard Civic Address: Standard Time /hr Rates Applicability - Personnel Overtime /hr. Min. Callout hours State when the following rates will apply: Rate When Applicable (hours, days of week, times of days, holidays etc.) Page 21 of 55

23 Standard Time Overtime Equipment Rates State whether equipment is owned or could be rented by the Proponent Equipment Class State when rate in effect: Bucket Truck to 54 ft. cap Bucket Truck < 54 ft. cap. Interior worker lift Other state: Other state: Charged time commences and ends from point: Dispatch Yard Civic Address: Standard Time /hr. Overtime /hr. Min. Callout hours Equipment Is Proponent: Owned Rented Rates Applicability - Equipment State when the following rates will apply: Rate When Applicable (hours, days of week, times of days, holidays etc.) Standard Time Overtime Materials, Equipment and Sub-Contractors State the percentage of cost marked up on the supplier s invoice cost net of GST for any materials, rentals and sub-contracted services purchased by the contractor for incorporation into the work delivered to the City. Item % Mark-up of Invoice Cost Materials Page 22 of 55

24 Rentals Sub-Contracted Equipment and Operator Sub-Contracted Services Other State: Other State: 7.11 REFERENCES Provide references as requested above, Section Organization Contact person name Contract Term Phone Current Previous Page 23 of 55

25 8 APPENDIX B SCOPE OF WORK 8.1 PROPONENT INFORMATION CONCERNING THE SCOPE OF WORK The City does not guarantee any amount of work to be assigned to any contractor as a result of this request. The volume of work assigned, if any, could vary greatly from year to year and time to time. The incumbent contractor s billings for maintenance and contracted services including disbursements for materials over the previous five years averaged approximately $430,000 per year. The selected contractor will be required to submit an annual report concerning the amount of fuels consumed in the performance of the work. A sample form is attached as Appendix D to this request. Street, field and park lighting fixtures and lamp replacements within City complexes are component parts of the scope of work assigned to the Contractor. Lamp replacements on City streets are done by others The Contractor will purchase and supply to the City any lamps and ballasts required to service City infrastructure. The Contractor shall be responsible for obtaining these supplies. The City may during the contract tender for electrical supplies including lamps and ballasts and could require the contractor to obtain supplies from the contracted supplier for use by and payment for by the City. The City has approved lock out capability for its Motor Control Centres Metal Electrical Panels that house electrical circuits, including Air Handling Units, Pumps, Chillers, Boilers, etc. Lock-out capability does not necessarily extend to all electrical panel controls used by the City. The City will be responsible for provision of and paying directly for any traffic control services required in the performance of the work. The Contractor shall co-ordinate and liaise with the Manager of Civic Facilities or designate any City supplied services or materials required in the performance of the work. The city has confined spaces safety procedures and signage. These will be reviewed at the contract start up and protocol meeting. The Contractor will be supplied with keys and access to City facilities as required for the performance of the work. The Contractor shall be responsible for the safe keeping of any keys issued to them by the City. The Contractor may be responsible for the cost of replacement or rekeying of any locks controlled by keys issued to the Contractor that are lost or missing. The Contractor shall provide all labour, materials, tools, equipment and transportation necessary to complete Electrical Maintenance and Repair Services in accordance with all applicable City, Provincial and Local Fire Authority having jurisdiction for all Work required at various City of Nanaimo Facilities and Civic Buildings identified in the Facility Location List. The Scope of Work includes the provision of electrical services on an as needed and when requested basis including emergency response, and at the sole discretion of each City Facility Manger. The protocols for authorization of services will be addressed at the start of contract meeting with the selected Contractor including but not limited to: With the exception of emergency service calls & repairs, providing a written estimate for each project and Receiving written authorization from the City to commence work. The City will be under no obligation to pay for Work done without prior written approval. Page 24 of 55

26 Additional work and/or individual projects under $25,000 are included in this request and any subsequent contract resulting. All services could be performed at various City of Nanaimo Facilities and Civic Buildings as indicated in the Facility Location List noted below. Additional Work/and or individual projects over $25,000 will require a quotation and the quotation(s) will be reviewed by the City Facility Manager and only if accepted by the City Facility Manager will the Contractor proceed. The City would be under no obligation to pay for Work done without prior approval. The City may at its sole option request alternate quotations and/or quotations from others for work of any value. Individual projects that could exceed $75,000 will be tendered separately by the City. The Services shall include, but is not limited to: Electrical conduit and wiring; Lighting systems and lighting control systems; Receptacles, switches, data and telephone wall jacks; Emergency lighting equipment, fire alarm systems; Power and conduit to other system such as HVAC systems, generators, UPS s or equipment; Data and telephone cabling (AMP Data Certified Cat5e, Cat6, 6a); Network data cable termination; Network/ fibre/electrical cable locate/trace; Conduit systems for communication and other electronic systems; Pumps, motors, MCC panels, electrical breakers; Pool filtration equipment, lighting, systems and controls; Low voltage wiring for DDC; Refrigeration/Boiler electrical equipment; Pneumatic controls; Generator systems and associated hardware; Field / Street Lighting (minimum 54 Ft Bucket Truck Required); Pump Controls; SCADA System; VFD/VSD Drives: Soft Starts: Fire Alarm Systems: Class A, B and addressable; Card Access Systems, Door Magnetic locks; Heat trace systems; Hot Tubs, Saunas, Steam Generators; Irrigation Electrical valves and controllers; Electrical furnaces; Safety inspection of electrical facilities; Sewer Pumps; Security alarm systems, as required; and Install and commissioning new wiring for upgrades and improvements, as required. If the Contractor is unable to provide the services within the time frame required, or is unavailable, the City reserves the right to contact another Contractor to perform the Service(s). Contractor shall ensure that all repairs and/or replacement materials shall take into account the City s directive for sustainability and Energy Efficient Management Programs. Page 25 of 55