Horse Drawn Wagon and Sleigh Rides for Cumberland Museum

Transcription

1 Requirement The City of Ottawa, hereinafter referred to as the City, is requesting the submission of quotations to provide horse-drawn wagon and sleigh ride services (dependent upon snow conditions) for their 2015 school and public Christmas program at Cumberland Heritage Village located at 2940 Old Montreal Road, Cumberland, K4C 1G3. Period of Contract The proposed period of contract shall commence on Wednesday, November 25, 2015 and shall end on Sunday, December 20, Closing Date Quotations must be submitted no later than close of business day on Monday, 26 October Late submissions will not be accepted. Site Meeting A site meeting will not be provided for this RFQ. Clarifications All Inquiries regarding this Request for Quotation (RFQ) are to be directed to the Contract Authority specified herein. Inquiries must be received in writing ( ) no later than Thursday, 15 October Both the questions and answers will be distributed to all potential Bidders no later than Tuesday, 20 October 2015 by way of written addendum without naming the source(s) of the inquiry. Bid Submission Bidders must submit their bids by or in hard copy by direct delivery and be addressed to the Contracting Authority noted below. Any inquiries prior to the Closing Date shall be directed to the Contracting Authority only. Contracting Authority Anthony Kouri City of Ottawa, Supply Branch 100 Constellation Drive, 4 th Floor, West Tower Page 1 of 13

2 Ottawa, Ontario K2G 6J8 Phone: ext Fax: Copies of this Request for Quotation (RFQ) are available for download on the Internet at Ottawa.ca is the official and sole distributor of this RFQ and any issued addenda. If a bidder obtains this RFQ by any means other than Ottawa.ca, ensuring the accuracy of the RFQ and the receipt of any addenda is the sole responsibility of the bidder. It is the responsibility of the bidder to regularly check Ottawa.ca for any addenda that may be issued prior to the Closing Date. Basis of Award The City intends to award a contract to the lowest responsive bidder based on the TOTAL TENDER PRICE (Table 1 - Price Schedule), minus any prompt payment discount offered. Acceptance of a quotation will be conveyed by the issuance of a Purchase Order to the lowest responsive bidder. The City reserves the right to accept or reject any or all quotations should it be deemed in the best interest of the City. Should only one quotation be received, the City reserves the right to reject it at its sole and absolute discretion. The City may, at its sole discretion, conduct due diligence in order to review the certainty, reasonableness and comprehensiveness of a bid and may seek clarification or supplemental information from a bidder. Failure to provide the requested clarification or supplemental information may be considered sufficient grounds for rejecting a bid. Price Schedule Prices must be quoted in Canadian funds and must include all excise taxes, duty, custom clearances and all other charges in effect up to the Closing Date. Harmonized Sales Tax (HST) shall be extra to all prices quoted. Page 2 of 13

3 Item Number Description Unit (Hours) (A) All Inclusive Hourly Rate (Excluding Taxes) (B) All Inclusive Total (Excluding Taxes) 1 To provide two (2) horse teams and one passenger wagon for wagon and sleigh ride services (dependent on snow conditions) for the weekend shifts as stipulated in the Project Schedule 55 hours $ $ 2 To provide wagon and sleigh ride services (dependent on snow conditions) for the weekday shifts as stipulated in the Project Schedule 78 hours * $ $ Total Tender Price (Excluding HST) * Please note that 78 hours is an estimate and is based on the demand for this service and operational needs. The City reserves the right to increase, decrease or amend the amount of the work required. Table 1 Price Schedule If applicable, in the event of any discrepancy between the unit price and the extension, the unit price shall govern. Payment Terms and Prompt Payment Discount In the absence of a prompt payment discount, the City will pay all invoices on a Net 30 basis meaning payments will be made by the City within thirty (30) days of receipt and acceptance of the invoice, or the receipt and acceptance of the goods and/or services, whichever is later. Page 3 of 13

4 Bidders are encouraged to offer a cash discount for prompt payment which WILL be taken into consideration in the award of contract provided that the minimum number of business days for payment is fifteen (15). Should a prompt payment discount be offered that is not in accordance with this condition, the discount will not be taken into consideration in the award of contract however the discount may be claimed by the City in return for processing payment within the stated time frame. Should a prompt payment discount be offered, invoices must be submitted electronically to AP-CF@ottawa.ca in one of the following document formats: i) TIFF (Black and White and minimum 300 DPI resolution); ii) PDF (PDF v.1.7 or lower, Black and White, minimum 300 DPI resolution). AND The bidder must register to receive payment by Direct Deposit. Information regarding how to register is available at the following link: Please indicate the prompt payment discount on all invoices. The bidder hereby offers a prompt payment discount of % if payment is made within business days following receipt and acceptance by the City of an invoice, or receipt and acceptance of the goods and/or services, whichever date is later, in the sole opinion of the City. Page 4 of 13

5 Company Information Company Name: Telephone Number: Address: Address: Authorized Representative: Date: Table 2 - Company Information Page 5 of 13

6 Sub-Contracting In any sub-contract, the contractor shall ensure that the sub-contractor is bound by all the terms and conditions of the Contract. Contractors are required to provide the following information on all persons, subcontractors or suppliers who will be retained for the performance of this Contract. Name Company Name Address Telephone Number General Terms and Conditions Table 3 Sub-Contractors The City s General Terms and Conditions are incorporated by reference into this RFQ. By submitting a quotation, bidders confirm that they have read the City s General Terms and Conditions and agree to be bound by them in any resulting contract. A copy of the General Terms and Conditions is available on the Purchasing Page on Ottawa.ca and can be accessed at the following link: Special Provisions Any Special Provisions applicable to this RFQ are set out in the attached Schedule A. Should there be a discrepancy between the wording of the Special Provisions, the General Terms and Conditions or the Specifications, the wording of the Special Provisions shall prevail. Page 6 of 13

7 Specifications The specifications of the requirements under this RFQ are set out in the attached Schedule B. Collusion Bidders shall not engage in collusion of any sort and shall prepare their quotations without any knowledge of, or comparisons with, the quotations of other bidders. Conflict of Interest Bidders are required to disclose to the City any potential conflict of interest prior to submitting a quotation. If a conflict of interest does exist the City may, at its sole discretion, reject a quotation until the matter is resolved to the satisfaction of the City. Municipal Freedom of Information and Protection of Privacy Act The City is subject to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) with respect to, and the protection of, information under its custody and control. Accordingly, all documents provided to the City by a bidder pursuant to this RFQ may be available to the public unless the party submitting the information requests that it be treated as confidential. Please note however that all information is subject to MFIPPA and may be subject to release under MFIPPA notwithstanding a bidder s request to keep information confidential. Page 7 of 13

8 1. Insurance SCHEDULE A SPECIAL PROVISIONS The Contractor shall provide and maintain, at its sole expense, during the term of the contract, the following policies of insurance: Commercial General Liability insurance issued on an occurrence basis for an amount of not less than $5,000,000 per occurrence for any negligent acts or omissions by the Contractor. Such insurance shall include, but is not limited to, bodily injury, death and property damage including loss of use: premises, property and operations liability; products and broad form completed operations liability; blanket contractual liability; cross liability; severability of interest clause; contingent employers liability; personal injury liability; owner s and contractor s protective coverage; non-owned automobile liability; broad form property damage; and occurrence property damage. The Commercial General Liability insurance policies shall be in the name of the Contractor and shall name the City of Ottawa as an Additional Insured. Automobile Liability insurance with respect to owned or leased licensed vehicles used directly or indirectly in the performance of the services subject to a limit of not less than $5,000,000 inclusive per occurrence for bodily injury, death and damage to property including loss of use. The liability insurance policies shall contain an endorsement to provide the City of Ottawa with 30 days prior written notice of cancellation. Evidence of insurance satisfactory to the City shall be provided prior to the commencement of work. 2. Approximate Quantities Where approximate or estimated quantities are indicated in the RFQ document, it is for the sole purpose of comparing quotations only. While these quantities have been carefully prepared in light of past experience and anticipated future requirements, the City is not bound to accept these quantities. Page 8 of 13

9 3. Contractor Health and Safety The successful bidder must provide a current copy of its Workplace Injury Summary Report (WISR) as provided by the Ontario Workplace Safety and Insurance Board. The City will review the WISR and assess the overall health and safety rating of the bidder. Bidders whose rating indicates an increased risk to the City will be required to provide further information regarding the bidder s health and safety programs and practices currently in place. Failure of a bidder to provide its WISR within seven (7) working days after being requested to do so may be considered sufficient grounds for rejecting the bid. 4. Permits The successful bidder is responsible for all utility clearances, permits and inspections applicable to the performance of the work at no cost to the City. 5. Qualifications and Experience The City reserves the right to request bidders to demonstrate past satisfactory performance in work that is similar in magnitude and complexity to the project described herein. If requested, bidders shall provide the information within twenty-four (24) hours of the request. Failure to provide the information or satisfactorily demonstrate the requirements are met may be considered sufficient grounds for rejecting the bid. Page 9 of 13

10 Schedule B Specifications Provide two (2) horse teams and one (1) passenger wagon for wagon and sleigh ride services (dependent upon snow conditions) for the public Christmas program in accordance to the schedule as follows: Be available to complete the following scheduled weekend shifts: Saturday November 28 from 3:00 pm to 8:00 pm inclusive; Sunday December 29 from 3:00 pm to 8:00 pm inclusive; Friday December 4 from 3:00 pm to 8:00 pm inclusive; Saturday December 5 from 3:00 pm to 8:00 pm inclusive; Sunday December 6 from 3:00 pm to 8:00 pm inclusive; Friday December 11 from 3:00 pm to 8:00 pm inclusive; Saturday December 12 from 3:00 pm to 8:00 pm inclusive; Sunday December 13 from 3:00 pm to 8:00 pm inclusive; Friday December 18 from 3:00 pm to 8:00 pm inclusive; Saturday December 19 from 3:00 pm to 8:00 pm inclusive; Sunday December 20 from 3:00 pm to 8:00 pm inclusive; (55 hours total) Be available to deliver service during the hours that groups are booked for visits on weekdays according to CHVM s discretion and led by participant demand and operational needs with at least 24 hours notice for the additional timeslots that follow: Wednesday November 25 through Friday November 27 for bookings scheduled between 8:30 am to 3:00 pm; Page 10 of 13

11 Wednesday December 2 to Friday December 4 for bookings scheduled between 8:30 am to 3:00 pm; Wednesday December 9 to Friday December 11 for bookings scheduled between 8:30 am to 3:00 pm; Wednesday December 16 to Friday December 18 for bookings scheduled between 8:30 am to 3:00 pm. (Maximum 78 hours total) Mandatory Requirements: Be a horse owner with expertise in transporting passengers and experience in transporting young children; Provide two (2) horses hitched to a 25-passenger wagon or sleigh during weekday (educational) program delivery; Provide two (2) teams of two horses to be hitched to a 25-passenger wagon or sleigh during weekend (public) program delivery; Provide a 25-passenger wagon or sleigh during weekend (public) program delivery; Provide an experienced driver with a proven record of safe wagon / sleigh driving; Provide a qualified assistant to control the movement of passengers circulating on and off the wagon(s) / sleigh(s); Be responsible for their own transportation arrangements of their staff and equipment to and from the ; Submit a written notice to museum staff 48 hours in advance if the Bidder must cancel one day of activity; the total amount of the contract will be amended to reflect the cancellation; Shall arrange for a qualified replacement in the event of illness who shall be subcontracted by the Bidder; the Bidder shall ensure that the sub-contractor is bound by all the terms and conditions of the Contract; contractors are required to provide the following information on all persons, subcontractors or suppliers who Page 11 of 13

12 will be retained for the performance of this Contract: name, company name if applicable, address, telephone number; Be flexible in accommodating variable visitor numbers; Is encouraged to decorate the wagon(s) / sleigh(s) with holiday decorations that do not pose a Health and Safety risk to the visitors, operators or horses; Not smell of cigarette or cigar smoke, alcohol, or other offensive odours when they are on the museum site; Conform to the Accessibility Standards for Customer Service, O. Reg. 429/07, under The Accessibility for Ontarians with Disabilities Act, 2005 (AODA); The Bidder will accept the following provisos: The route of the horse-drawn wagon rides for both the weekday (educational) and weekend (public) programming will start outside the Train Station, proceed south past Watson s Garage and turn around on the grass opposite the Blacksmith s Shop to proceed back north along the road and turning right at Spratt-Grier toward Foubert House then left along the avenue of trees past the Fire Hall and the Church back to the Train Station; In the event a school group cancels; hours will be replaced at a later date, within the period of the contract, depending upon availability and new reservations. A notice of cancellation will be given 48 hours in advance by the museum staff where at all possible. It is understood that the museum cannot provide such notice in cases of inclement weather or in emergency situations. The amount of the contract will be respected for the confirmed schedule; For the purposes of interpretation for school groups, a member of museum staff serving as a Program Facilitator will accompany the school group on the wagon / sleigh. The Facilitator will engage the group by offering age-appropriate interpretation of the heritage elements on the site as well as lead a sing-along of Christmas songs; For the purposes of interpretation during public programming, a museum staff or volunteer may accompany visitors on the wagon / sleigh. The staff or volunteer will engage the visitors by offering age-appropriate Page 12 of 13

13 interpretation of the heritage elements on the site as well as lead a singalong of Christmas songs; The Bidder will provide feed, water and shelter for the horses, unless another agreement is reached with the Administrator; All manure deposited by the horses while present on site will be removed and disposed of by the Bidder at the close of each day of operation; When there are no confirmed bookings during a Wednesday to Friday weekday shift, or where the booking for a weekday shift is for less than three (3) hours, the agrees to pay three (3) hours of wages at the rate agreed upon by the parties in recognition of the insurance costs incurred by the successful Bidder. Any bookings for three (3) hours or greater on weekday shifts will be paid in accordance with regular payment terms of the Contract at the hourly rate; The Bidder will use the s wagon; The Bidder will provide a second wagon for weekend programming; The Bidder may use the s whippletree, if desired; The Bidder must provide the sleigh(s) in order to provide sleigh rides, should conditions permit. Page 13 of 13