District of Sooke. Sale of Surplus Assets. 250 m 3 Raw Logs. Bid NO.:

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1 Sale of Surplus Assets 250 m 3 Raw Logs Bid NO.: Issue Date: Friday, December 15, 2017 Closing Date: Friday, January 12, 2018 at 2 pm Closing Location: Municipal Hall 2205 Otter Point Road, Sooke, BC Bids to be Marked: BID NO Raw Logs 2205 Otter Point Road, Sooke, BC V9Z 1J2 Page 1

2 Sale of Surplus Assets 250 m 3 Raw Logs Bid NO.: Sealed Bids marked BID NO Raw Logs will be received at the office of the Head of Parks and Environmental Services, 2205 Otter Point Road, Sooke, BC, V9Z 1J2, up to and including 2:30 p.m., local time, Friday, January 12, 2018, for the following asset: 250 m 3 of Raw Logs The asset is available for sale on an as is/where is basis. Bid documents are available from: 2205 Otter Point Road, Sooke, BC Contact: Paul Butterfield, Engineering Department pbutterfield@sooke.ca Also available at: BC Bid or the web site There will be no public opening. Bidders may view the sale item at the Works Yard at 2070 Kaltasin Road, Sooke, Monday Friday, December 18-22, 2017, by appointment only. Please Jessica Boquist jboquist@sooke.ca to set up an appointment. Check in with the Parks and Environmental Services Office, on site, is required prior to viewing. Laura Hooper Head of Parks and Environmental Services Page 2

3 DISTRICT OF SOOKE INSTRUCTIONS TO BIDDERS BID NO BID ADMISSION 1.1 Definition Throughout this document Owner, District, The District, shall mean The. 1.2 Submission of Bid The Sealed Bid envelope shall be addressed to: 2205 Otter Point Road Sooke, BC V9Z 1J2 Attention: Head of Parks and Environmental Services and shall be clearly marked: BID NO Raw Logs Submission of bids to the District via direct facsimile or is not acceptable and all bids must be submitted on the Bid Form, in a sealed envelope, clearly marked with the bid number and project title. 1.3 Closing Date and Time Bids will be received up to 2:00 p.m., local time, Friday, January 12, Bids received after the closing time will be returned unopened. 1.4 Acceptability of Bids Notwithstanding any other provision in the Bid Documents or any practice or custom in the industry, the District, in its sole discretion, shall have the unfettered right to: a) Accept a Bid which is not the highest Bid; b) Reject a Bid even if it is the only Bid received by the Owner; c) Accept any Bid; d) Reject any Bid; e) Reject all Bids; f) To waive any informality in the bids; Bids that are unsigned, incomplete, illegible, unbalanced, and obscure or contain other irregularities may be rejected as informal. Page 3

4 In the event that duplicate Bids are received, preference will be given to the Bid that was received first. If a Bid contains a defect or fails in some way to comply with the requirements of the Bid Documents, which in the sole discretion of the District is not material, the District may waive the defect and accept the Bid. Bids which contain qualifying conditions or otherwise fail to conform to the Instructions to Bidders may be disqualified, or rejected. The Owner may, however, in its sole discretion, reject or retain for its consideration Bids, which are non-conforming because they do not contain the content or form required by the Instructions to Bidders or for failure to comply with the process for submission set out in these Instructions to Bidders. 1.5 Bid Pricing Unless otherwise specified herein by the, all Bids are to be in Canadian funds. All purchases are subject to GST. 1.6 Successful Bidders Successful bidders will be required to issue FULL payment with cash or certified cheque within 14 days of being notified by the District. If payment is not received within the time frame, another successful bidder will be chosen. Raw logs must be removed from the site in their entirety. No chopping, bucking or cutting of the logs is permitted to occur at 2070 Kaltasin Road. Item(s) must be removed from municipal property within 60 days after payment is made to the District. 1.7 Disclaimer Bids for the surplus asset are made on an as is/where is basis. The does not provide any guarantee. All sales are final. It is the buyer s responsibility to determine the condition and suitability of the asset. 1.8 Withdrawal Bids may be withdrawn by written notice only, provided such notice is received by Paul Butterfield, pbutterfield@sooke.ca, prior to the time set for the opening of Bids. Upon closing time, all Bids become irrevocable. By submission of a Bid, the Bidder agrees that should they be successful, that Bidder will enter into a purchase contract with the. 1.9 Amendments of Bids A Bidder may amend or revoke a Bid by giving written notice, delivered by hand, mail or fax to: 2205 Otter Point Road Sooke, BC V9Z 1J2 Attention: Paul Butterfield re: Raw Logs Bid Fax: Page 4

5 An Amendment or Revocation that is received after the Bid Closing Date and Time shall not be considered and shall not affect a Bid as submitted. An Amendment or Revocation must be signed by the Bidder. Any Amendment that expressly or by inference discloses the Bidder s Bid Price or other material element of the Bid such that, in the opinion of the District, the confidentiality of the Bid is breached, will invalidate the entire Bid. If a Bid Amendment or Revocation is sent by fax, the Bidder assumes the entire risk that asset and staff at the receiving office properly received the fax containing the amendment or revocation before the Bid Closing Date and Time. The District shall not be liable to any Bidder if for any reason a fax is not properly received Insurance Proof of insurance in the amount of five million dollars ($5,000,000) with the as an additional insured will be required in accordance with the s Risk Management Contract Services Policy, attached. It is also expected that the Bidder be a member in good standing with the Worker s Compensation Board. Proof of inter-municipal or business license is required Bid Clarifications The Owner in its sole discretion reserves the right to clarify any bid after closing and prior to award Freedom of Information The is subject to the provisions of the Freedom of Information and Protection of Privacy Act. All Bidders are therefore advised that any Bid submitted in response to this Sale of Surplus Assets will be treated as a public document and the contents therein may be disclosed upon written request if required to do so pursuant to the Act Further Information Questions regarding technical requirements, submission requirements, timing or similar contractual matters regarding this Sale of Surplus Assets should be directed to: Paul Butterfield pbutterfield@sooke.ca Page 5

6 2.0 Asset Specifications Asset: 250 m 3 Raw Alder (Alnus rubra) Logs - Scaled Location: Sooke, BC Harvest Date: October, 2017 Page 6

7 DISTRICT OF SOOKE LOT 250 m 3 SALE OFSURPLUS ASSETS Bid NO.: BID FORM Bidder Name: (Printed Name) Address: Telephone Number: Cell Number: Bid: $ GST: $ Total Bid: $ Signature: Date: Page 7