REQUEST FOR TENDER # PORTABLE TOILET RENTALS. Various locations/durations in the Town of Okotoks

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1 REQUEST FOR TENDER # PORTABLE TOILET RENTALS Various locations/durations in the Town of Okotoks ISSUED: JANUARY 25, 2017

2 TABLE OF CONTENTS SCOPE... 2 SUMMARY OF EVENTS... 2 QUOTATION DOCUMENTS... 3 TERMS AND CONDITIONS CONTRACT RENEWAL P a g e

3 SECTION 1 SCOPE The project scope includes delivery, placement, servicing, and removal of standard and wheelchair accessible portable toilets. The Town of Okotoks requires the following service levels be provided: 1. Placement or removal of toilet units on the date requested, provided the Town provides at least 2 business days notice 2. Cleaning services to be provided: o Weekly on monthly toilet rentals o Upon placement of relocated toilets to new site(s), then weekly thereafter 3. Toilet units to be in good working condition. Broken or faulty units to be replaced within 24 hrs, upon notification from the Town. SECTION 2 SUMMARY OF EVENTS The following table is a summary of events anticipated to require portable toilet services for The actual dates, quantities, and locations may vary. Event / Location # Days # standard units # wheelchair accessible units Contact Name and PO# for Invoice to be directed to June 17 Parade Janette Messer with PO# June 24 BuskersFest Janette Messer with PO# July 22 Taste of Okotoks Janette Messer with PO# Aug 13 Show and Shine Janette Messer with PO# Aug 26 ChiliFest Janette Messer with PO# Oct 21 Oktober Food Fest Janette Messer with PO# Nov 17 Light Up Janette Messer with PO# Landmark Site May 23-Sept Janette Messer with PO# Landmark Site Jan 14-Feb Janette Messer with PO# Creamery Market Jun 11-Sept Janette Messer with PO# *Drake Landing soccer field May-July 1 0 Christa Michailuck with PO# *John Paul II rugby field May-Oct 1 0 Christa Michailuck with PO# *Wilson Tennis Courts April-Oct 1 0 Christa Michailuck with PO# 2 P a g e

4 SECTION 3 QUOTATION DOCUMENTS Below is an estimate of quantity of portable toilets needed for Complete the following unit price bid sheet to reflect the quantities estimated from the Summary of Events. Table 1: Unit Price Bid Sheet (Costs to be all inclusive; material, equipment, labour, etc.) GST Excluded Item No. Description *2017 Unit Price ($/unit) 1 Set up 2 Servicing weekly 3 Removal 4 Regular unit rental rate (daily) 5 Regular unit rental rate (weekly) 6 Wheelchair accessible unit rental rate (daily) 7 Wheelchair accessible unit rental rate (weekly) 8 Optional item hand sanitizer 9 Other 10 Other Sub total GST (5%) Total Quantity (based on Section 2 Table) Item Total ($) *The above pricing shall determine the contract price. Rates and fees not listed here cannot be charged later. I, Authorized Signature (BIDDER) Date Print Name Address Phone Agree to the work required as outlined in this document. 3 P a g e

5 SECTION 4 TERMS AND CONDITIONS CONTRACT RENEWAL 4.1 Submit tender by February 16 at 2:00pm local time to: Town of Okotoks 100, 1118 North Railway St Parks Manager, Christa Michailuck Ph: , OKParks@Okotoks.ca 4.2 The tender submission shall be accompanied by the contractor s Certificate of Recognition (COR) or proof of formal safety program including two relevant job hazard assessments for the services to be provided. 4.3 The Town reserves the right to renew this contract for up to three more years. Costs increases shall not exceed the CPI for the Calgary Metropolitan area year over year. 4.4 The successful proponent, for each year they provide services, shall: demonstrate they are in good standing with WCB and provide a clearance letter to the Town at the commencement of the supply of services at the beginning and end of the year; carry at least five million dollars ($5,000,000.00) general liability insurance with the Town named as additional insured. possess a current Town of Okotoks business license. 4.5 The Town reserves the right to delete or cancel any or all portions of the work at any time for any reason and the contractor will be paid the percent lump sum amount of the work completed. The supplier is not guaranteed to be the only portable toilet supplier nor to supply services to all events listed. There may be request for additional portable toilet services other than those listed here. 4.6 If a discrepancy is found between the unit prices and the total amount, the unit price shall be considered as representing the intention of the contractor, and the total shall be recalculated which shall be used in determining the contract price. 4.7 Separate invoices shall be provided separately for each purchase order number issued and must reflect purchase order number(s), and Town contact name associated with the rental as indicated in the table in Section 2. Invoices for Janette Messer to be ed to programs@okotoks.ca, cc to payables@okotoks.ca. Invoices for Christa Michailuck to be ed to okparks@okotoks.ca, cc to payables@okotoks.ca. 4.8 The Town shall contact the supplier by phone for all service inquiries. The supplier s main contact for the Town is to be listed. Name: Phone: 4 P a g e