REQUEST FOR PROPOSAL. Request for Proposal No Playground Equipment for Oceanview Park

Transcription

1 REQUEST FOR PROPOSAL Request for Proposal No Playground Equipment for Oceanview Park Issue date: May 14, 2013 Closing Location: Purchasing Department 2020 Labieux Road Nanaimo, B.C. V9T 6J9 City Contact: Kirsty MacDonald Parks & Open Space Planner Telephone: Closing Date and Time: On or Before 3:00 PM (15:00 HRS) Pacific Time on Thursday, May 30,

2 RFP #1424 Playground Equipment for Ocean view Park Table of Contents 1.0 Introduction Interpretation Instructions to Proponents Mandatory Proposal Requirements Evaluation Process Evaluation Criteria Negotiation General Terms and Conditions Specifications and Requirements Proposal Submission Content and Format Appendix A: Proposal Submission Form Appendix B: Receipt Confirmation Form

3 1.0 INTRODUCTION 1.1 The City of Nanaimo (the City ) is seeking Proposals from qualified Playground Suppliers for the supply, installation supervision, and delivery of playground equipment, safety surfacing and geotextile cloth for the Oceanview Park Playground located at 5310 Laguna Road, Nanaimo, British Columbia. Delivery and installation supervision is preferred to be September 26 th to September 29, The successful Supplier will be responsible to co-ordinate the supply, delivery and installation supervision of the proposed playground equipment, safety surfacing and geotextile cloth for Ocean View Park. Site preparation is not part of this contract, but layout of the playground equipment and installation supervision is. Volunteers will be coordinating to ensure that a bobcat, auger and/or mini ex with operator will be on site to assist in the installation. 1.3 The successful Supplier will be responsible for the installation supervision of the playground equipment and safety border. Installation labour and border materials will be supplied by the Neighbourhood Volunteers. 1.4 Installation supervision will commence 8:00 a.m. on a mutually agreed upon day. It is the responsibility of the successful Supplier to co-ordinate the delivery of the playground equipment, safety surfacing and geotextile cloth to meet the installation start time of 8:00 a.m. and mutually agreed upon day. September 26 th to September 29, 2013 is the preferred dates. 1.5 Ownership of the playground equipment, safety surfacing and geotextile cloth will pass on to the City upon completion of the installation. On site secure storage is not available. Proponents may wish to consider in their Proposal cost of a storage container. 1.6 The delivery site does not have a loading dock. Delivery to be by a flat deck or china top truck. City staff or Neighbourhood Volunteers will not be able to assist in unloading playground equipment or safety surfacing or geotextile cloth. Prices must include off loading equipment, safety surfacing and geotextile cloth at site. The City requires (48) hours notice of all deliveries. Notice is to be provided to Vic Cooper, Trades Supervisor Parks, Phone: , vic.cooper@nanaimo.ca 2.0 INTERPRETATION 2.1 Terms and Definitions In this RFP the following definitions apply: Supplier means the successful Proponent to this Request for Proposal who enters into a Contract with the City. City means the City of Nanaimo. Goods Services means the playground equipment, safety surfacing, geotextile cloth and installation supervision. Must Mandatory means a requirement that must be met in order for a Proposal to receive consideration. Proponent means an individual, Supplier, firm or group that submits, or intends to submit, a Proposal in response to this RFP. Proposal means a Proponents Proposal submitted to the City in response to this RFP. RFP means this Request for Proposal. 3

4 RFP #1424 Playground Equipment for Ocean view Park 3.0 INSTRUCTIONS TO PROPONENTS 3.1 Proposal Closing Date/Time/Location Proposals in a sealed envelope must be received on or before 3:00 p.m. (15:00 hrs), Pacific Time, Thursday, May 30, 2013 at: The City of Nanaimo Purchasing Department 2020 Labieux Rd Nanaimo, BC V9T 6J9 Attn: Silvia Reid, Buyer Proponent(s) should submit one (1) original plus two (2) copies (three (3) in total) and one (1) CD in MS Word or PDF format. The original Proposal submission should be marked Original. Fax and/or electronic Proposal transmittals will not be accepted and will not be considered. The wall mounted clock in the Purchasing Department will be the official time piece. Late Proposals will not be considered or evaluated and will be returned unopened to the Proponent. It is the Proponents sole responsibility to ensure its Proposal is received at the address set out above by the closing date & time. 3.2 Proposal Signing The Proposal Submission Form Appendix A must be completed on the form provided and signed by a person authorized to sign on behalf of the Supplier and to bind the Proponent to statements made in response to this RFP. Proposals that do not contain an authorized signature will be deemed non-compliant and non-responsive and will not be accepted for evaluation. 3.3 Inquiries and Clarifications Questions regarding the specifications should be directed in writing to: Kirsty MacDonald Parks & Open Space Planner Phone: kirsty.macdonald@nanaimo.ca Questions regarding the RFP process should be directed to: Silvia Reid, Buyer Purchasing & Stores Phone: silvia.reid@nanaimo.ca Inquiries and responses may be recorded and may be distributed to all Proponents at the discretion of the City. To ensure consistency and quality of information, answers to questions relevant to the interpretation of this RFP, will be posted on BC Bid website: the City of Nanaimo website: and distributed to Proponents who have submitted the Receipt Confirmation Form Appendix B. The decision to issue or not issue an addendum is entirely at the sole discretion of the City. 3.4 Receipt Confirmation Form Proponents are strongly advised to fill out and return to the Purchasing Department the attached Receipt Confirmation Form Appendix B. All subsequent information regarding this RFP, including changes made to this document, will be sent directly to Proponents who complete and return the Receipt Confirmation Form. 4

5 3.5 Changes to the RFP Document Proponent(s) must not alter any portion of this RFP document, with the exception of adding the information requested by the City. To do so will invalidate the submission of its Proposal. 3.6 Changes to the Proposal Wording and Content The Proponent will not be allowed the opportunity to change the wording or content of its Proposal after closing and no words will be added to the Proposal, including changing the intent or content of the presentation of the Proposal, unless requested by the City. 3.7 Addenda If the City determines than an amendment is required to this RFP, the Purchasing Department will issue a written addendum and post it on the BC Bid website: the City of Nanaimo website: and distribute to Proponents who have submitted the Receipt of Confirmation Form Appendix B. Each addendum will be incorporated into and become part of the RFP. No amendment of any kind to the RFP is effective unless it is contained in a written addendum issued by the City s Purchasing Department. It is the sole responsibility of the Proponents to ensure they monitor the BC Bid and City of Nanaimo websites for any addendum to this RFP document issued up to and including the closing date and time. 3.8 Examination of Documents By submitting a Proposal, the Proponent will be held to have personally examined the documents, carefully read the requirements, specifications, and have satisfied themselves as to their ability to meet all the requirements in the execution of the proposed Contract, and agree that the Proponent will make no claims against the City based on errors, omissions, or misunderstanding of the provisions of this RFP or Contract. Proponents will not be given payments or consideration for conditions that should have been determined by/during the above inspections. 3.9 Liability for Errors No Proposal shall be altered, amended, or withdrawn after the closing date and time of the RFP. Negligence on the part of the Proponent in preparing the Proposal confers no right for withdrawal of the Proposal after it has been opened. While the City has made considerable efforts to ensure an accurate representation of information, the information contained in this RFP is supplied solely as a guideline for the Proponent and is not necessarily comprehensive or exhaustive. Nothing in this RFP is intended to relieve the Proponent from forming their own opinions and conclusions in respect of the matters addressed in the RFP Opening of Proposals All openings are non-public. 4.0 MANDATORY PROPOSAL REQUIREMENTS 4.1 Mandatory Proposal Requirements The City has several requirements that are deemed as Mandatory when submitting a response to this RFP. These mandatory Proposal requirements are identified in the table below. Failure to comply with these mandatory Proposal requirements may result in disqualification of your Proposal response. 5

6 RFP #1424 Playground Equipment for Ocean view Park Mandatory Proposal Requirements Bidders Checklist Sealed Proposals must be submitted by 3:00 p.m. (15:00 hr) Yes No Pacific Time on Thursday, May 30, 2013 (the closing date and time ). Proposal submission must be in English. Yes No Appendix A Proposal Submission Form must be signed by a Yes No person authorized to sign on behalf of the Supplier and to bind the Proponent to statements made in response to this RFP. Playground layout drawing(s) including measurements must be submitted for each concept offered. Yes No 5.0 EVALUATION PROCESS 5.1 An evaluation committee made up of the City staff and may include the Neighborhood Volunteers will be reviewing Proposal submissions. The City reserves the right to accept any or none of the Proposals submitted and will evaluate Proposals based on the best value and not necessarily the lowest cost. Please refer to Section 6.0, Clause (6.1) of the Evaluation Criteria. 5.2 Notwithstanding any custom or trade practice to the contrary, the City reserves the full right to, in its sole discretion and according to its own judgment of its best interest to: a. Reject any and all Proposals. b. Waive any technical or formal defect in a Proposal and accept that Proposal. c. Award the Contract to other than the lowest Proponent. 5.3 The City reserves the right to conduct pre-selection meetings in order to correct, change or adapt the selected Proposal to the wishes of the selection committee. 5.4 The lowest or any Proposal will not necessarily be accepted. 6.0 EVALUATION CRITERIA 6.1 The City reserves the right to accept any or none of the Proposals submitted and will evaluate Proposal submissions based on best value using the following criteria (in no particular order): a. Compliance with the mandatory requirements. b. Suitability of equipment to age groups. c. Quality of playground equipment. d. Design concept. e. Overall play value. f. Warranty. g. Ability to meet budget and timeline. h. Installation supervisor references i. References and the City s Own Experience with the Proponent. j. Completeness of Proposal submission. References may be contacted of the Leading Proponent. 6

7 7.0 NEGOTIATION 7.1 It is the intent of the City to ensure the City has the flexibility it needs to arrive at a mutually agreeable final Contract. Negotiations may be held with the potential Supplier including, but not limited to, matters such as minor price adjustments, minor changes to the requirements. It is not the intent of the City to allow for new or significantly altered Proposals. The City is not obligated to any Proponent in any manner until the Proposal Submission Form Appendix A has been executed and signed by an authorized agent of the City. 8.0 GENERAL TERMS AND CONDITIONS 8.1 Proponents Expenses Proponents are solely responsible for their own expenses in preparing a Proposal and for subsequent negotiations with the City. The City will not be liable to any Proponent for any claims, whether for costs or damages incurred by the Proponent in preparing the Proposal, loss of anticipated profit in connection with any final Contract, or any other matter whatsoever. 8.2 Limitation to Damages Further to the preceding paragraph, the Proponent, by submitting a Proposal, agrees that it will not claim damages, for whatever reason, relating to the Contract or in respect of the competitive process, in excess of an amount equivalent to the reasonable costs incurred by the Proponent in preparing its Proposal and the Proponent, by submitting a Proposal, waives any claim for loss of profits if no Contract is made with the Proponent. 8.3 Privilege Provisions The City of Nanaimo (the City ) reserves the right to: Reject any and all Proposals, including without limitation the lowest priced Proposal, even if the lowest priced Proposal conforms in all aspects with the RFP; Award the Contract to whomever the City, in its sole discretion deems appropriate, notwithstanding any custom of the trade to the contrary nor anything contained in the RFP; Award a Contract in full, in part, or split an award with more than one Proponent on the basis of Proposals received, as it deems appropriate and in the City s best interests; Accept or reject any Proposal that is incomplete or contains exceptions and variations to the terms and conditions of this RFP; Refuse or reject any Proposal not properly submitted in accordance with the requirements of the RFP; Reject any Proposal at any time prior to execution of a Contract; Cancel the RFP process at any time before or after closing date; Amend or revise the RFP by Addenda up to the specified closing date and time ; Reduce the scope of services required within the RFP and negotiate the price to reflect such change after award of a Contract; Under no circumstances shall the City be obligated to award a Contract solely on the basis of proposed price. No Proponent shall have any claim for any compensation of any kind whatsoever, as a result of participating in this RFP, and by submitting a Proposal each Proponent shall be deemed to have agreed that it has no claim. 8.4 Right to Cancel the RFP Process The City reserves the right in its sole discretion to postpone or cancel this RFP process at any time and may in its discretion, elicit offers from other parties (whether or not such parties have responded to this RFP) or engage in another procurement process, including re-issuing a similar RFP or negotiating with any party if: (a) Only one Proposal is received; or 7

8 RFP #1424 Playground Equipment for Ocean view Park (b) A suitable Proponent has not been selected; or (c) At any time prior to entering into a executed Agreement with the successful Proponent; or (d) Approval is not granted by the City of Nanaimo Council, or Assistant City Manager/GM, or Director of Finance; or (e) All Proposal(s) exceed the City s set budget for this RFP. 8.5 Irrevocability of Proposals At the appointed closing time, all Proposals become irrevocable. By submission of a Proposal, the Proponent agrees that should its Proposal be selected, the Proponent will enter into a Contract with the City. Proposals shall be irrevocable and shall remain open for acceptance by the City for sixty (60) calendar days after the RFP closing date and time. 8.6 Withdrawal of Proposals The Proponent may withdraw their Proposal at any time prior to the RFP closing date and time by submitting a written withdrawal letter. Submit the letter to the City s Buyer and your Proposal will be returned. 8.7 Conflict of Interest By submitting a Proposal, the Proponent warrants that neither it nor any of its officers or directors, or any employee with authority to bind the Proponent, has any financial or personal relationship or affiliation with any elected official or employee of the City or their immediate families which might in any way be seen by the City to create a conflict. 8.8 Dispute Resolution Any dispute regarding this Proposal process or award must be submitted to the City s Purchaser within (5) five business days of the award date. Any protests not received within the (5) five day period shall be deemed a waiver of all rights. 8.9 Laws of British Columbia Any Contract resulting from this Request for Proposal will be governed and will be construed and interpreted in accordance with the Laws of the Province of British Columbia Definition of Contract Notice in writing to a Proponent that it has been identified as the successful Proponent and the subsequent full execution of the Proposal Submission Form Appendix A by the City of Nanaimo will constitute a Contract for the goods and services, and no Proponent will acquire any legal or equitable rights or privileges relative to the goods or services until the occurrence of both such events Contract Formed The Contract documents will include and consist of this Request for Proposal, the Proponents Proposal submission, General Terms and Conditions, Specifications and Requirements, Proposal Submission Form Appendix A executed by an authorized agent of the City of Nanaimo, Certificates of Insurances, WorkSafe BC clearance letter, City of Nanaimo Business License, all licenses and permits required to perform the work (if any), all amendments and attachments and the City s official purchase order Default a. The City may, subject to the provisions of paragraph (c) below, by written notice default to the Supplier terminate the whole or any part of this contract in any one of the following circumstances: i. If the Supplier fails to make delivery of the goods, or to perform the services within the time specified herein or any extension thereof; or 8

9 ii. If the Supplier fails to perform any of the other provisions of this Contract, or so fails to make progress as to endanger performance of this Contract in accordance with its terms, and in either of these two circumstances, does not cure such failure within a period of ten (10) days, or such longer period as the City may authorize in writing, after receipt of notice from the City specifying any such failure. b. In the event the City terminates this Contract in whole or in part as provided in paragraph (a) of this clause, the City may procure, upon such terms and in such manner as the City may deem appropriate, goods or services similar to those terminated, and the Supplier shall be liable to the City for any excess costs for such goods or services, provided that the Supplier shall continue the performance of this Contract to the extend not terminated under the provisions of this clause. c. The Supplier shall not be liable for any excess costs if any failure to perform the Contract arises by reason of strike, lockouts, acts of God or of the public enemy, acts of the City, fires or floods, or defaults of sub-contractors due to any of such causes unless the City shall determine that the goods or services to be furnished by the sub-contractor were obtainable from other sources in sufficient time to permit the Supplier to meet the required delivery schedule Registration with WorkSafe BC The Supplier and any approved sub-contractors must be registered in good standing with WorkSafe BC, in which case WorkSafe BC coverage must be maintained for the duration of the Contract. The Supplier agrees and shall: a. Provide at its own expense the necessary WorkSafe BC compensation coverage for all it employees and partners employed or engaged in the execution of the Work; b. Remain current with all assessment reporting and payments due there under and shall comply in every respect with the requirements of the Workers Compensation Act and Regulations; and c. Be solely responsible for to ensure that all sub-contractors have proper Work Safe BC coverage Sub-Contracting a. Using a sub-contractor for the installation supervision (who must be clearly identified in your Proposal response is acceptable. This includes a joint submission of two Proponents having no formal corporate links. However, in this case, one of these Proponents must be prepared to take overall responsibility for successful interconnection of the goods and services. b. Sub-contracting to any firm or individual whose current or past corporate or other interest may, in the City s opinion, give rise to a conflict of interest in connection with this project will not be permitted. This includes, but is not limited to, any firm or individual involved in the preparation of this Request for Proposal. c. The Proponent shall not sub-contract any part of the Work or assign any part of the Contract without prior written consent of the City. Any consent to sub-contract shall not relieve the Proponent from its obligations and every sub-contractor shall incorporate all the terms of the Contract that can be reasonably applied hereto. d. The Proponent shall preserve and protect the rights of the parties under the Contract with respect to work to be performed under sub-contract, and shall: Enter into Contract with sub-contractor(s) to require them to perform their work as provided in the Contract; Incorporate the terms and conditions of the Contract into all Contract documents; and, 9

10 RFP #1424 Playground Equipment for Ocean view Park Be responsible to the City for acts and omissions of sub-contractors and individuals directly or indirectly employed by them as for acts and omissions of individuals directly employed by the Proponent. e. Nothing contained in the RFP documents shall create a contractual relationship between a Proponent, sub-contractor and the City Indemnity The Supplier agrees to indemnify, defend and save harmless the City of Nanaimo, including without limitation, its Council Members, agents, servants and employees from and against all suits, claims, demands, losses, damages, expenses and costs made against or incurred, suffered or sustained by the City at any time or times (either before or after the expiration or sooner termination of this Contract) where the same or any of them are based upon or arise out of or from anything done or omitted to be done by the Supplier or by any servant, employee, officers, director or sub-contractor, the Supplier pursuant to the Contract excepting always liability out of the independent acts of the City Insurance Where available, the Supplier must submit to the City, upon acceptance of its Proposal, a Certificate of Insurance containing the following: Comprehensive General Liability Insurance in an amount not less than $2,000,000 with a provision naming the City as an additional insured and a Cross Liability clause. Motor Vehicle Insurance, including Bodily Injury and Property Damage in an amount no less than $2,000,000 per accident with the Insurance Corporation of British Columbia on any licensed motor vehicles of any kind to be used to carry out the Work. A provision requiring the Insurer to give the City a minimum of 15 days notice of cancellation or lapsing or any material change in the insurance policy. The Supplier must provide to the City, prior to the commencement of the Services, a certificate of insurance or other evidence which satisfied the City that the required insurance has been acquired and is in force. The Supplier is responsible for any deductible amounts under the policies. The cost of all insurance required by this Contract shall be included in the Supplier s fees Permits and Licenses a. The successful Proponent shall provide and pay for a City of Nanaimo Business License. b. The Supplier shall provide and pay for all necessary permits and licenses necessary for the performance of the services related to this Contract. c. The successful Proponent will be required to conform to all federal, provincial, and city acts and regulations that may apply to the operation of this Contract Inspection All goods are subject to inspection by the City. The City reserves the right to reject any goods or services that do not comply with the specifications or which are found to be defective materially or in workmanship or damaged during transit. Rejected goods shall be removed by and at the expense of the Supplier, including transportation cost both ways. After notification of rejection the Supplier shall promptly remove the goods and bear all risk in relation of rejected products Payment Payment by the City will be net (30) days after receipt of invoice. Invoices to show the applicable taxes as a separate line item. 10

11 8.20 Ownership of the Proposals and Freedom of Information and Privacy Protection Act All Proposals, including attachments and any documentation, submitted to and accepted by the City in response to this RFP become the property of the City and are subject to the Freedom of Information and Privacy and Protection Act Working Language The working language of the City is English and all Proposals must be in English Time is of the Essence Time is of the essence in this Contract. Ideally the playground would be installed between September 26 th and September 29, SPECIFICATIONS and REQUIREMENTS 9.1 Installation will be by neighborhood volunteers and the successful Proponent (the Supplier ) will provide an installation supervisor for the volunteer installers. The City prefers installation to be between September 26 th to September 29, The date to be negotiated between the City and the successful Proponent. 9.2 The Neighborhood Volunteers will be installing the equipment with installation supervision from the successful Proponent. The project scope includes the layout design, supply and delivery of playground equipment, safety surfacing, geotextile cloth, border installation supervision and provide playground installation supervision to Ocean View Park located at 5310 Laguna Road, Nanaimo, BC. 9.3 Installation supervision of Neighborhood Volunteers by a CSA certified playground installer is required. 9.4 Budget Allowance: The budget including playground equipment, safety surfacing, geotextile cloth, installation supervision, and delivery is $25,000, excluding applicable taxes. The City does not have a loading dock nor does the park site. Delivery to be by flatbed or chinatop truck to the park. 9.5 Proponents are asked to provide information on the depth and volume of wood fiber required for each concept offered. 9.6 The site is flexible but a schematic Oceanview park concept plan has been provided (see end of document). 9.7 Playground equipment should include features for 2-5 year old play equipment and an area for equipment for 5-12 year olds. 9.8 All attaching hardware i.e. nuts, bolts, washers and screws are to be stainless steel. Plated will not be accepted. 9.9 Metal support posts are preferred Proponents are asked to submit one concept or multiple concept variations for consideration The successful Proponent is also responsible to ensure that all playground equipment, related components, and installation supervision of this equipment meets or exceed the current CSA playground standards. The Supplier must provide a signed letter stating equipment complies with CSA standards. Suppliers unable to provide this will be disqualified. 11

12 RFP #1424 Playground Equipment for Ocean view Park 9.12 The City may purchase additional playground components for Oceanview Park. Nothing in this document or the Contract shall constitute a guarantee of any such purchase The City requires (48) hours notice of all deliveries. Notice is to be provided to Vic Cooper. Vic.cooper@nanaimo.ca The City may purchase additional playground components for Oceanview Park. Nothing in this document or the Contract shall constitute a guarantee of any such purchase PROPOSAL SUBMISSION CONTENT AND FORMAT 10.1 General The format, sequence and requirements in this Section 10.0 of the RFP shall be followed in order to provide consistency and ensure each Proposal receives full consideration. Proponent(s) should submit one (1) original plus two (2) copies (three (3) in totals) and one (1) CD in MS Word or PDF format. The original Proposal submission should be marked Original. Proponents must complete and return Proposal Submission Form Appendix A Proponent Response and Format Evaluation of Proposals is made easier when Proponents respond in similar manner. The following format and sequence should be followed in order to provide consistency in Proponent response and ensure each Proposal receives full consideration. All pages should be consecutively numbered. a. Title page, showing the Request for Proposal number, Proponent s name and address, Proponent s telephone number, fax number, address and a contact person. b. Table of contents, including page numbers. c. A short (one or two page) summary of the key features of the Proposal. d. Timeline: The City prefers delivery the delivery and installation to be between September 26 th and September 29, Proponents should address this time frame in their Proposal submission and if unable to meet this time frame are to provide their earliest completion date. e. Itemized list of playground components for each concept offered. f. Playground layout drawing(s) for each concept offered including measurements. g. Wood fibre volume required for each concept. g. Pricing ($25,000 excluding applicable taxes). Includes the supply and delivery of playground equipment (by flat deck or china top truck), safety surfacing, geotextile cloth and installation supervision. a. List lump sum price for playground equipment for each concept offered in each age category; and b. List lump sum price for installation supervision and number of hours/days included in the lump sum price for each concept offered. c. List lump sum price for safety surfacing d. List lump sum price for geotextile cloth. h. Resume(s) of CSA certified playground installer. i. Warranty information for play equipment. j. Price and references for installation supervision k. Maintenance Information on equipment. l. Descriptive literature. 12

13 m. Proponents who are using a sub-contractor for any part of the work, must clearly identify the sub-contractors and their portion of the work in their proposal. n. The completed attached Proposal Submission Form Appendix A. Play structure area is flexible but could be up to 70 feet by 70 feet in dimension. 13

14 RFP #1424 Playground Equipment for Ocean view Park APPENDIX A: PROPOSAL SUBMISSION FORM Reference No Playground Equipment for Ocean View Park In order to be entitled to consideration, a person authorized to sign on behalf of the Supplier, and to bind the Proponent to statements made in response to this Request for Proposal must complete and sign the Proposal Submission and Contract Acceptance Form. The enclosed Proposal is submitted in response to the above-referenced Request for Proposal. Through submission of this Proposal I/ we agree to all of the terms and conditions of the Request for Proposal. The undersigned acknowledges and agrees that the City will not be responsible for any costs, expenses, losses, damage, or liability incurred by the Proponent as a result of or arising out of submitting a Proposal for the proposed Contract, or due to the City's acceptance or non-acceptance of their Proposal. The undersigned, agrees that the Contract document will include and consist of this Request for Proposal, the Proponents Proposal submission, General Terms and Conditions, Specifications and Requirements, Proposal Submission Form Appendix A executed by an authorized agent of the City of Nanaimo all amendments and attachments and the City s official purchase order. Suppliers Legal Name (and doing business as name, if applicable). (Please Print) Name of Authorized Representative (Please Print.) Title (Please Print): Telephone: Fax: Signature of Authorized Representative: Date: This Section to be completed by City of Nanaimo. Contract Accepted and Executed on Behalf of the City of Nanaimo this day of,2013 in the presence of Authorized Person to Sign on Behalf of City of Nanaimo. NOTE: This Contract is not valid unless signed by an authorized agent of the City of Nanaimo. 14

15 RECEIPT CONFIRMATION FORM APPENDIX B City of Nanaimo Request for Proposal RFP #1440 Playground Equipment for Ocean View Park Closing Date and Time: On or Before 3:00 p.m. (15:00 hrs) Pacific Time Thursday, May 30, 2013 To receive any further information about this Request for Proposal please return this form to: Attention: Silvia Reid, Buyer Purchasing Department City of Nanaimo 2020 Labieux Road, Nanaimo, B.C. V2T 4M7 Fax: purchasinginfo@nanaimo.ca COMPANY NAME: STREET ADDRESS: CITY/PROVINCE: POSTAL CODE: PHONE NUMBER: FAX NUMBER: CONTACT PERSON: ADDRESS: SIGNATURE: 15