SPECIFICATIONS FOR. POLICE SERVICES (HRP) TOWING/STORAGE SERVICES (Up to 3 YEARS)

Transcription

1 TENDER # SPECIFICATIONS FOR POLICE SERVICES (HRP) TOWING/STORAGE SERVICES (Up to 3 YEARS) Police Services Halifax Regional Municipality DATE: August 13, 2015 CLOSING DATE: 2:00 h p.m. Friday August 28, 2015

2 HRP Towing & Storage Services Tender No Instructions to Bidders August 13, 2015 Procurement Services Tel Fax Mailing Address: Post Office Box 1749 Halifax, Nova Scotia Canada B3J 3A5 TENDER OF: ADDRESS: CONTACT NAME: ADDRESS: TELEPHONE: FAX #: GST REGISTRATION #: NS REGISTRY OF JOINT STOCKS #: The Halifax Regional Municipality invites tenders for the provisions to supply towing and storage services for Halifax Regional Police and Halifax Parking Enforcement, on an as-required basis as requested by the Chief of Police and his or HRM s delegated representative for up to thirty-six (36) month period from the award of tender in accordance with specifications annexed hereto. The Bidder Declares: 1. That this tender was made without collusion or fraud. 2. That the Bid Documents and Addenda No. to inclusive were carefully examined, signed where indicated and have been enclosed with this tender submission. 3. That all the above were taken into consideration in preparation of this Tender. 4. That the Tenderer has read and agrees to all applicable Standard Terms and Conditions for Goods, Services and Standing Offers as published on the Halifax.ca website. ( grequestforquotations.php General Instructions: 1. This form must be used for tabulation purposes. Specification sheets form part of tender and must not be removed. These terms and conditions apply to this tender. In instances where the Page 1

3 HRP Towing & Storage Services Tender No Instructions to Bidders August 13, 2015 specifications contradict these terms and conditions the specifications shall take precedence. 2. All tenders must be accompanied by manufacturer s literature describing, in detail, the equipment bid upon. 3. ONLY FIRM TENDER PRICES WILL BE CONSIDERED. 4. The HRM intends to only contract with responsible bidders who are in the business of providing the goods and/or services bid upon and can provide proof that they can furnish satisfactory performance based on past work experience with the HRM, other companies, or government agencies, and have the financial, managerial, and resource capabilities for the size of project bid upon. Satisfactory performance includes meeting all of the requirements of the various federal and provincial regulations and agencies for completion of work and making payments to subcontractors in a timely basis. The evaluation process may include reference checks, third party credit checks, site visits, and/or your firm may be asked to allow the HRM to complete personal credit and/or criminal record checks if company information is not available or adequate. Bidders found unacceptable during the evaluation process will not be given further consideration. 4.1 The contractor may be required to provide supporting documentation that support personnel are certified. This includes bonded or security clearance of personnel working within the HRM facilities (on-site or remotely) to perform the required services of maintenance and support. Page 2

4 HRP Towing & Storage Services Tender No Instructions to Bidders August 13, Delivery: Delivery of Services shall be the essence of the tender. 6. Contract Administration: Requests for towing services within HRM will originate at one of two sources: the Halifax Regional Police or Halifax Parking Enforcement. Both sources use the same Green Card Seizure and Blue Card Release policy described later in this tender. Any questions with respect to the specifications must be directed in writing to: Halifax Regional Police Sergeant Regan Fong via , or fax (902) ; Office Telephone, (902) Where references are made to the Chief of Police s delegated representative, Sergeant Regan Fong is the contact. Halifax Parking Enforcement Andrea MacDonald via , macdonaa@halifax.ca or fax (902) ; Office Telephone, (902) Where references are made to the Municipality s delegated representative Andrea MacDonald is the contact. Questions with respect to the tender process should be directed to Gary Carpentier, Senior Procurement Consultant, via , carpeng@halifax.ca, Telephone (902) , or fax (902) Instructions and Forms: Instructions and forms may be obtained in person or by mail from, Halifax Regional Municipality Procurement Office, Suite 103Alderney Gate, 40 Alderney Drive, Dartmouth, NS B2Y 2N5. All tenders are to be submitted in sealed, clearly identified plainly marked envelopes. 8. Closing Date: SEALED Tenders must be in the Office of the Procuement Manager, Suite 103 Alderney Gate, 40 Alderney Drive, Dartmouth, NS, B2Y 2N5, before 2:00 p.m. local time, Friday, August 28, Public opening of Tenders will be held immediately following the closing of the tendering period, as defined above, in Conference Room, Suite 103 Alderney Gate, 40 Alderney Drive, Dartmouth, Nova Scotia. 10. Questions: Any questions concerning this Tender will be directed to HRM staff as identified in Clause 6, Contract Administration. 11. Inspection: All products supplied as a result of this tender must be of premium quality. The Halifax Regional Municipality reserves the right to inspect any equipment supplied as a result of this tender and shall be the sole judge as to whether equipment supplied meets specifications. 12. Rejection of bids: The Halifax Regional Municipality reserves the right to reject any or all bids, or accept any bid or portion thereof. The HRM reserves the right to cancel this quotation in its entirety and shall not be responsible, in any manner for expenses incurred by the contractor for preparing a submission. The HRM may award all or a portion of the work to one or more contractors. Without limiting the generality of any other provision hereof, the HRM reserves the right to reject any bid: i. That contains any irregularity or informality;

5 HRP Towing & Storage Services Tender No Instructions to Bidders August 13, 2015 ii. That is not accompanied by the supporting documents required; iii. That is not properly signed by or on behalf of the bidder; iv. That contains an alteration in the tendered price that is not initialed by or on behalf of the tenderer; v. That is incomplete or ambiguous; or vi. That does not strictly comply with the requirements contained in these instructions. vii. That is missing any pricing of components. viii. Notwithstanding the foregoing, the Halifax Regional Municipality shall be entitled, in its sole discretion, waive any irregularity, informality, or non-conformance with these instructions in any bid received by HRM. ix. In the event that a number of suppliers submit bids in substantially the same amount, the Owner may, at its discretion, call upon those Tenderers to submit further bids. x. No term or condition shall be implied, based upon any industry or trade practice or custom, any practice or policy of the Owner or otherwise, which are inconsistent or conflicts with the provisions contained in these conditions. 13. Grounds For Disqualification - The proponent shall direct all questions regarding this tender or the Project to the individuals identified in Clause 7 of this document. Any attempt on the part of the Proponent or any of its employees, agent, contractors or representatives to contact any of the following persons with respect to this tender or the Project may lead to disqualification: (a) Any member of Council; and (b) Any member of HRM staff not mentioned in this document 14. Irrevocable offer: Any tender represents an irrevocable offer and shall be valid for a period of 90 days following closing date for submissions. 15. Canadian funds: Unless otherwise requested by HRM and noted on the tender, prices are to be listed in Canadian dollars. 16. Permits and taxes: It is the responsibility of the bidder to ensure that tenders, all taxes, permits and other charges required to supply the goods and services are administered. The successful bidder is to comply with all codes, regulations and by-laws and all government and applicable standards pertaining to the work and job site including and not limited to the Nova Scotia Occupational Health and Safety Act and Regulations. 17. Payment: HRM normal payment terms are thirty (30) days from acceptance that the goods and/or service meet the specifications. Alternative payment schedules may be proposed and are to be shown as an option and list the additional discount to HRM. 18. Patent right and royalties: The successful bidder shall pay all royalties and patent license fees required for the performance of the work. The successful bidder shall hold the HRM harmless from and against claims, demands, losses, costs, damages, action suits or proceedings arising out of the successful bidder s performance on the Contract which are attributable to an infringement or an alleged infringement of a patent of invention by the successful bidder or anyone for whose acts the successful bidder may be liable. 19. Assignment: The successful bidder shall not assign the Contract or portion thereof without the written consent of the other, which consent shall not be unreasonably withheld. 20. Existing Conditions: Bidders will be deemed to have familiarized themselves with the existing conditions, which may affect the performance of required goods and/or service. No plea of ignorance of such conditions as a result of failure to make all necessary examinations will be accepted as a basis for any

6 HRP Towing & Storage Services Tender No Instructions to Bidders August 13, 2015 claims for extra compensation or an extension of time. Bidders are to ensure that they understand the expected use for the requested product or service and submit their bid accordingly. 21. Substitute: If the supplier is offering an equivalent or substitute product to those specified, the supplier must clearly identify this substitution and supply the manufacturer s name, product number and provide any technical information required so that the Halifax Regional Municipality can judge the acceptability of the substitute. HRM shall be the sole judge of the acceptability of any substitute or proposed equivalent. 22. WHIMS: All controlled products supplied to HRM must have approved WHIMS supplier labels. Material Safety Data Sheets must also be supplied. Failure to comply with this requirement will result in rejection of any shipment, and may result in cancellation of the order and then return of goods to the supplier at the supplier s expense. 23. Verbal Instructions: Any changes to this tender, specification, terms and conditions shall be stated in writing. Verbal statements made by employees or representatives of HRM, whether or not they appear to have the proper authority shall not be binding on HRM. 24. Invoices: All invoices are to be submitted quoting the Purchase Order number. A purchase order number is required to obtain payment. The HST number must be shown on each invoice. Invoices must include a description of the goods and service provided with corresponding HRM material numbers. Invoices must also clearly indicate list price, discount offered and net price, if applicable. All invoices are to be forwarded to: HALIFAX REGIONAL MUNICIPALITY PO Box 1749 Halifax, NS B3J 3A5 Attn: Accounts Payable 25. Right to offset: The successful bidder agrees that HRM may apply payments for work completed, services supplied and/or goods supplied, for any amount owing to HRM by the contractor or supplier including any related administration fees. 26. Trade Agreements: One or more of the following trade agreements may apply to this solicitation: 1. Domestic Atlantic Canada Procurement Agreement Agreement on Internal Trade 2. International Canada-U.S. Agreement on Government Procurement Trade Agreements can be viewed on the Province of Nova Scotia Public Tenders website at Performance: The successful bidder agrees that HRM may return the equipment or change components if the equipment cannot meet the project requirements and in part, the proposed materials must meet the expectations as defined in the attached specifications. HRM will be the sole judge of acceptability of performance. 28. Under no circumstances shall HRM be liable for any losses or damages arising from HRM s rejection of any tender for any reason whatsoever. Notwithstanding the foregoing, HRM s liability for any losses or damages resulting from HRM s failure to fulfill any of its obligations under this tender, HRM s acceptance of a non-compliant tender, or HRM s awarding of a contract to a non-compliant tenderer shall in all circumstances be limited to the lesser of actual damages suffered or $1, HRM reserves the right, at its sole discretion to limit the number of districts awarded to any one bidder.

7 HRP Towing & Storage Services Tender No Instructions to Bidders August 13, Tenders containing obvious arithmetic errors such as incorrect extensions or misplaced decimals will be accepted where the intent of the bidder is clear. Bid unit prices shall ordinarily be used to correct extensions. 31. If necessary, and in the event that there is more than one bid for a district, the bid/ price evaluation will be calculated by HRM. Each unit rate requested in the tender document will be multiply by the number ten (10); the sum (total) of the extended amounts for each unit rate will be used in the calculation of the Tender Price.

8 HRP Towing & Storage Services Tender No Supplementary Terms And Conditions August 13, 2015 SUPPLEMENTARY TERMS AND CONDITIONS: 1.0 Liquidated Damages The bidder agrees that, should they fail to complete the Contract within the specified time, or specified time as amended, they agree that damage will be sustained by the HRM and that it is and will be impracticable and extremely difficult to ascertain and determine the exact actual damage which the HRM will sustain in the event of and by any of such delay and reason we agree to pay the HRM the sum of five hundred dollars ($500.00) for Liquidated Damages, and not as a penalty, for each and every calendar day s delay in finishing the work in excess of the agreed upon Date of Completion of the work. They agree that this amount is a reasonable estimate of the actual damage to the HRM which will accrue during the period in excess of the agreed upon Date of Completion of the work. Liquidated Damages payable under this paragraph are in addition to and without prejudice to any other remedy, action or alternative that may be available to the HRM. 2.0 Instruction to Bidders.1 Tender is to supply towing and storage services to the Halifax Regional Municipality on an ongoing and as-required basis, as requested by the Chief of Police and his or HRM s delegated representative for up to thirty-six (36) month period from the award of tender at a firm unit price rates as indicated in the following instances. A standing offer shall be created as a result of this tender with the successful bidder(s)..2 All bidders must provide with their bids full information sheets outlining all areas where they meet or exceed our specifications..3 Bidders must be prepared to enter into a contract with the Halifax Regional Municipality.4 Without restricting the generality of Indemnification the Contractor (Named Insured) will provide and maintain insurance in accordance with the following minimum criteria: (A) General Conditions All Insurance: i) The policies will be in the joint names of the Contractor (Named Insured), and the Sub- Contractors) having a direct contract with the Contractor as unnamed insured or, if any specifically request, as Named Insured s. The Halifax Regional Municipality (HRM) will be added as an additional insured under this agreement. ii) The policies will be primary to any other coverage with the same terms and conditions held by the named, additional and unnamed insured s. iii) All insurance shall be maintained continuously while this contract is in force. iv) If any Contractor or Subcontractor fails to furnish HRM with a certified copy of each policy required to be obtained hereunder or if after furnishing such certified copy of the policy it lapses, is cancelled, or is materially altered, then in every such case HRM, without the obligation to do so, shall obtain and maintain such insurance in the name of Page 7

9 HRP Towing & Storage Services Tender No Supplementary Terms And Conditions August 13, 2015 such Contractor or Subcontractor. The cost thereof shall be payable by the Contractor or Subcontractor to HRM on demand, and HRM may, at its election, deduct the cost thereof from any monies which are due or may become due to such Contractor or Subcontractor. All such policies furnished under this agreement shall be provided to HRM before commencement of work by the party required to provide same, in a form and with an insurer(s) satisfactory to the Owner. Any review of such insurance by the Owner shall not be an acknowledgement that the terms of this agreement have been fulfilled. v) The Contractor and Subcontractors, as applicable, shall be responsible for any deductible amounts under any policies purchased with respect to this Contract. vi) Each policy required to be placed by the Contractor or Subcontractor shall state that it cannot be cancelled, lapsed or materially altered without at least 30 days written notice to the HRM s Risk Manager or designated person. vii) All insurance policies required by this Contract shall be in a form and with an insurer satisfactory to HRM. The review by HRM of any insurance policy required by this Contract shall in no way relieve the contractor or Subcontractor of its obligations to provide the insurance referred to in this Contract, nor shall it imply that HRM agrees that the Contractor or Subcontractor has fulfilled its obligations under this Contract. B) Commercial General Liability Insurance. This insurance will be subject to limits of not less than Two Million Dollars ($2,000,000) inclusive per occurrence for bodily injury, death and damages to property including loss of use thereof, and including but not limited to coverage for: C) Automobile Liability Insurance. The Contractor and all subcontractors shall provide automobile liability insurance in respect to owned licensed vehicles subject to limits of not less than Two Million Dollars ($2,000,000) inclusive..5 Bidders to submit names of references to any similar contract held recently..6 All bidders must submit bids on our bid sheet attached..7 The Halifax Regional Municipality reserves the right to accept or reject any or all tenders or to accept the tender deemed to be in the best interest of HRM..8 The contractors or subcontractor working with the contractor should be prepared to meet security clearance standard set by HRM..9 This agreement may be terminated by the Halifax Regional Municipality at its sole and absolute discretion upon thirty days written notice to the Contractor..10 This agreement shall not be assigned by the Contractor without the written approval of the Halifax Regional Municipality which shall have absolute discretion in the matter. Page 8

10 HRP Towing & Storage Services Tender No Standard Terms & Conditions for Goods & Services August 13, 2015 STANDARD TERMS AND CONDITIONS FOR GOODS AND SERVICES All applicable Standard Terms and Conditions for Goods, Services and Standing Offers as published on the Halifax.ca website: ( and

11 HRP Towing & Storage Services Requirements/Pricing Tender No Tender Form August 13, General: The Halifax Regional Municipality invites tenders for the provisions to supply towing and storage services, on an as-required basis as requested by the Chief of Police and his, or the Municipality s delegated representative for up to thirty-six (36) month period from the award of tender, in accordance with specifications hereinafter specified. I. REQUIREMENTS/SPECIFICATIONS: 1. Term of agreement 1. The contractor shall supply towing and storage services for Halifax Regional Police and Halifax Parking Enforcement as required by the Chief of Police and his, or the Municipality s delegated representative in the Halifax Regional Municipality. This agreement will form a contract for up to three (3) years, at HRM s sole discretion, renewable on a yearly basis, based on performance, operational need, budget availability, and/or changes in service requirements, which will be reviewed annually by Chief of Police, his delegate and the Municipality s delegated representative in the Halifax Regional Municipality. A standing offer shall be created as a result of this tender with the successful bidder(s). 2. The towing agreement shall be awarded for a period of up to three (3) years, subject to annual review. Such annual review shall be deemed to include input and recommendations from the Chief of Police, his designate, the Municipality s delegated representative, and will include performance evaluations of such areas as: - Customer service complaints - Tow vehicle response times and complaints - Ability to contact the contractor - Adherence to the Terms and Conditions of the tender - All other performance issues as identified by the HRM A) Terms of Reference / Procedure 1. Green Card The Green Card is a green piece of card stock supplied by the Halifax Regional Police to successful bidders. The Green Card is the indication to the tow yard that the vehicle is seized and serves as the way the vehicle is not released inadvertently without first having an authorized release. The Green Card provides a quick reference for indicators such as VIN, Plate, Date Seized, whether or not the keys are located with the vehicle, location of seizure as well as the file number generated by the police (regardless of how the seizure originated). Page 10

12 HRP Towing & Storage Services Requirements/Pricing Tender No Tender Form August 13, Blue Card: The Blue Card is the Release card that is given to the Registered Owner (RO) or the Agent for the RO as permission to retrieve the vehicle from the Tow Yard.: The Blue Card indicates the individual/company that the vehicle can be released to and the conditions of the release. There are times when the contents of the vehicle are released and not the vehicle itself, or the vehicle may be released but because of insurance, licensing or inspection issues be deemed tow only. The same blue card is used in each circumstance but customized to suit the circumstance. The Blue Card is a small blue cardstock card and apart from specific restrictions Tow Only, Contents Only (see below) also contains information as the License/Vin number, the year the plate expires, make and model of the vehicle, who the vehicle can be released to, who authorized the release and file number generated by the police (regardless of how the seizure originated). 3. Blue Card / Green Card Procedure; Successful bidders must adhere to the following procedure which is tied directly to the Halifax Regional Police and Halifax Parking Enforcement Policy for seizure and release. The Blue Card is presented to the Tow Yard and the Tow Yard matches it up to the Green Card with the same file number. The Tow Yard staff is to ensure the vehicle is released only to the individual/company that is indicated on the Blue Card. Owners arriving at tow yards attempting to obtain vehicles outside of the release conditions stated on the Blue Card are to be refused. Problems can be reported to Police by contacting the Seized Vehicle Section at or (8:30am to 4:30pm, Monday to Friday, except holidays) or by calling where the caller will be directed to a Front Counter Commissionaire. The Green Card (accompanied by the Blue Release card) is sent back to Seized Vehicle Staff as notification that the vehicle has been released and is no longer in the Tow Yard s possession (either to the RO, Agent for RO, a repossession service or Crown Assets). The expectation is that the Green and Blue Card matches will be received in conjunction with the two week tow list (described below). If the Vehicle is sold at Auction there will be no Blue Card accompanying the Green Card. 4. Tow Only When a vehicle is being released and is on the condition that it be a Tow Only release the Blue Card release is stamped in Red Tow Only (with all other usual areas of the blue card filled out). There can be many reasons for a vehicle to be released Tow Only, some of which include: - No Registration - No Insurance - No Driver s License Page 11

13 HRP Towing & Storage Services Requirements/Pricing Tender No Tender Form August 13, All Vehicles Suspended - No MVI (Motor Vehicle Inspection) Once the RO or person on behalf of RO attends the Tow Yard with the Blue Card release stamped Tow Only, the Tow Yard is then aware that this vehicle is not to be driven out of their lot. The method of tow or the company used for tow only vehicles is up to the individual. 5. Contents Only: There may be occasions where the Police continue to want the vehicle held but they are willing to release the contents only. When contents are released, they are restrictive in scope and will include prescribed medication, prescription glasses, tools required to perform work related to the owner s occupation, child seats, personal hygiene items and clothing. Fixtures related to the vehicle such as stereos should remain with the vehicle. Occasionally a vehicle will be seized that is participating in the Alcohol Ignition Interlock program. This device it not a fixture of the vehicle and is owned by the Interlock Program and on loan to the RO. The Police will liaise with the towing company to have the device removed from the vehicle. 6. Two Week Tow List: A typed list of all the vehicles seized, whether or not the vehicles are still in the contractor s possession, must be completed twice per month. These lists must be received by the Halifax Regional Police - Seized Vehicle Section, on the 15 th day and the last day, of each and every month. The list is to include : - All Vehicles Seized in the previous 14 days - Date of Seizure - Police File # - Make/Model - VIN - Plate (if available) - In the case of boats, the registration number, if one is attached - A description of the thing seized if there is no VIN, registration of other numbering/lettering - Indication that a Green Card was issued The Two Week Tow List will be checked against the files kept by the HRP Seized Vehicles Section to ensure all entries match. Any discrepancies will be considered unacceptable and will require immediate attention. The Tow Companies may be subject to site visits and the auditing of their records by HRP Seized Vehicle staff to resolve the issue(s). 7. Auctions Are the process by which vehicles acquired under the Warehousemen s Lien Act are disposed of. Page 12

14 HRP Towing & Storage Services Requirements/Pricing Tender No Tender Form August 13, 2015 II Requirements and Specifications: 1. The contractor must supply towing and storage services as follows: A) Companies may bid on one or more districts. HRM reserves the right, at its sole discretion to limit the number of districts awarded to any one bidder. Halifax Regional Police and Halifax Parking Enforcement reserves the right to determine if the contractor has the ability (i.e. staff, equipment, storage capacity, vehicle numbers, etc.) to service one or more districts; B) All vehicles must be stored in a separate fenced-in area which is secured at all times. The lot or lots must have the ability to hold the following minimums at any one time. District A, B & C District D & E District F - minimum 100 cars - minimum 75 cars - minimum 50 cars The storage areas must be kept in a condition satisfactory to the Halifax Regional Police and Halifax Parking Enforcement and adhere to HRM Bylaws. If deemed unsightly, the contractor must take immediate action to clean up the site. C) Representatives from Police, Halifax Parking Enforcement and the Procurement Division may, if deemed necessary inspect all vehicles and facilities for suitability and adherence to specifications prior to award of contract. This will include review of vehicle ownership and other details to determine contractor(s) ability to perform. D) All tow trucks (all contractor vehicles used in providing towing services) listed must have company name and a vehicle number displayed clearly on each door. E) TWO WEEK TOW LIST: Whereas seizure of vehicles, requests for towing services, and complaint inquiries may come from the Halifax Regional Police or Halifax Parking Enforcement it must be recognized that Seizure Management, release of vehicles and the clearing of vehicles for auction, will be the sole responsibility of the Halifax Regional Police. This is to ensure a timely entry and removal of vehicles from the computer database to which Halifax Parking Enforcement has no access. A typed list of seized vehicles in the contractor(s) possession must be faxed every two (2) weeks on the 15th and 30th of each month to the Chief of Police through the Seized Vehicle Section indicating those vehicles or property still in contractors possession. Failure to comply will be considered cause for cancellation of contract. This typed list of seized vehicles must include the following information: - All Vehicles Seized in the previous 14 days - Date of Seizure - Police File # Page 13

15 HRP Towing & Storage Services Requirements/Pricing Tender No Tender Form August 13, Make/Model - VIN - Plate (if available) - In the case of boats, the registration number, if one is attached - A description of the thing seized if there is no VIN, registration of other numbering/lettering - Indication that a Green Card was issued* *This list must also indicate if there has been a Green card issued, indicating and acknowledging to the Seized Vehicle Staff, that the vehicle has been seized. Note: The typed Two Week Tow lists must be sent in by fax only on a regular basis, falling on the 15 th and 30 th of each month. In the event either of those dates falls on a weekend/holiday the two week tow list should then be submitted on the following business day. F) GREEN CARDS: 1. Green Cards to be submitted on a regular basis each month by the last business day of the month in order to keep accurate records as to what has successfully been released from the towing compound. 2. Green Cards are to be held and not sent in until the vehicle has actually left the towing compound, as to do so prior to actually releasing the vehicle causes confusion for the Seized Vehicle Staff as to what is actually still seized in the compound. G) RELEASED VEHICLES: 1. Tow Yard are required to create a two week release list (this list must be typed) to be sent in on a regular basis, falling on the 15th and 30th of each month. In the event either of those dates falls on a weekend/holiday the two week tow list should then be submitted on the following business day. 2. The two week release list should include the following: - All Vehicles Seized in the previous 14 days - Date of Seizure - Police File # - Make/Model - VIN - Plate (if available) - In the case of boats, the registration number, if one is attached - A description of the thing seized if there is no VIN, registration of other numbering/lettering - Indication that a Green Card was issued As well the list should indicate if the vehicle was towed out. In the event a party attends Page 14

16 HRP Towing & Storage Services Requirements/Pricing Tender No Tender Form August 13, 2015 the towing compound and pays partially on the bill, however, does not actually collect the vehicle please indicate that they have done so. The two week release list will provide accurate records to the seized vehicle staff that will be able to trace what is released on our end and what actually has left the yard. This will prove to be useful during preparation for an auction. 3. No vehicle held in the compound is to be released without authorization by the Halifax Regional Police Seized Vehicle Section Blue Card - Vehicle Release Form. H) AUCTIONS: 1. Seized vehicles offered for sale must be listed and advertised in accordance with the Warehousemen s Lien Act, or any Act that would supersede and legislated by the province of Nova Scotia or alternative process, in local papers prior to each auction held by the contractor above. 2. A list (must be typed) of all vehicles and property intended to be sold must be supplied to the Halifax Regional Police at least (30) thirty days prior to the sale. 3. The Halifax Regional Police will clear vehicles and property to be sold at that time. Vehicles and property cannot be sold without prior approval of the Halifax Regional Police. 4. A complete list of all vehicles and property that are sold must be supplied within two (2) weeks days to the Halifax Regional Police immediately after the sale or disposal. 5. Prior to sale or disposal all license plates are to be removed from vehicles and turned over to the Halifax Regional Police (at no charge). 6. Only Green Cards for sold vehicles at auction(s) are to be sent in. Unsold vehicles and property that may have a Green Card attached will be addressed on an individual basis with the Halifax Regional Police contact. I) Should the Halifax Regional Municipality adopt an alternative process for the seizing of vehicles, the successful bidder must adhere to any additional administrative procedures necessary to ensure the appropriate management of the seized vehicle process established by HRM. J) An Agreement to Insure must be provided. K) Successful tenderer must supply the foregoing services under the following conditions at rates indicated in this tender form. To supply their own, or have under signed contract four (4) trucks operational between and hours equipped with crane (capable of handling up to 4 tons) manufacturers certified rated lifting capacity, all of which will be equipped with two-way radios. One of these Page 15

17 HRP Towing & Storage Services Requirements/Pricing Tender No Tender Form August 13, 2015 trucks must be of the roll back - flat deck (tilt-deck) style (Applies to Areas all areas). These vehicles shall also be available for service on a twenty-four (24) hour per day basis, seven days a week. In the case of trucks under contract (not owned by bidder) the bidder must supply to the Municipality a performance bond of $2, for each truck not owned, enclosed in the envelope provided with this tender. Each bidder must submit a detailed list of owned vehicles. The contractor shall have continuous and immediate access to at least a minimum of one 35 ton certified capacity wrecker with air brakes. This list shall include the following information: Equipment must comply with current Motor Vehicle Regulations and be fully operational. 1. The vehicular compliment specified above is a minimum. The contractor shall service the needs of the Halifax Regional Police and Halifax Parking Enforcement on a preferential basis. If private work interferes with preference to Halifax Regional Police and Halifax Parking Enforcement towing needs, the contractor will have to obtain additional vehicles for private work. This is a performance related contract. Should additional equipment be required, the contractor must obtain whatever is needed at the rates indicated. 2. Bidders must provide the following information with their tender documents Bidders must complete Appendix A and provide the appropriate as requested and as follows: - Year of each vehicle. - Make and Model of each vehicle and hoist. - Capacity - Hoist manufacturers certified rating for lifting. - Insurance company and certificate of insurance. - Vehicle license number. - Valid copy of ownership certificate, registration and insurance card. 3. The successful tenderer will be required to place trucks at locations designated by the Chief of Police or his representative during specified hours, for speedy removal of vehicles. 4. The successful bidders must not charge for storage for the first 24 hours or any portion thereof from time vehicle is towed. L). Bidders must provide pricing - rate charges per item/district for these services shall be in effect for up to a (3) three years. Bidders may bid more than one district. (See attached district Map - Appendix C): 1) District A, B & C: a. Towing of Motor Vehicles as requested by Halifax Regional Police and Halifax Parking Enforcement Unit Price (in effect for up to 3 year period) $ Page 16

18 HRP Towing & Storage Services Requirements/Pricing Tender No Tender Form August 13, 2015 b. For storage of each vehicle (no charge for first 24 hours $ or any portion thereof from time vehicle is towed) c. Boosting Police vehicles to start (per call). $ d. Towing Police vehicles $ e. Per call charge for 35 Ton capacity wrecker $ 2) District D & E: a. Towing of Motor Vehicles as requested by Halifax Regional Police and Halifax Parking Enforcement Unit Price (in effect for up to 3 year period) $ b. For storage of each vehicle (no charge for first 24 hours or $ any portion thereof from time vehicle is towed) c. Boosting Police vehicles to start (per call) $ d. Towing Police vehicles $ e. Per call charge for 35 Ton capacity wrecker $ 3) District F: Unit Price (in effect for up to 3 year period) a. Towing of Motor Vehicles as requested by $ Halifax Regional Police and Halifax Parking Enforcement b. For storage of each vehicle (no charge for first 24 hours or $ any portion thereof from time vehicle is towed) c. Boosting Police vehicles to start (per call) $ d. Towing Police vehicles $ e. Per call charge for 35 Ton capacity wrecker $ Note: Any issues of towing jurisdiction will be at the sole discretion of the Halifax Regional Police and Halifax Parking Enforcement. Page 17

19 HRP Towing & Storage Services Requirements/Pricing Tender No Tender Form August 13, 2015 M) All Prices are HST Extra. N) Service calls of any type including winching, towing but excluding engine boosting. Foregoing flat rate no charges accepted for mileage. O) Other towing services covered by this tender: 1) The HRM reserves the right upon occasion of unreasonable delay to call upon another towing company to supply necessary services, and may at its sole discretion bill successful tenderer who hereby agrees to accept any and all additional charges incurred. Unreasonable delay is more than 30 minutes from the time the call is logged by Police Services or Halifax Parking Enforcement at the 311 Call Centre. 2) The HRM, in the event of unusual circumstances (snowstorms, emergencies, etc.) reserves the right to obtain additional towing services to temporarily abate the situation. The HRM will be the sole determinant as to what constitutes an unusual circumstance. 3) The successful tenderer agrees to accept all responsibility, liability and claims arising from storage of any vehicles ordered removed by the HRM. This shall be by insurance policy and a deposit of $2, with the Municipal Collector. This money will be disbursed only by an independent adjuster. 4) The contractor must have the facilities in place so that all claims are reported to and handled exclusively by the insurer or their authorized representative in accordance with all Statutes, Federal, Provincial and Municipal. 5) Towing when charges are to be paid by vehicle owner, property owner or Insurance Company. This would occur when: - A vehicle is in an accident. - A vehicle is removed from a person who is charged with an offence. - A vehicle is removed from private property. - When towing/storage is not the Municipalities responsibility. P) All successful bidders must offer the payment options of cash, debit and credit cards services to the paying public. All bidders must provide pricing for the following: A) Towing $ /Garage Rate B) Towing (During an HRM declared snow/ice event) $ /Garage Rate Page 18

20 HRP Towing & Storage Services Requirements/Pricing Tender No Tender Form August 13, 2015 C) Dollies $ /Garage Rate D) Righting $ /Garage Rate E) Storage $ /Day *(For Section P all items - A,B,C, D E must be completed or your bid will be rejected) Halifax Regional Police and Halifax Parking Enforcement rates and other rates must be posted at the contractor s premises in a highly visible location and at the Halifax Regional Police Headquarters on 8"x14" cardstock in a visible location determined by Halifax Regional Police. These rate cards are to be provided by the contractor immediately upon commencement of this contract. All prices are HST extra. The Municipality will not entertain any invoices for services which are received more than thirty (30) days after the service is provided notwithstanding investigative matters by Halifax Regional Police. NOTE: The Halifax Regional Municipality (HRM) may as part of this tender require the successful bidders to enter into a TICKET-AND-TOW agreement. The purpose of this agreement is for the HRM to obtain the resources needed to ticket and tow illegally parked vehicles from the street in co-operation with the Halifax Regional Police and Parking Enforcement during special events, when the presence of parked vehicles has an impact on the function and safety of the roadway. During special events towers will be able to tow multiple vehicles on the same incident number provided by Police and Parking Enforcement after HRP and Parking Enforcement first record the make, model, year, plate, VIN number and towing location for each seizure. Green Cards will be produced for each seizure (and Blue Cards issued for any subsequent release). Successful bidders will be notified in advance of special events and the anticipated resources required. BY-LAWS Premises must be kept clean, neat and any unpleasant sites must be eliminated at all times. Fences must be kept in good repair and slats used to prevent visual intrusion. INSURANCE An Agreement to Insure must be enclosed with your tender covering the first twelve (12) month period. An insurance certificate from an insurance company, broker or agent stating that the following insurances will be in effect for the twelve (12) month period commencing on the date of award of tender must be provided. The successful bidder shall provide the Municipality with a renewal certificate sixty (60) days prior to the expiry date to the initial policies covering the balance of the contract term. SPECIFIC INSURANCE REQUIRED Page 19

21 HRP Towing & Storage Services Requirements/Pricing Tender No Tender Form August 13, 2015 A) Motor Vehicle Public Liability and Property Damage Insurance- Minimum $2,000, per incident. B) General Liability insurance to protect the Municipality and its employees from all claims and charges which might occur as a result of award of this tender. C) Other insurances to protect the cars and contents of the public while in the care and control of the contractor named above. BID SECURITY A $2, bid deposit must be included with tender submission. Bid Security shall be in the form of a certified cheque or money order payable to HRM. PERFORMANCE SURETY The bid deposit of the successful bidder(s) will be retained by HRM as performance surety while the contract is in effect. WORKERS COMPENSATION Contractor must be in good standing with Workers Compensation A) Prior to commencing the work, the contractor shall provide a current clearance letter from the Workers Compensation Board and must maintain this coverage during the whole term of the contract. The Municipality will only enter into contracts with firms that provide WCB coverage. It will be the responsibility of the principal contractor to ensure coverage is in place for their employees of any of their sub-contractors. Individuals not covered by WCB are not permitted on HRM property. B) At any time prior to or during the term of the contract, when requested by the Owner, the contractor shall provide current and valid letter of good standing issued by an audit firm endorsed by Workers Compensation Board to audit for the type of work covered by this tender. The letter must indicate that the tenderers current standing fall into one of the following categories: - Certificate of Recognition - Audit Pending - In the Process Where the proponent has not yet obtained a Certificate of Recognition, the proponent must submit a letter from the WCB endorsed firm indicating that the proponent is in the process (maximum of 6 months) of obtaining the Certificate of Recognition. In the process has been defined as the completion of the four mandatory courses (Safety Basics, Safety Orientation, Safety Audit and Leadership) and completion of required Page 20

22 HRP Towing & Storage Services Requirements/Pricing Tender No Tender Form August 13, 2015 Occupational Health and Safety Act (i.e. WHMIS, TDG, etc.) and for a period of no greater than six (6) months). TAX STATUS To be considered, the contractor must be in good standing with Federal, Provincial and HRM Tax Authorities in relationship to all taxes due with no arrears outstanding. DRIVERS/OPERATORS All Contractors drivers (vehicle operators) must have a valid Nova Scotia driver s license and be bonded. HRM Police Service reserves the right to request contractors employees to submit to a Police security check. The Contractor shall supply all necessary safety equipment to equip the vehicles and operators. CLEAN-UP Contractors drivers will sweep all glass and debris at accident sites if safety considerations and weather conditions permit. Contractors may be called to clean-up an accident scene in a non-towing capacity. $ / per call. *(must be completed or your bid will be rejected) LOST AND FOUND All found property (that is not related to police evidence) that comes into the possession of the Contractor shall be returned to its owner. Any unclaimed property shall be turned over to the Halifax Regional Police within 48 hours for disposition as approved by the existing policy of HRM. Only Halifax Regional Police will seize property related to evidence. The Contractor shall prepare reports and other documentation as required by the Police. LIQUIDATED DAMAGES Liquidated damages of five Hundred ($500.00) Dollars per day will be imposed for each and every day the required lists are not received by the Halifax Regional Police. Liquidated Damages of One Thousand ($1,000.00) Dollars per vehicle will be imposed for any vehicles released without proper authority. CUSTOMER SERVICE HRM is committed to providing a high level of quality customer service and expects all agencies acting on its behalf to provide the same. It is the contractors responsibility to ensure that a high level of quality customer service is provided in the delivery of towing services as outlined in this agreement. Page 21

23 HRP Towing & Storage Services Requirements/Pricing Tender No Tender Form August 13, 2015 Note - Maintaining an acceptable level of performance in the area of customer service shall be routinely monitored by HRM and the Contractors performance will be a factor of consideration in the annual review process. TERMINATION (a) Termination for Convenience: The Halifax Regional Municipality may terminate a contract, in whole or in part, whenever the Halifax Regional Municipality determines that such a termination is in the best interest of the Halifax Regional Municipality, without showing cause, upon giving written notice to the contractor(s). The Halifax Regional Municipality shall pay all reasonable costs incurred by the contractor(s) up to the date of termination. However, in no event shall the contractor(s) be paid an amount which exceeds the bid price for the work performed. The contractor(s) shall not be reimbursed for any profits which may have been anticipated but which have not been earned up to the date of termination. (b) Termination for Default: When the contractor(s) has not performed or has unsatisfactorily performed any aspects of the contract, the Halifax Regional Municipality may terminate the contract for default. Upon termination for default, payment will be withheld at the discretion of the Halifax Regional Municipality. Failure on the part of the contractor(s) to fulfil the contractual obligations shall be considered just cause for termination of the contract. The contractor(s) will be paid for work satisfactorily performed prior to termination, less any excess costs incurred by the Halifax Regional Municipality in re-procuring and completing the work. The Halifax Regional Municipality reserves the right to cancel the contract prior to commencement of the first year and/or second and third year, without damages or compensation of any kind to the contractor. The Halifax Regional Municipality will pay the unit rate price for the services described above for each year of the contract. The undersigned bidder has carefully examined the form of tender and the Halifax Regional Municipality s specifications to provide towing and storage services for the Halifax Regional Police as per the terms, conditions and specifications of Tender No as described within, and will accept, in full payment the prices describe within. Page 22

24 HRP Towing & Storage Services Requirements/Pricing Tender No Tender Form August 13, 2015 TENDER OF: Name of Company Signature: Company representative Date Page 23