Procurement Department 450 Cowie Hill Rd., PO Box 8388, RPO CSC Halifax, NS B3K 5M1 Telephone: (902) 490-4998 TENDER REQUEST #T44.2018 J.D. KLINE WATER SUPPLY PLANT SLUDGE REMOVAL Bids submitted on the included bid form only via email or in a vendor identified envelope marked: Tender# T44.2018 Addressed to: Amanda LeVangie Procurement Officer Halifax Water 450 Cowie Hill Road P.O. Box 8388, RPO CSC Halifax, NS B3K 5M1 procurement@halifaxwater.ca Will be received until 2:00 p.m. Atlantic Time, Wednesday, October 17 th, 2018 for the above Tender as per the specifications and terms and conditions. Check for changes to this request - Before submitting your bid, visit the Provincial Government Web Portal at www.gov.ns.ca/tenders or contact our office to see if any Addenda detailing changes have been issued on this tender. Changes may be posted up until the tender closing time. It is the bidders responsibility to acknowledge and take into account all Addenda. Bidders shall be solely responsible for the delivery of their bids in the manner and time prescribed. Bids received after the time and date specified will be rejected. Electronic bids are accepted. The lowest or any submission will not necessarily be accepted. Tender Issue Date October 3, 2018
Page 2 of 10 PROPONENT S SUBMISSION SHEET The undersigned hereby acknowledges that he/she, as an officer of the stated corporation, has read and understands the specifications, requirements, and proposed agreement regarding J.D. Kline Water Supply Plant Sludge Removal required by Halifax Water. He/she further acknowledges that the seller s proposed product, equipment, materials, and services fully meet or exceed those as specified in Halifax Water s Tender. Additionally, the Proponent agrees that all its bid documents and responses to the aforementioned Tender will, at the option of Halifax Water, become a legally binding and essential portion of the final contract between the successful Proponent and Halifax Water. The following information must be completed to ensure tender acceptance. ADDENDA No. to INCLUSIVE WERE CAREFULLY EXAMINED. DATED THIS DAY OF, 2018. PROPONENT S COMPANY NAME: ADDRESS: CITY/ PROVINCE: POSTAL CODE: PHONE NO.: FAX NO.: EMAIL ADDRESS: WEBSITE: CONTACT NAME (please print): TITLE (please print): PHONE NO.: AUTHORIZED SIGNATURE: HST REGISTRATION NO: WCB COVERAGE: YES NO * The proponent shall list and initial all addenda received during the period and shall take them into consideration when preparing their bid submission. A signed copy of each Addendum must be included with the bid submission. Failure to comply may be cause for rejection of bid submission. HALIFAX WATER RESERVES THE RIGHT TO REJECT ANY OR ALL SUBMISSIONS. THE LOWEST OR ANY SUBMISSION WILL NOT NECESSARILY BE ACCEPTED. This tender will adhere to Halifax Water s Standard Terms & Conditions. They can be found on our website at http://www.halifax.ca/hrwc/purchasing.php
Page 3 of 10 INTRODUCTION Halifax Water is inviting tenders from trucking/excavating firms for the loading and trucking of water supply plant sludge at the J.D. Kline Water Supply Plant from the ponds and spreading it on the drying beds 18 to 24 thick. All bidders responding to this tender are deemed to have familiarized themselves with the facility included in this tender. To arrange for an inspection of the facility listed above, please contact: J.D. Kline Water Supply Plant Andrew Houlihan, Plant Supervisor at (902) 835-2628 Proponents shall provide prices on the attached form. The transporting of the available material at the J.D. Kline Water Supply Plant will occur during the month of November 2018 and is expected to take between 7 to 10 days to complete. Upon commencement of the work, the successful proponent MUST complete the project no later than Nov 9, 2018. The Bid Submission in no manner commits Halifax Water to an exclusive contract for these services. Halifax Water reserves the right to set price agreements and utilize multiple contractors for the removal of sludge at the sole discretion of Halifax Water staff. Bidders with questions of a technical nature regarding this tender may direct their questions to Andrew Houlihan, Plant Supervisor, by email to: andrewh@halifaxwater.ca or telephone: (902) 835-2628. Bid submissions must be received in the Office of Halifax Water, 450 Cowie Hill Road, Halifax, NS, no later than 2:00 PM, Wednesday, October 17, 2018. Tenders may be emailed to: procurement@halifaxwater.ca. SCOPE OF WORK The scope of work is generally described as follows: Quoted price per day to include all costs incurred by the bidder associated with mobilization/demobilization of equipment and transportation of the sludge from the ponds to the drying beds. Two separate daily prices should be quoted, one for just the excavator to be on site piling sludge into rows on the drying beds and the other for removing sludge with the excavator and dump trucks. It is anticipated that it will take 1-2 days to pile the existing sludge before the trucking of the new sludge from the lagoons will begin. The hours of work will be based on a 10 hour day to be agreed upon by the Plant Supervisor and the Contractor. Proponents are assumed to have familiarized themselves and investigated existing site and working conditions at the J.D. Kline Water Supply Plant and to have included all relevant site related costs in their price. 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 claims for extra compensation or an extension of time.
Page 4 of 10 Selection of trucking equipment (i.e. tandems, tri-axles, tandems with trailers), and excavation equipment (i.e. loaders, excavators, etc.) to be at the discretion of the proponent as deemed appropriate for conditions. Long reach excavation of up to 85 (including attachments) is required to remove the maximum amount of sludge. To minimize spillage from trailers, gaskets or equivalent measures must be used. All trucks MUST be covered. OCCUPATIONAL HEALTH & SAFETY Working safely and in compliance with all N.S. Safety regulations is a priority at Halifax Water. A safe workplace for our staff is a top priority for Halifax Water. Contractors are advised that it is their responsibility to ensure that the personnel assigned to this work are familiar with and fully knowledgeable and comply with the Occupational Health and Safety Act of the Province of Nova Scotia, the Halifax Water Safety Policy and Procedures Manual, and other Provincial and Municipal safety requirements. NOVA SCOTIA CONSTRUCTION SAFETY ASSOC. (NSCSA) The successful contractor(s) must provide a valid Letter of Good Standing of the Certificate of Recognition Program issued to the Contractor by the Nova Scotia Construction and Safety Association or another recognized association, indicating the Contractors current status. WORKERS COMPENSATION BOARD (WCB) The contractor must provide proof of good standing status with the Workers Compensation Board (WCB) for the entire period of the contract. The successful bidder will notify Halifax Water if their status with the WCB changes and is to provide Halifax Water with the updated proof of status as required. WORKPLACE SAFETY CERTIFICATE OF RECOGNITION (COR) The Contractor shall provide Certified Proof and a Valid Workplace Safety Certificate of Recognition (COR) from an authorized institution as listed by the WCB. INSURANCE COVERAGE The contractor must provide a Certificate of Insurance stating the contractor has two million dollars ($2,000,000) of Public General Liability Insurance and Halifax Water is added as an additional named insured in the Certificate of Insurance. The contractor shall pay for and maintain during the contract period the above insurance in the name of the contractor, and Halifax Water as named additional insured and as unnamed insured all persons employed directly or indirectly by the contractor indemnifying the contractor, and Halifax Water against all claims, damages, costs, charges, and expenses either party may incur or sustain by reason of the work being performed and in the amounts and coverage stated above. Certificated copies of all the Certificates requested must be submitted with the bidder s quotation documents.
Page 5 of 10 POLICE RECORD CHECK All contractors, consultants and their employees working for Halifax Water must obtain a Police Record Check (PRC). The process for obtaining PRCs is outlined in Appendix A. The PRC must be completed by the successful vendor and submitted to Halifax Water prior to commencement of the contract. EVALUATION CRITERIA Halifax Water will evaluate the Tender based upon the following criteria: o Price o Ability to meet ALL specifications as outlined in this tender Tender Bid Submission Format: The following information to be provided in order to ensure each bid receives full consideration. Bids not containing this information may be considered incomplete, and may be rejected: A fully completed and signed Bidder Information Sheet. (Use enclosed Form Pg. 2). A fully completed Bid Form (Appendix B ). Three References for whom you have provided relevant contract services REFERENCES Contractors are to provide a list of three (3) references for any work of a similar nature done by your firm in the past three years. References from Halifax Water staff cannot be considered as it might be perceived as a conflict of interest. Halifax Water staff shall be sole judge if their references are suitable to carry out this work. The contractor must be qualified in this field of work and through references and past performance must demonstrate their firm is qualified to carry out this work. 1 Company Contact Number Description of work provided 2 Company Contact Number Description of work provided 3 Company Contact Number Description of work provided
Page 6 of 10 TERMS AND CONDITIONS 1. INQUIRIES All questions related to this Tender shall be directed to: 2. UNIT PRICING and EXTENSIONS Amanda LeVangie Procurement Officer Halifax Water Email: procurement@halifaxwater.ca Phone: (902) 490-4998 The bid price shall include all wages, fringe benefits, insurance, transportation, working tools, equipment costs, etc. and other charges incurred to provide the required services. All prices should be extended and totalled. The extended price is derived by multiplying the unit price by the quantity of units required. In the event of an error in calculation of the extended price, the unit price will be taken as correct and will govern in the Bid evaluation and contract administration. Prices to be submitted on the pricing sheet provided. See Appendix B. 3. TAXES EXCLUDED The Bid prices shall exclude HST. Do not include any Provincial or Federal Sales tax. 4. CURRENCY All prices should be quoted in Canadian dollars. Please Bid your net price on each of the above commodities or services, F.O.B. destination Halifax Water, prepaid. 5. PAYMENT & INVOICING Payment shall be based on Net 30 Days from date of invoice or receipt of goods/ services, whichever is later. If special payment terms or schedules are required, these must be specified in the Bid; otherwise, Halifax Water payment terms (net 30 days) will apply. Invoices are to be sent to; Halifax Water Attn: Accounts Payable P.O. Box 8388, RPO CSC Halifax, NS, B3K 5M1 Halifax Water administers its payables via an electronic payment process known as EDI payment. Payments for this solicitation and following contract will be administered via the electronic payment process.
Page 7 of 10 6. EXPLANATION TO BIDDERS No verbal agreement or conservation with any officer, agent or employee of Halifax Water either before or after execution of the contract shall effect or modify any of the terms or obligations contained in any of the documents comprising the said contract. 7. RIGHT TO REJECT; FINANCIAL STABILITY; NON-COMPLIANCE Failure to comply with any of the mandatory terms or conditions contained or referenced in the Tender documents may result in the rejection of the Bid. All of the terms, conditions and/or specifications stated or referenced in the Tender are assumed to be accepted by the Bidder and incorporated in the Bid. Bidders may be required to demonstrate financial stability, authorization to provide the goods/services being acquired, and/or regulatory agency approval, licensing or registration as needed, or otherwise clarify Bidder s capability to satisfy the Tender requirements. Halifax Water reserves the right to reject Bids from any Bidder that it feels is incapable of providing the necessary labour, materials, equipment, financing or management resources to perform the work or supply the goods in a satisfactory and timely manner. Halifax Water reserves the right to waive minor non-compliance where such non-compliance is not of a material nature in its sole and absolute discretion, or to accept or reject, in whole or in part any or all Bids, with or without giving notice. Such minor non-compliance will be deemed substantial compliance and capable of acceptance. Halifax Water will be the sole judge of whether a Bid is accepted or rejected. Halifax Water reserves the right to split an award amongst Bidders as deemed in the best interest of Halifax Water. 8. CANCELLATION; NO AWARD Issuing a Tender implies no obligation on Halifax Water to accept any Bid or a portion of any Bid submitted. Halifax Water does not bind itself to accepting the lowest or any Tender received, but reserves the right to award the Tender to its best advantage. Tenders may be cancelled in whole or in part without penalty, when a) the price Bid exceeds the funds allocated for the purchase; b) there has been a substantial change in the requirements after the Tender has been issued; c) information has been received by Halifax Water after the Tender has been issued that Halifax Water feels has substantially altered the procurement; or d) there was insufficient competition in order to provide the level of service, quality of good or pricing required. If no compliant Bids are received in response to a Tender, Halifax Water reserves the right to enter into negotiations with one or more vendors in order to complete the procurement. Halifax Water will be the sole judge of whether there is sufficient justification to cancel any Tender. No action or liability will lie or reside against Halifax Water in its exercise of its rights under this section.
Page 8 of 10 9. INDEMNIFICATION The contractor agrees to indemnify and save harmless Halifax Water from and against all claims, actions, losses, expenses, costs or damages of every nature and kind whatsoever which may occur through the performance of this contract. 10. ADDENDA, CORRECTIONS OR EXTENSIONS OF THE TENDER Periodically, Halifax Water is required to issue notification of changes or corrections to a bid document. Normally these notifications will have a direct bearing on the cost of a project and will influence the way you bid. Halifax Water reserves the right to modify the terms of the Tender at any time prior to closing, at its sole discretion. Information regarding addenda will be made available to all bidders by visiting the Provincial Government Web Portal at www.gov.ns.ca/tenders or contacting our office. Bidders are instructed to sign the Addenda and return it with their bid submission. Bidders are responsible for ensuring that they are aware of and have complied with all Addenda. Failure to comply with the instructions on an advisory of addendum will result in rejection of your submission, regardless of whether the changes noted in the advisory or addendum are included in the tender or not. 11. HOURS OF WORK Halifax Water core hours of operation are Monday to Friday, 8:00 am to 4:00 pm. 12. COOPERATIVE PURCHASING Halifax Water reserves the right to extend this offer to other governmental entities, including HRM, Province of Nova Scotia and other MASH sector entities.
Page 9 of 10 Appendix A Police Records Check (PRC) PROCESS FOR OBTAINING POLICE RECORD CHECK FOR CONTRACTORS/CONSULTANTS 1. All contractors, consultants and their employees working for Halifax Water must obtain a Police Record Check (PRC). 2. It is the responsibility of the Halifax Water staff member that engages a contractor/consultant to ensure that a PRC is conducted. 3. To obtain a PRC, contractors or consultants should either: a) Book an appointment with or visit their local Police Department. Once completed, the results of the PRC should be sent to the address below indicating the organization the individual is currently employed with, the HW Project Manager, and the name of the project that the PRC s relate to. Halifax Water Safety & Security Dept. 450 Cowie Hill Road Halifax, NS B3P 2V3 or by email: monicastc@halifaxwater.ca b) Go online to http://backcheck.net/hrwc/. If this method is chosen, the individual will have to create a personal account with mybackcheck. They have the option of verifying their ID either online by answering a couple of quick questions regarding their credit history or in person at any of the 5000 participating Canada Post locations nationwide. Once verified, the Police will complete the PRC. The individual will receive an email indicating the results are in. They will then have to login to their mybackcheck account and choose to Share the results with Halifax Regional Water Commission again indicating the organization the individual is currently employed with, the HW Project Manager and the name of the project that the PRC s relate to. For residents of the United States, a FBI record check is acceptable. 4. The Safety & Security Department will notify the Halifax Water Project Manager who requested the PRC whether the contractor/consultant has received clearance. 5. If a contractor/consultant requires Card Access to a Halifax Water facility(s) the Project Manager will schedule an appointment with the Human Resources Department to have a Contractor Card created and access granted, based on the contractors/consultant s needs. 6. Certain contractors/consultants, depending on the work or services they are providing, may require a fingerprint-based check. Halifax Water reserves the right to request fingerprints where applicable. 7. All contractors, consultants and their employees are required to renew their PRC every 3 years.
Page 10 of 10 APPENDIX B BID FORM TENDER # DATE CLOSING DATE CONTACT T44.2018 October 3, 2018 October 17, 2018 Amanda LeVangie DESCRIPTION PRICE J.D. Kline Water Supply Plant all-inclusive price per day: Excavator J.D Kline Water Supply Plant all-inclusive price per day: Excavator and Dump Trucks $ $ HST Extra (Do not include in price) List and describe the number and types of trucks/excavators to be used: