TOWNSHIP OF BLANDFORD-BLENHEIM Labour, Materials, Equipment and Services Required for the Installation of a Recreation Trail
LABOUR, MATERIALS, EQUIPMENT AND SERVICES REQUIRED FOR THE INSTALLATION OF A RECREATION TRAIL TENDERS marked as to the contents, will be received by the undersigned until: Thursday, June 30, 2016 at 12:00 pm (noon) local time: for the material supply and installation of a recreation trail as per plans in the Princeton Park in the village of Princeton in the Township of Blandford-Blenheim. Tenders will be opened publicly at 12:00 pm (noon) in the Township s Municipal Office, Council Chambers at 47 Wilmot Street, Drumbo, Ontario. A duly authorized official of the proposing company must sign the Form of Tender. Full name, address and contact telephone numbers must be included with the submission for the tender to be considered valid. The completed and signed Form of Tender must be returned to the Finance Department on or before the date and time shown. As its best interest may appear, the Township of Blandford-Blenheim reserves the right to, at any time during the selection process, reject any or all tenders, either in whole or in part. Tenders, Quotations and Proposals are to be delivered to the Clerk, at the address indicated above. Submissions received after the closing time will NOT be accepted. The onus is on the bidder to ensure that the bid is received in the proper location and before the closing time. Rodger Mordue CAO/Clerk Page 1
SECTION 1 INSTRUCTIONS, TERMS AND CONDITIONS 1. TENDER SUBMISSION Tenders must be returned in an envelope clearly marked as to its contents, no later than Thursday, June 30, 2016 at 12:00 pm (noon) local time to: The Township of Blandford-Blenheim Office of the Clerk 47 Wilmot Street Drumbo, Ontario N0J 1G0 2. TENDER ACCEPTANCE Tenders shall be submitted on the form(s) provided, completed in ink or typewritten. All others will not be accepted and the submitted tender shall become void. Documents must be completed in all aspects and should bear the appropriate signatures where indicated. Tenders which are incomplete, conditional, illegible, obscure or qualified in any way, or that contain additions not called for, erasures, alterations or irregularities of any kind, may be rejected as informal. Any erasures or alterations, where necessary, must be initialed in ink by the signed authority. All prices are to be F.O.B. destination and are to include any duty and excise tax; freight and delivery and pre-delivery inspection. Tenders that contain prices, which appear to be so unbalanced as likely to affect adversely the interests of the Township, may be rejected. Whenever a tender item does not agree with the extension of the estimated quantity and the tendered unit price, the unit price shall govern and the amount shall be corrected accordingly. With the submission of a tender, each Bidder agrees that their tender is irrevocable and open for acceptance up to sixty (60) working days after the closing date. No tender, proposal or quotation will be accepted from any company inclusive of its subcontractor, which has a claim or instituted a legal proceeding against the Township or against whom the Township has a claim or instituted a legal proceeding with respect to any previous contract, without prior approval by Council. The Corporation of the Township of Blandford-Blenheim reserves the right in its sole discretion, to reject any or all bids, and the lowest or highest bid, as the case may be, will not necessarily be accepted. Page 2
Notwithstanding and without restricting the generality of the statement immediately above, the Township of Blandford-Blenheim shall not be required to award or accept a tender, or recall the tenders at a later date if the tenders: a. Do not meet the specifications of the Tender Terms and Conditions; b. Are too high based on estimated costs of the goods or service; c. Are submitted late; d. Are illegible or incomprehensible; e. Are not signed and sealed; f. Are from an ineligible bidder; or g. Works proposed in the tender will not be completed as proposed within the tender documents, in the opinion of the Manager of Community Services The award of this tender is conditional on receiving budget approval and subject to Council approval. 3. QUESTIONS/CLARIFICATION To help ensure uniformity, questions which arise during the tender period, must be directed in writing to: Ken Wood, Community Services Manager 47 Wilmot Street Drumbo, Ontario, K0J 1G0 Phone: 519-684-7482 ext 2 E-mail: kwood@blandfordblenheim.ca These questions and their respective answers shall be written posted on the Township Website, for all potential Bidders to review prior to closing. Any questions occurring during Bidder s meetings, site visits or information sessions will be treated in the same fashion, where possible. Questions that are received within 48 hours of closing will not be guaranteed to receive a response. 4. ADDENDUM/EXTENSION/CANCELATION Where it is deemed necessary by the Corporation to amend/extend/cancel a tender call, every person who obtained tender documents shall be notified by telephone, facsimile or technological equivalent of such action. Where a closing date has been extended, all Bidders shall be advised that any tenders submitted prior to the giving of the extension will be returned upon written request. Where a tender call is cancelled prior to closing, no tenders shall be accepted. All tenders received shall be returned unopened by registered mail with a covering letter. Page 3
5. TENDER DEPOSIT Each tender shall be accompanied by a certified cheque or money order made payable to the Township of Blandford-Blenheim, or letter of credit indicating the beneficiary as the Township of Blandford-Blenheim, in the amount of $8,000. Tenders submitted without a deposit will not be considered. Deposits from unsuccessful Bidders will be returned within 60 days of the award of contract. The Township will retain the deposit of the successful Bidder until execution of contract. 6. WITHDRAWAL OF TENDERS A contractor who has submitted a tender on a contract may request that their tender be withdrawn. The withdrawal is permitted if the request is made before the closing time for the contract to which it applies. Withdrawal requests must be submitted, by the responsible Official of the Company, in writing to the Clerk. Telephone requests shall not be considered. Tenders confirmed to be withdrawn prior to being placed in the tender box, shall be returned unopenend to the Contractor. Withdrawals received after the tender has been deposited shall, together with the confirmation of withdrawal, remain in the tender box. These bids are dealt with at the opening by announcing that the tender was withdrawn. The bid amount of a withdrawn tender shall not be read aloud. The withdrawal of a tender does not disqualify a bidder from submitting another tender for the same contract. When several contracts are being opened at the same tender opening, at the conclusion of the reading out of bids on a contract, the low bidder on that contract may withdraw any of their remaining bids for the contracts yet to be opened. Tenders withdrawn under this procedure cannot be re-instated. Where two or more tenders are submitted by the same bidder, and no withdrawal request has been received, and where both tenders are identical, only the bid received at the latest time shall be considered. 7. PROOF OF ABILITY The Bidder shall be qualified and competent to perform the work called for in the tender. If the Bidder has not completed similar work for the Township or not filed Proof of Ability within five years preceding this tender, on similar work, they should provide Proof of Ability with this tender. (Appendix A) Such Proof of Ability shall include a list of similar work projects the Bidder has successfully completed, for whom and the value thereof. The Bidder may be required to provide additional pertinent information such as a list of senior supervisory staff and their qualifications and experience. Alternately, any Bidder may submit such information with their tender. Page 4
8. LIABILITY INSURANCE Prior to the commencement of work, the Contractor shall submit a certified copy of a comprehensive policy of public liability and property damage insurance in the amount of $5,000,000. The Contractor shall save harmless the Township from any and all accidents, damage and injury during the conduct of the work. 9. WORKERS COMPENSATION The Contractor shall provide a valid certificate of coverage from the Workplace Safety and Insurance Board (WSIB), or Letter of Independent Operator (I/O) ruling, prior to commencement of the work. 10. SALES TAX All unit prices quoted for this work shall not include Harmonized Sales Tax (HST), and any applicable taxes shall be recorded separately. 11. LAWS AND REGULATIONS The Bidders are assumed to have made themselves familiar with and will abide by all Federal, Provincial, Municipal and Local Laws, rules and regulations which in any way affect the work, and no plea of misunderstanding will be considered on account of ignorance thereof. If the Bidder shall discover any provisions in the drawings, specifications or contract that are contrary to or inconsistent with any law, rule or regulation, they shall at once report it to the Township in writing. 12. THE OCCUPATIONAL HEALTH AND SAFETY ACT The Contractor shall conduct all work in strict accordance with all applicable Sections of the Occupational Health and Safety Act and regulations (Construction Projects) made thereto. 13. NON-FULFILLMENT OF THE CONTRACT If the Contractor fails or neglects to commence or execute the work diligently and at a rate of progress that will ensure the entire completion of it within a reasonable time, or fail to observe and perform any of the provisions of this contract, the Township may make notification to discontinue all work under the contract. The Township may then employ such means necessary, which may include the use of the bid deposit in whole or in part, to complete the work and in such case the Contractor shall have no claim for further payment in respect of work performed. Page 5
14. INSPECTION The Contractor shall at all times and at his own expense furnish all reasonable aid and assistance required by the MANAGER OF COMMUNITY SERVICES or designate for the proper inspection and examination of the work or any part thereof. The Contractor shall, at his own expense, furnish samples for testing when required and shall furnish all reasonable facilities for the inspection of material and workmanship. The Contractor shall obey the directions and instructions of the MANAGER OF COMMUNITY SERVICES or designate. Notwithstanding any inspection that the Township might carry out, the failure of the MANAGER OF COMMUNITY SERVICES or designate to condemn or object to any defective work or material shall not constitute a waiver of any specification or the approval or acceptance of such defective work or material and except as otherwise provided herein, the Contractor shall be and remain liable within the terms of the contract for such defective work or material and any loss, costs, charges or expenses in connection therewith. 15. SUBCONTRACTORS The Bidder shall give, on a separate sheet of paper attached to the Form of Tender (Appendix B), the name and address and the WSIB number of each proposed Subcontractor used in making up the tender and shall state that portion of the work allotted to each. Only one Subcontractor shall be named for each part of the work to be sublet. The Bidder or the Contractor shall not be allowed to substitute other Subcontractors in place of those named in the tender without written approval from the MANAGER OF COMMUNITY SERVICES. 16. PAYMENT The quantities shown for the items in the Form of Tender are estimated only and are for the sole purpose of indicating to Bidders the general magnitude of the work. The Contractor will be paid for the actual measured quantities of the respective unit prices tendered. The Township has the right to increase or to reduce the quantities required or to suspend or omit any item or portion of the work at any time. The Contractor is to submit an invoice giving quantities applied and price extensions at the end of each month, and the Township will, after checking and receiving necessary approvals, process payment. Under no circumstances will advance payments be made to the Contractor. Payment will be made up to ninety (90) percent of the monthly statements, with the remaining ten (10) percent being released forty-five (45) days after the completion of the work and in accordance with the Construction Lien Act. Page 6
17. RELEASE OF HOLDBACK Prior to final payment and release of holdback The Township requires the Contractor to submit a certificate from the Workplace Safety and Insurance Board (WSIB) indicating that the Contractor and any sub-contractors have complied with their requirements, and are in good standing with WSIB. Also required will be a Statutory Declaration indicating that all materials and labour associated with this contract have been paid in full. 18. EXTRA WORK At the discretion of the Township, the Contractor may be required to do extra work not specified in these Special Provisions or Form of Tender. Valuation for extra work performed by the Contractor will be made by one of the following methods: a. Any unit prices in the Tender shall apply where applicable. b. The Contractor shall provide a quotation in writing for the work. c. If the quotation referred to in (b) above is not acceptable to the Township, the proposed work shall be evaluated on a basis of actual costs of labour and materials. 19. MATERIALS Unless otherwise specified, the Contractor shall supply and pay for all materials, labour, tools, equipment, appliances and all incidentals required for the proper execution of the work. All materials shall be new, unless otherwise specified, and shall conform to the specifications. Any substitution of materials in type or model shall be approved in writing by the Township prior to its appearance on the site. Any and all materials rejected by the Township shall be immediately removed from the site and replaced by acceptable material at the Contractor s expense. 20. ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES ACT Every contractor must review the Township of Blandford-Blenheim Accessibility Customer Service Policy (Appendix C). Every provider of goods or services shall ensure that every person who deals with members of the public or other third parties on behalf of the provider, whether the person does so as an employee, agent, volunteer or otherwise, receives training about the provision of its goods or services to persons with disabilities. Page 7
21. HEALTH AND SAFETY POLICY Prior to commencement of any on-site works, successful bidders are required to submit to the Township a copy of their internal Health & Safety Policy and Guidelines. In the absence of a formal policy document, the successful proponents and any project staff will be required to read and agree to the provisions of the Township of Blandford-Blenheim s Health and Safety Policy. 22. WORKING AT HEIGHTS CERTIFICAITON Prior to commencement of any on-site works, successful bidders are required to submit to the Township a copy of Working at Heights Certification for all employees and sub-contractors that will be working at heights. 23. PROCUREMENT BY-LAW Unless noted otherwise, all bidders agree to abide by the terms and conditions of the Township s Procurement By-Law. This document may be viewed in the Finance office, Township of Blandford-Blenheim 47 Wilmot Street Drumbo, ON N0J 1G0 Or on our website www.blandfordblenheim.ca 24. COMMENCEMENT OF WORK Work shall begin on schedule agree upon with all work to be completed by August 30 th, 2016 25. WARRANTY OF WORK The bidder shall provide in writing, the length of time that the work and equipment, parts and structures are warranted against deficiencies and workmanship if applicable 26. SITE DEVELOPMENT PLAN See Appendix D for Site Development Plan. Page 8
FORM OF TENDER SUMMARY I/WE agree to labour, materials, equipment and services required for the installation of a recreation trail, as per the attached instructions, terms and conditions and specifications as follows: Contract Price (including Contingency Items) $ Subtotal: $ Harmonized Sales Tax (13%) $ TOTAL $ Warranty: Company: Authorized Official(s): (Signature) (Signature) (Print) (Print) Date: Date of Project Commencement: Estimated Date of Completion: Page 9
SECTION 2 FORM OF TENDER Provide all labour, materials, equipment and services to construct the following items and associated works in accordance plans and specifications (O.P.S.S.) ITEM NO. DESCRIPTION UNIT ESTIMATED QUANTITY UNIT PRICE TOTAL PRICE 1 Stripping & stockpiling of M3 650 $ $ topsoil at proposed recreation hill fill area - COMPLETE 2 Earth excavation and M3 1400 $ $ subgrade preparation of proposed 3m wide walkway/trail area(s) COMPLETE to include disposal and grading of excavated material at proposed recreation hill fill area 3 Supply, place and grade tonne 1850 $ $ Granular A (150mm th.) COMPLETE including water as required to achieve 100% S.P.D.D. compaction 4 Supply, place and grade tonne 1850 $ $ Screenings (150mm th.) COMPLETE including water as required to achieve 100% S.P.D.D. compaction 5 Topsoil restoration of l.m 1415 $ $ disturbed areas abutting walkway/trail COMPLETE (include both sides) **6 Contingency Allowance Allow $ $ 5,000.00 SUBTOTAL 13% H.S.T. TOTAL AMOUNT ** Denotes any expenditures under item 6 are subject to direction/approval by the Owner Page 10
SECTION 2 FORM OF TENDER Hourly rates for equipment, labour and supervision It is possible that extra work beyond that covered by the unit prices previously listed may be required. If extra work is required, it will be done as much as possible on the basis of the time required to do this extra work. Below, list the hourly rates including overhead and profit for equipment plus operator, labour, and supervision to be used in these circumstances. Description Unit Rate Page 11
SECTION 3 TYPICAL AGREEMENT THIS AGREEMENT made in triplicate this day of 2014. BETWEEN of the in the Province of Ontario hereinafter called the Contractor THE PARTY OF THE FIRST PART - and - THE TOWNSHIP OF BLANDFORD-BLENHEIM hereinafter called the Municipality THE PARTY OF THE SECOND PART WITNESSETH, that the party of the first part, for and in consideration of the payment or payments specified in the Tender for this work, hereby agrees to furnish all necessary machinery, tools, equipment, supplies, labour and other means of construction and, to the satisfaction of the Director, to do all the work as described hereafter, furnish all the materials except as herein otherwise specified, and to complete such works in strict accordance with the plans, specifications and Tender herefore, which are identified and acknowledged in the Schedule of Provisions, Plans, Specifications and Conditions attached to the Tender and all of which are to be read herewith and form part of this present Agreement as fully and completely to all intents and purposes as though all the stipulations hereof have been embodied herein. DESCRIPTION OF THE WORK: Labour, Materials, Equipment and Services Required for the Installation of a Recreation Trail Page 12
IN CONSIDERATION WHEREOF, Said party of the second part agrees to pay to the Contractor for all work done, the unit prices on the Tender. This agreement shall ensure to the benefit of and be binding upon the heirs, executors, administrators and assigns of the parties hereto. IN WITNESS WHEREOF, the Contractor and the Municipality have hereunto signed their names and set their seals on the day first above written. Signature of Authorized Officials of the Contractor and position held. Seal of the Contractor Signature of Authorized Officials of the Township and position held. Seal of the Township of Blandford-Blenheim Page 13
SECTION 4 DECLARATION I/We acknowledge and have carefully examined the instructions, terms, conditions and specifications regarding this tender. The bidder, by this tender, offers to complete this contract in accordance with the terms for the Labour, Materials, Equipment and Services Required for the Installation of a Recreation Trail in Princeton Park, in the Township of Blandford-Blenheim. Signed at: this day of, 2016. Company: Address: Authorized Official(s): (Signature) (Signature) (Print) (Print) Telephone No: Fax No. Email Address: Page 14
APPENDIX A PROOF OF ABILITY If the Bidder has not completed similar work for the Township during the preceding five years, this page must be completed. This information will be used by the Township to determine if the Bidder is, in the opinion of the Township, qualified to adequately perform the work. 1. DATE, NAME AND LOCATION OF PROJECT: DESCRIBE WORK COMPLETED BY YOUR COMPANY: TOTAL VALUE OF THE PROJECT: $ $ VALUE OF YOUR PORTION OF THE PROJECT: NAME, TITLE AND PHONE NUMBER OF REFERENCE TO CONTACT: 2. DATE, NAME AND LOCATION OF PROJECT: DESCRIBE WORK COMPLETED BY YOUR COMPANY: TOTAL VALUE OF THE PROJECT: $ $ VALUE OF YOUR PORTION OF THE PROJECT: NAME, TITLE AND PHONE NUMBER OF REFERENCE TO CONTACT: Page 15
APPENDIX B LIST OF SUBCONTRACTORS Page 16
APPENDIX C TOWNSHIP OF BLANDFORD-BLENHEIM ACCESSIBILITY CUSTOMER SERVICE POLICY Background The Accessibility for Ontarians with Disabilities Act, 2005 (AODA) was passed by the Ontario legislature with the goal of creating standards to improve accessibility across the province. The AODA allows the government to develop specific standards of accessibility that are designed to help make Ontario more accessible. One of the specific standards that has been developed, and made law, is the Accessible Customer Services Standard. This standard details specific requirements for all service providers. In general, providers must deliver service in a way that preserves the dignity and independence of people with disabilities. Accessible Customer Service Policy Statement The Township of Blandford-Blenheim provides goods and services to all residents, including those with disabilities. Every effort will be made to ensure the following: The goods and services will be provided in a manner that respects the dignity and independence of persons with disabilities. The provision of goods and services to persons with disabilities, and others, will be integrated unless an alternate measure is necessary, whether temporarily or permanently, to enable a person with a disability to obtain, use or benefit from the goods and services. People with disabilities may use assistive devices, guide animals and/or support persons in the access of goods and services. Page 17
ADDENDUM NO. 1 CONTRACTOR RESPONBILITY Contractor is responsible for all locates prior to project initiation. Page 18
APPENDIX D: Site Development Plan