municipality of the district of lunenburg · vi. this quotation is valid for acceptance for 60 days...

210 Aberdeen Road Bridgewater Nova Scotia Canada B4V 4G8Phone: 902.541.1325 / Fax: 902.527.1135 / Web Site: www.modl.ca

Municipality of the District of Lunenburg

Engineering & Public Works

RFQ NUMBER 2019- 05-304 DATE: JANUARY 30, 2020

OWNER: THE MUNICIPALITY OF THE DISTRICT OF LUNENBURG

210 ABERDEEN ROAD

BRIDGEWATER, NS, B4V 4G8

Contact Centre Services – LaHave River Inspection Program Coordination and Scheduling Assistance

Project Description: The Municipality of the District of Lunenburg ( MODL) is requesting quotations from qualified firms to provideinspection appointment booking services for the LaHave River Straight Pipe Replacement Program. Thesuccessful firm will be required to call residents who require septic inspections within MODL’ s WastewaterManagement District (WWMD) and book them an appointment with MODL’ s septic inspection provider. Thesuccessful firm will be required to provide a weekly inspection schedule for booked inspections, and track callsand resident responses for reporting back to MODL.

1. Background: MODL is administering the LaHave River Straight Pipe Replacement Program within MODL’ s WWMDlocated around the lower branch of the LaHave River. The goal of the program is to remove all straightpipes existing on private property within the WWMD and replace them with approved on-site sewagedisposal systems by 2023. Qualifying properties receive 2/3 provincial and federal funding for a newsystem and are responsible to pay the remaining 1/3 cost. In order to determine which propertiesqualify for the program, MODL has requested all property owners within the WWMD boundary provideproof of an approved system. If property owners do not have an acceptable form of proof, they arerequired, under the WWMD bylaw, to allow their property to be inspected by a representative of MODL. The inspection is conducted to ensure there is no straight pipe on the property. Should the inspectionshow that there is a straight pipe, the property owner will be required to enter the program.

There are 1735 properties located within the WWMD. Over the past two years, MODL has been workingto gather data and has confirmed information for all but 500 properties. For MODL to be successful inremoving all straight pipes by 2023, these remaining 500 properties will need to be inspected over thecourse of the next year. Having the inspections completed within the next year will allow time to workwith the property owners who are required to participate in the program and coordinate systeminstallations. Many of the remaining property owners are opposed to allowing MODL conduct aninspection and can be challenging to communicate with during calls. Despite this opposition, theinspections are mandatory and must be accommodated.

2. Documents Available: The following document is attached to this RFQ in the Appendices:

i. Map of the Wastewater Management District Boundary

Contact Centre Services - LaHave River Inspection Program Coordination and Scheduling AssistanceRFQ 2019-05-304Municipality of the District of Lunenburg of 8

4. Scope of WorkThe Scope of Work shall include the following:

Call property owners listed on the contact sheet provided by MODLBriefly explain the need for the required inspection as per the MODL provided scriptAdvise the property owner of the inspection date and provide a rigid timeframe for theinspectors’ arrival ( inspections are booked two per hour in one-hour increments between 8am-4pm) Advise the property owner that they need to be present to ensure the inspector can access thedwelling if required during the inspectionRefer the property owner back to MODL should they have questions or concernsRecord call attempts on MODL provided tracking sheet indicating date and time contact wasattempted, leaving voicemails where possible ( three attempts should be made before markingthe property as “ no response”). Record property owner response to call on MODL provided tracking sheet ( booked inspection, rejected inspection, no response) Complete inspection schedule sheet provided by MODL for each booked inspection day andsubmit to MODL no later than noon on the day preceding the inspection dateReturn tracking sheet monthly to MODL

5. Deliverables: The Deliverables shall include the following:

Weekly submission of schedule listing booked inspections for one day a week (a minimum of 10and maximum of 20 properties to be booked per inspection day) Monthly submission of up to date tracking sheet to indicate firms progress through contact listBook a minimum of 400 inspections prior to end of November 2020

3. Definitions: For this quotation:

The “ Contract” is the purchase order issued by the Owner to the Quotation Provider resulting from thisquotation to provide the specified items and services, and includes any other subsequent documentsreferenced by the purchase order.

The “ Quotation Provider” is the person, firm or corporation awarded the Work in whole or in part.

The “ Owner” is the Municipality of the District of Lunenburg.

The “ Work” is the total construction contemplated, or the complete provision of equipment, includingdelivery and set-up, or service, as specified in this quotation.

Please submit a quotation to Maria Butts at Maria. Butts@modl. ca by 2 pm February 13, 2020 for thefollowing:

Maria Butts

mailto:[email protected]


Note that inspections are conducted once a week on every Thursday that the inspector is availabledates will be provided). The inspection schedule is required to be submitted no later than the preceding

Wednesday at noon.

Inspections are to commence in April 2020 and can be booked until November 2020, or until allinspections are complete, whichever is sooner.

6. Terms and Conditions: i. No Contract will be awarded except to responsible proponents capable of providing the services

contemplated. ii. The Quotation Provider must be a firm with contact centre expertise and be primarily engaged

in providing the services outline in this Request for Quotation or be able to subcontract suchqualified firms.

iii. The Quotation Provider will only employ fully qualified and skilled personnel. The Ownerreserves the right to request prior work references, and validation of worker training andqualification, prior to awarding the Contract. Only approved workers will be permitted toperform under this contract. Such approval will be at the Owner’ s sole discretion. The Ownerreserves the right to perform investigations as may be necessary to ensure that competentpersons are being utilized in the performance of the Contract and may reject the use of anypersonnel that is not suitably qualified for the Work, at its sole discretion.

iv. The Quotation Provider shall comply with all laws applicable to the Work and performance ofthe Contract.

v. The Quotation Provider shall comply with the Nova Scotia Occupational Health and Safety Actand applicable regulations.

vi. This quotation is valid for acceptance for 60 days from the time of closing. vii. All questions must be in writing and fielded a minimum of 72 hours prior to the Quotation close

via email through Maria Butts, Project Manager at Maria.Butts@modl. ca. viii. The Owner reserves the right to assess the qualifications of the firm to conduct the Work and

shall be the sole judge as to whether the firm meets the specifications required to complete theWork to the satisfaction of the Owner.

ix. Payment will be made to the successful Quotation Provider by the Owner within 30 days ofsubmission of invoice by the Quotation Provider to the Owner, for items and services suppliedto the satisfaction of the Owner. Prices for the items on the submitted invoice shall be per thequoted prices.

x. The Owner may waive minor differences in the quotations provided the differences do NOTviolate the quotation’ s intent. No term or conditions shall be implied based on any industrytrade practice or custom, any practice or policy of the quotation or Owner or otherwise, which isinconsistent or conflicts with provisions contained in this document. The Owner reserves theright to reject any or all quotations, not necessarily accept the lowest quotation, or to acceptany quotation which it may consider to be in its best interest. The Owner also reserves the rightto waive formality, informality or technicality in any quotation.

xi. There are no guaranteed minimum quantities for any materials or works tendered. xii. Time shall be construed as being of the essence of the Contract. xiii. The Quotation Provider is advised that all information collected, and material developed

regarding all work carried out by MODL shall become the property of MODL.

Maria Butts



xiv. All documents, including proposals, submitted to MODL become the property of MODL and aresubject to disclosure under the Freedom of Information and Protection of Privacy provisions ofthe Municipal Government Act of Nova Scotia (FOIPOP). By submitting a proposal, theproponent thereby agrees to public disclosure of its contents subject to FOIPOP criteria. Anyinformation the Proponent considers “ personal information” because of its proprietary natureshould be marked as “ confidential” and may be subject to appropriate consideration as definedwithin the Freedom of Information and Protection of Privacy provisions of the MunicipalGovernment Act of Nova Scotia.

xv. The Quotation Provider shall indemnify, hold harmless and defend MODL, their agents, representatives and employees from and against all claims, demands, losses, costs, damages, actions, suits or proceedings of every nature and kind whatsoever, including but not limited tobodily injury, sickness, disease or death; damage to or destruction of tangible property includingloss of revenue or incurred expense resulting from disruption of service; financial or economicloss; and loss related to the Proponent’ s status with Worker’ s Compensation or other insurers, arising out of, or resulting from the performance of this work, provided that any such claim iscaused in whole or in part by the negligent act or omission of the Proponent, any subcontractor, supplier, licensee, anyone directly or indirectly employed by any one of them or anyone forwhose acts any of them is liable, regardless of whether or not it is caused in part by a partyindemnified hereunder.

xvi. Proponents are advised that insurance coverage obligations will be as follows: The Proponent shall, at all times during the Term of this Agreement and at its sole cost andexpense procure, maintain, pay for and keep in full force and effect the following insurance atminimum:

Commercial General Liability coverage with MODL as Additional Insured, includingCross Liability and Severability of Interest Clause, Non-Owned Auto Liability coverage, and 30 days advance written notice of policy cancellation or change;

All insurance required to be maintained by Proponent shall be provided by insurersmaintaining a Minimum AM Best “ A-“ financial rating, shall be primary with respect to, and notcontributing to or in excess of, any other similar or complementary insurance maintained bythe Municipality, and shall be placed with such insurers and in such form and with suchdeductibles as are acceptable to the Municipality, acting reasonably. Any deductible or self-insured retention in such insurance shall be at the sole cost of Proponent.

Before the Commencement Date of the Work, the Proponent shall provide to the Municipalitycurrent certificates of insurance or, at the request of the Municipality, a certified copy of thepolicies, as well as renewal certificates or policies thereafter for the duration of theAgreement, evidencing the required insurance and recording that the Municipality shallreceive 30 written notice as outline above prior to cancellation, and prior to a material changeof coverage detrimental to the Municipality.

Commercial General Liability

Commercial General Liability insurance on an occurrence basis with a minimum limit of2,000,000 for bodily injury including death, personal injury and property damage including

loss of use, and also covering for (a) blanket contractual liability; (b) owners' and contractors' protective liability; (c) broad form property damage; ( d) tenant' s legal liability; (e) non-owned


automobile liability; (f) contingent employer' s liability and (g) products and completedoperations liability. Excess or umbrella insurance may be used to achieve the required insuredlimits.

xvii. If the Quotation Provider is legally obliged to be covered by Workers’ Compensation and Healthand Safety regulations, the Quotation Provider shall provide evidence of coverage and that thepremiums have been paid and are up to date. The Quotation Provider shall also be responsiblefor obtaining and providing evidence that any Subcontractor is also covered as required by law.

xviii. The Quotation Provider shall be responsible to comply with and ensure all work under theQuotation Provider' s responsibility complies with the Nova Scotia Occupational Health andSafety Act and its Regulations.

7. Submittals required: a. Quotation ( Page 6) b. References ( Page 7) c. Proof of Insuranced. WCB Clearance Letter


The supplier agrees to comply with all the Terms and Conditions.

Vendor Quoting (print clearly):

Name of Company: ________________________________________

Civic Address: ______________________________________________

City / Province/ Postal Code: ___________________________________

Telephone: _________________________________________________

Fax: _______________________________________________________

Email Address: ______________________________________________

HST #: _____________________________________________________

Name of Representative: ______________________________________

Signature of Representative: ___________________________________

Date: ______________________________________________________

Item Description( s):

Lump Sum Price: $__________________________________________

HST: $____________________________________________________

Total Price: $______________________________________________

Available Start Date: _____________________________________________

Expected Completion Date: __________________________________


References

Bidder(s) shall include references of other organizations ( not including references from TheMunicipality of the District of Lunenburg) to which they have supplied similar products and/ orservices ( please print clearly):

1. Name of Company:______________________________________

Contact Person:_________________________________________

Telephone:_____________________________________________

Scope:_________________________________________________

Value:_________________________________________________

Email:_________________________________________________

2. Name of Company:______________________________________

Contact Person:_________________________________________

Telephone:_____________________________________________

Scope:_________________________________________________

Value:_________________________________________________

Email:_________________________________________________


Appendices:

Map of the Wastewater Management District Boundary

NOTE: THIS IS NOT AUTHORITY TO PROCEED WITH THE WORK DESCRIBED.

Quotation Due Date: 2:00 p.m. local time February 13, 2020. Quotations can be submitted by personal delivery, mail, email to:

The Municipality of the District of Lunenburg, 210 Aberdeen Road, Bridgewater NS B4V 4G8, Attention: Maria Butts, Project Manager phone (902) 541-5300

Maria.Butts@modl. ca

Maria Butts


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January 30, 2020

Municipality of the District of Lunenburg

RFQ 2019- 05-304Contact Centre Services - LaHave River Inspection Program Coordination andScheduling Assistance

APPENDIX A – PROGRAM BOUNDARY