request for quotation no. 2058 supply & delivery of

REQUEST FOR QUOTATION No. 2058

SUPPLY & DELIVERY OF TRAFFIC PAINT

DATE ISSUED: October 16, 2017

CLOSING LOCATION: Purchasing Department

2020 Labieux Road Nanaimo, BC

V9T 6J9

CLOSING DATE AND TIME: Quotations must be received at the Purchasing Department prior

to:

October 30, 2017 at or before 3:00 PM (15:00 hrs) Pacific Time

INQUIRERS: Debbie Bezenar, SCMP, CPSM, Buyer

[email protected]

Late Submissions will not be considered

And

Submissions will not be opened publicly

mailto:[email protected]

Supply & Delivery of Traffic Paint REQUEST FOR QUOTATION No. 2058

of 17 Date Issued: October 16, 2017

Table of Contents

1.0 Introduction ......................................................................................................................... 4

1.1 Purpose............................................................................................................................. 4

1.2 Intended Term of Contract .............................................................................................. 4

1.2 Definitions ........................................................................................................................ 5

2.0 Instructions to Bidders ......................................................................................................... 6

2.1 Closing Date/Time/Location/Submission Formats .......................................................... 6

2.2 Signature .......................................................................................................................... 6

2.3 Inquiries and Clarifications ............................................................................................... 7

2.4 Amendment to Quotations .............................................................................................. 7

2.5 Addenda ........................................................................................................................... 7

2.6 Error in Quotation ............................................................................................................ 7

2.7 Withdrawal of Quotations ............................................................................................... 8

2.8 Ownership of Quotations / Submissions.......................................................................... 8

2.9 No Claim for Compensation ............................................................................................. 8

2.10 Conflict of Interest............................................................................................................ 8

2.11 Solicitation of Council Members and City Staff ............................................................... 8

2.12 Confidentiality and Freedom of Information ................................................................... 8

2.13 Litigation Clause ............................................................................................................... 9

2.14 Opening of the Quotations .............................................................................................. 9

3.0 General Terms and Conditions .......................................................................................... 10

3.1 Right of the City to Cancel the RFQ Process................................................................... 10

3.2 Acceptance and Rejection of Quotations ...................................................................... 10

3.3 Gifts and Donations ........................................................................................................ 10

3.4 Business Licence ............................................................................................................. 10

3.5 Invoicing and Payment ................................................................................................... 11

3.10 Independent Contractor ................................................................................................ 11

3.11 Governing Law ................................................................................................................ 11



3.12 Form of Contract ............................................................................................................ 11

3.13 Fuel Consumption Data Reporting ................................................................................. 11

4.0 Project Specifications ......................................................................................................... 13

5.0 Quotation Form - Submission Checklist ............................................................................. 14

6.0 Bidder’s Information Form................................................................................................. 15

Schedule A - Pricing ....................................................................................................................... 16

Appendix A - Fuel Reporting Consumption Worksheet ................................................................ 17



1.0 Introduction

1.1 Purpose The City invites Bidders from qualified companies that supply paint products to supply and delivery the required Traffic Paint products as outlined in the specifications herein.

1.2 Intended Term of Contract The intended first term of the Contract is one (1) year ending December 31, 2018 with the option to extend for four (4) more one (1) year terms; if mutually agreeable. The final expiry may be December 31, 2022. The City shall not incur any liability should it choose not to exercise its exclusive option to extend the Contract.



1.2 Definitions

The following definitions apply to the interpretation of the Bid Document;

a. “ADDENDUM/ADDENDA” means a change, or addition, or correction significant enoughto be formally made to this RFQ within the competitive time-period. Addendums areposted on the City’s website and or on BC Bid’s website.

b. “BIDDER” means the Person, Company or Corporation providing a response to this RFQ.c. “BUSINESS DAY” means any day from Monday to Friday inclusive, excluding statutory or

civic holidays observed in British Columbia.d. “CITY” means the City of Nanaimo or CONe. “CLOSING DATE AND TIME” means the deadline for the submission of Quotations as set

out herein.f. “CLOSING LOCATION” means the location that all bids for this RFQ will be accepted at.g. “CONTRACT” means a legal document and any attachments that bind the City and all

other parties subject to the provisions of the Contract(s).h. “CONTRACTOR/CONSULTANT” means the successful Bidder(s) to this RFQ who enters

into a Contract with the City for the Services requested in this RFQ.i. “MANDATORY REQUIREMENTS” means those requirements described herein, which

shall be fully satisfied in order for any Bid to be considered by the City as a qualified Bidj. “MATERIALS” means the products as required by this RFQ document, and as further

defined in the City of Nanaimo’s Manual of Engineering Standards and Specifications(MOESS).

k. “MAY” used in this document denotes permissive.l. “PROJECT” is the project defined herein.m. “REQUEST FOR QUOTATION” (RFQ) means the document issued by the City used to solicit

submissions to provide goods, services or construction for the City.n. “SHALL” or “WILL” or “MUST” used in this document denotes imperative.o. “SUB-CONTRACTOR/SUB-CONSULTANT” means a legal entity approved by the City that

may undertake the execution of a part of the Work pursuant to an agreement with theBidder, and includes both “brokers” and “Sub-Contractors”.

p. “SUBMISSION” or “QUOTATION” means the information submitted by a Bidder inresponse to this RFQ.

q. “SUCCESSFUL BIDDER(S)” means a Bidder who the City will award the agreement toresulting from this document.

r. “WORK” means the total services required by the Call for Quotation, as described in theScope of Work.



2.0 Instructions to Bidders

2.1 Closing Date/Time/Location/Submission Formats

Submissions must be received by the Purchasing Department on October 30, 2017 no later than 3:00 pm (1500 hrs) Pacific Time, the Closing Date and Time by one (1) of the following two (2) methods:

i. By hand/courier delivery to the only acceptable address and department:Purchasing Department, 2020 Labieux Road, Nanaimo, BC V9T 6J9. The Quote shouldbe enclosed in a sealed envelope clearly marked “RFQ No. 2058 Supply & Delivery ofTraffic Paint” Attention: Debbie Bezenar, Buyer and should include one (1) electronicversion of the document on a memory stick. The City shall not be liable for anydiscrepancy between the hard copy submission and the electronic version.

OR

ii. Electronically submitted quoting RFQ to the only acceptable email address:[email protected]. The subject line should be identified with the following;“RFQ No. 2058 Supply & Delivery of Traffic Paint”.

Please note: Maximum email file size is 8MB.

Late Quotations or Quotations received by facsimile will not be considered. Also Quotations delivered to an incorrect location will not be considered. Quotations should be in a sealed opaque envelope, marked on the outside with the Bidders name, title of the Project and reference number.

It is the Bidder’s sole responsibility to ensure their Quotation is received when, where and how it is specified in this RFQ document. The City is not responsible for lost, misplaced or incorrectly delivered Quotations.

The time clock in the Purchasing Department office is the official timepiece for the receipt of all Quotations delivered by hand/courier.

Electronically submitted Proposals will be deemed to be successfully received when the time as posted on the email is at or before the Closing Date and Time. The City of Nanaimo will not be liable for any delay for any reason including technological delays, spam filters, firewalls, job queue, file size limitations, and alike.

2.2 Signature

The Quotation should be signed by a person authorized to legally bind the Bidder to the statements made in the Response to this RFQ.




2.3 Inquiries and Clarifications

All inquiries regarding this RFQ are to be directed in writing via email to the following:

Quotation Inquiries to: Buyers Name, Buyer [email protected]

All inquiries must be received by October 23, 2017, and any resulting Addendum will be posted on October 24, 2017. Questions received after this date will be answered at the discretion of the City and a response cannot be guaranteed.

2.4 Amendment to Quotations

Bidders may amend their Quotations after submission provided each revision is submitted and is received at the Closing Location and before the Closing Date and Time.

Revisions must be signed by an authorized signatory of the Bidder.

Revisions received after the Closing Time will not be considered or accepted.

2.5 Addenda

If the City determines that an Addendum is necessary, the City’s Purchasing and Stores Department will post an Addenda/Addendum on the City’s and on BC Bid’s websites, and shall become part in parcel of the RFQ Document(s). Bidders are required to acknowledge each Addenda/Addendum in the Bidder’s Information Form with their submission.

Information obtained from any other source is not official and should not be relied upon. No verbal communication will affect or modify the terms of this RFQ.

It is the responsibility of the Bidder to ensure that it has received any Addenda/Addendum issued.

2.6 Error in Quotation

No Quotation shall be altered, amended, or withdrawn after the Closing Date and Time of the RFQ. Negligence on the part of the Bidder in preparing the Quotation confers no right for withdrawal of the Quotation after it has been opened.

While the City has taken considerable efforts to ensure an accurate representation of information in each respective RFQ, the information contained in the RFQ is supplied solely as a guideline for the Bidder and is not necessarily comprehensive or exhaustive. Nothing in a City RFQ is intended to relieve the Bidder from forming their own opinions and conclusions in respect of the matters addressed in the RFQ.




2.7 Withdrawal of Quotations

The Bidder may withdraw their Quotation at any time prior to the RFQ Closing Date and Time by submitting an email to [email protected]; subject line should be identified with the following; “RFQ No. 2051 Roadside Brush Cutting Services”, and thereafter the Quotation will not be considered.

2.8 Ownership of Quotations / Submissions

All Quotations, including attachments and any documentation, submitted to and accepted by the City in response to this RFQ become the property of the City.

2.9 No Claim for Compensation

All costs and expenses with respect to the preparation and submission of a Quotation pursuant to this RFQ, if any, shall be the sole responsibility of the Bidder and the City assumes no liability whatsoever for any Bidder costs and expenses.

2.10 Conflict of Interest

By submitting a Quotation, the Bidder warrants that neither it nor any of its officers, or directors, or any employee with authority to bind the Bidder, has any financial or personal relationship. In addition, has no affiliation with any elected official or employee of the City or their immediate families, which may be seen by the City to create a conflict.

2.11 Solicitation of Council Members and City Staff

Bidders and their agents will not contact any member of the City Council or City Staff with respect to this RFQ, other than the City Representative named in this document or authorized by Purchasing, at any time.

2.12 Confidentiality and Freedom of Information

All Submissions are subject to the Freedom of Information and Protection of Privacy Act (FIPPA). Bidders shall clearly identify any specific information and/or records that it provides in their Submission that constitute a trade secret, is supplied in confidence; and, the release of which could significantly harm its competitive position.

Bidders agree to hold the City harmless against any claims and any damages for release of any information and/or records by the City in response to a FIPPA access request.




2.13 Litigation Clause

The City may, at its sole discretion, reject a Quotation submitted by Bidders if the Bidder, or any officer or director of the Bidder is or has been engaged either directly or indirectly through another corporation in a legal action against the City, its elected or appointed officers and employees in relation to:

(a) Any other Contract for works or Services; or

(b) Any matter arising from the City’s exercise of its powers, duties or functions under theLocal Government Act for another enactment within five years of the date of thisRequest for Quotation.

In determining whether to reject a Quotation under this clause, the City will consider whether the litigation is likely to affect the Bidder’s ability to work with the City. In addition to work with its consultants and representatives and whether the City’s experience with the Bidder indicates that, the City is likely to incur increased employees and legal costs in the administration of this Contract if it is awarded to the Bidder.

2.14 Opening of the Quotations

There will not be a public opening for this RFQ.



3.0 General Terms and Conditions

3.1 Right of the City to Cancel the RFQ Process

The City is not bound to select a preferred Bidder or accept any Quotation and reserves the right in its sole discretion to postpone or cancel this RFQ process at any time for any reason whatsoever at the sole discretion of the City. In addition, to proceed with the Services in some other manner separate from this RFQ process. The City also reserves the right to cancel this RFQ if all Quotes are over budget.

3.2 Acceptance and Rejection of Quotations

The City reserves the right to: i. Assess the ability of the Bidder to perform the contract and may reject any Quotation

where, in the City’s sole estimation, the personnel and/or resources of the Bidder areinsufficient;

ii. In the event of an obvious uneven quote, the City reserves the right to attainclarification from the Bidder;

ii. Reduce the Scope of Services required within the RFQ and adjust the price to reflectsuch change after award of a Contract.

The City may accept or waive a minor and inconsequential irregularity, or where applicable to do so, the City may, as a condition of acceptance of the Quotation, request a Bidder to correct a minor or inconsequential irregularity with no change in the Quotation.

The determination of what is or is not a minor or inconsequential irregularity, the determination of whether to accept, waive, or require correction of an irregularity and the final determination of the validity, will be the sole discretion of the City.

3.3 Gifts and Donations

The Successful Bidder will ensure that no representative of the Successful Bidder will offer or extend any entertainment, gift, gratuity, discount, or special service, regardless of value, to any employee of the City. The Successful Bidder will report any attempt by any employee of The City to obtain such favours to the City of Nanaimo’s Chief Administrative Officer.

3.4 Business Licence

The Contractor shall obtain and maintain a City of Nanaimo Business License or an Inter-Municipal business license from the municipality in which its business is located for the duration of the Contract. Failure to verify possession of a valid Business License is cause for Contract cancellation.



3.5 Invoicing and Payment Invoices should be sent to the City Accounts Payable Department at [email protected] and should include as a minimum:

a. Purchase Order number;b. Contract Document Number, if applicable;c. City contact full name (first and last);d. Applicable taxes shown as a separate line item

Payment term is Net (30) days from receipt of an accurate invoice. Electronic Funds Transfer (EFT) is the preferred method of payment. EFT is a direct deposit into the Contractor’s bank account.

The City reserves the right to reject and/or return invoices containing discrepancies for correction and/or re-invoicing without penalty.

No payment for extras shall be made by the City, unless such extras are authorized by the City’s Contract Manager or authorized designate.

3.10 Independent Contractor

The Contractor, it’s Sub-Contractors, the officers, directors, shareholders, partners, personnel, affiliates and agents of the Contractor and Sub-Contractors are not, nor are they to be deemed to be partners, appointees, employees or agents of the City.

3.11 Governing Law

This agreement shall be governed by the laws of the Province of British Columbia.

3.12 Form of Contract

The Agreement Documents include and consist of: This RFQ document, including any Addenda and attachments as issued by the City; The Bidder’s submission, as accepted by the City; City’s Purchase Order; and May contain other documentation not mention herein, but maybe an additional

requirement, if mutually agreeable.

3.13 Fuel Consumption Data Reporting

The City, along with 95% of other local BC governments, signed the BC Climate Action Charter in 2007. As part of the Charter requirements, the City must measure and report on the City’s overall greenhouse gas (GHG) emissions each year, which includes contracted emissions. As a result, the City of Nanaimo is required to track and report on contracted emissions that are derived from fossil fuel consumption used to operate vehicles, equipment and machinery. These include (but are not limited to) gasoline, diesel, propane, and bio-fossil fuel blends.




The successful Proponent will be required to report vehicle and fuel consumption data specific to the contract in an annual report. A sample form is attached as Appendix A.

The Contractor shall communicate the quantity of fuel used to operate vehicles, equipment, and machinery as part of the delivery of Landscape Services described in this Agreement on an annual basis. Fuel consumption associated with the provision of these Landscape Services must be provided to the City of Nanaimo within thirty-one (31) days of the calendar year ending December 31 annually. Data provided should be completed as outlined on the Contractor Fuel Reporting Consumption Worksheet Appendix A.

The City’s contact person to send this report to is as follows: Michelle Loree email; [email protected]; preferred form of communication

or Phone: 250-754-4251




4.0 Project Specifications

1. All paint products must be supplied in heavy gauge, clean leak-proof open head steel drums plainlymarked with batch number, date of manufacture, manufacturer’s product code number and the name of the manufacturer.

2. The drums must be placed on a pallet for removal by forklift.

3. Drums must not have a PLASTIC LINER BAG inside.

4. All paint products will be delivered F.O.B. Public Works Yard, 2020 Labieux Road, Nanaimo, BC V9T6J9.

5. The Successful Bidder shall supply, as required, the appropriate documentation as it applies to WHMIS regulations and SDS (MSDS) with the shipment.

6. All paint must conform to the following specifications. Alternates will not be accepted.

Manufacturer Accepted Products – Alternates will not be Accepted. Ennis Paint Inc.

• 986061 Low VOC White Solvent Paint• 986063 Low VOC Yellow Solvent Paint

7. The City prefers to have the paint delivered on or slightly before April 29, 2018. Bidders are to provide guaranteed delivery time after receipt of purchase order in number of calendar days.

SUPPLY & DELIVERY OF TRAFFIC PAINT REQUEST FOR QUOTATION No. 2058


5.0 Quotation Form - Submission Checklist

THE CITY OF NANAIMO

PURCHASING LOCATION

2020 LABIEUX ROAD

NANAIMO, BC

REQUEST FOR QUOTE No. 2058

Supply & Delivery of Traffic Paint

DOCUMENTS TO BE ENCLOSED WITH THIS QUOTATION FORM

Quotation Form - Submission Checklist

Bidders Information Form – Duly Signed

Schedule A – Pricing

DOCUMENTS TO BE PROVIDED UPON AWARD

City Business License

And any other documentation the may required and agreed upon



6.0 Bidder’s Information Form Bidders must complete this form and include with the Quotation Submission Please ensure all information is in ink and legible.

Company Name

Bidder’s Main Contact Individual

Address (include postal code)

Office Phone #

Toll Free #

Cellular #

Fax #

e-mail address

Website

PST Account # (if applicable)

GST Account # (if applicable)

Acknowledgement to receipt of Addenda/Addendum

Addendum No. Dated / Issued

Check here if NO Addenda issued.

PROPONENT SIGNATURE DATE



Schedule A - Pricing

The ‘Total Bid’ amount shall include all costs incurred, including all taxes where applicable. All unit prices are in Canadian funds and include delivery charges, F.O.B. destination (Public Works Yard, 2020 Labieux Road, Nanaimo, BC V9T 6J9), unloading, including all fees and levies, packaging, crating, insurance, cartage and all other charges incidental to supply and delivery of traffic paint to the City.

Quantity (a) Manufacturer / Accepted Products

Unit of Measure

Unit Price (b) Extended Price (a) x (b)

12 Ennis Paint Inc. • 986061 Low VOC

White Solvent Paint

55 gal. (208.1 litres) $ $

40 Ennis Paint Inc. • 986063 Low VOC

Yellow Solvent Paint

55 gal. (208.1 litres) $ $

12 Acetone 78099 5 US gal. (18.9 Litres) $ $

SUB TOTAL PST GST TOTAL

PROPONENT SIGNATURE DATE

Appendix A - Fuel Reporting Consumption Worksheet SAMPLE - DO NOT COMPLETECompany Name:

Address:

Phone Number:

Contact Person:

Title:

Contact Phone:

Contract Description:

Contract Number / Identifier:

Reporting Period:* *(Annual reporting is the minimum requirement) FROM: dd/mm/yyyy TO: dd/mm/yyyy

Fuel Consumption Categories: Type of Fuel Total Consumption Unit of Measure

Light Duty Vehicle- Two door passenger cars Gasoline 325 Litres- Four door passenger cars Diesel ______________ ______________- Station wagons Propane ______________ ______________

Natural Gas ______________ ______________ Other ________________ ______________ ______________

Light Duty Truck- SUV's Gasoline 1234 Litres- Minivans Diesel ______________ ______________- Full size vans Propane ______________ ______________- Pickup trucks GVWR under 3856Kg (8,500 lbs) Natural Gas ______________ ______________

and curb weight under 2722 Kg (6,000 lbs) Other ________________ ______________ ______________

Heavy Duty Truck- Road vehicles with a GVWR over 3,856 Kg (8,500 lbs) Gasoline ______________ ______________

and curb weight over 2722 Kg (6,000 lbs) Diesel ______________ ______________ Propane ______________ ______________ Natural Gas ______________ ______________ Other ________________ ______________ ______________

Off Road Vehicles and Portable Equipment- Vehicles and equipment not licensed for road use Gasoline ______________ ______________- Snowmobiles Diesel ______________ ______________- ATV's Propane ______________ ______________- Lawnmowers and trimmers Natural Gas ______________ ______________- Tractors Other ________________ ______________ ______________- Construction equipment

I / we certify that the above fuel consumption data represents the most accurate estimate of fuel consumption available for the reporting period.

_______________________________________________Signature Title Date (dd/mm/yyyy)