RFT - Goods - Template · documentation, to meet certain defined technical, performance and time frame objectives (as ... Tender meeting the requirements, or it may award no Contract

COUNTY OF GRANDE PRAIRIE NO. 1

Page 1 of 27

RETURN BIDS TO: County of Grande Prairie No. 1

Issuing Office: Public Works

10001-84 Avenue Clairmont, AB T8X 5B2

MARKED CLEARLY –

RFT#: PS-2019-0027 Attention: Procurement Services

Title Crossroads Pond Dewatering Solicitation No. PS-2019-0027

Date September 9, 2019

APC Reference No. AB-2019-05282 File No. PS-2019-0027

Commodity Codes N4630AP, V100B

Solicitation Closes at: 14:00:00 Mountain Time on: September 23, 2019

Request for Tender Tender To: County of Grande Prairie No. 1 We hereby propose to sell to the County, in accordance with the terms and conditions set out herein, referred to herein or attached hereto, the goods listed herein and on any attached sheets at the price(s) set out thereof.

Instructions : See Herein

Address Inquiries to (IN WRITING ONLY) Clint Diederich

Buyer Public Works

E-mail [email protected]

Bidder Name and address

Telephone No.

LEGAL STATUS: Joint Venture _______

Corporation ________ Partnership ________ Sole Ownership______

Workers’ Compensation No. ______________________________

C.O.R. No. ___________________________________________________

(Reference Article 5.2.6.2 – General Terms and Conditions)

Name and title of person authorized to sign on behalf of Bidder (type or print)

Signature Date

mailto:[email protected]

COUNTY OF GRANDE PRAIRIE NO. 1 RFT No. PS-2019-0027

Page 2 of 27

PUBLIC NOTICE FOR TENDERS

Request for Tenders No. PS-2019-0027

THIS PROCUREMENT IS SUBJECT TO THE PROVISIONS OF THE: CANADIAN FREE TRADE AGREEMENT, AND THE NEW WEST PARTNERSHIP TRADE AGREEMENT

The County of Grande Prairie No. 1 (the County) invites you to submit a Tender for the following work:

County of Grande Prairie No. 1 – Contract Crossroads Pond Dewatering

Any questions MUST be submitted no less than three (3) working days prior to the RFT closing date to enable the County to provide a response. Inquiries received less than three (3) working days prior to the RFT closing date may not allow the County sufficient time to provide a response and may therefore not be answered.

Any inquiries, questions or comments regarding this RFT MUST be addressed exclusively through the email address [email protected]. Any communication in any way about this RFT, with any other member, employee or any other representative of the County, may result in the disqualification of a Bidder's Tender.

Bidders are requested to ensure their Technical and Financial Proposals are sealed in separate envelopes but submitted together in one outer envelope. This MUST include one (1) original signed hard copy of each Tender as well as one (1) electronic version on a disk or USB stick drive. Please structure the electronic version files into separate Technical and Financial file folders for evaluation purposes. Tenders MUST be delivered to the address on Page 1 of the solicitation, on or before 14:00:00, Mountain Time, September 23, 2019 Tenders MUST be marked to the attention of Procurement Services, RFT # PS-2019-0027. Tenders sent by e-mail, fax, telex, and telegraphic means will NOT be accepted. In order to be considered, Tenders or any amendments thereto MUST be received by the County on or before the exact time and date set for the receipt of Tenders. Late Tenders will be returned unopened to senders.

All documents are available for download from Alberta Purchasing Connection at http://vendor.purchasingconnection.ca/ and on the County’s website at: https://www.countygp.ab.ca/EN/main/government/tender-opportunities.html


http://vendor.purchasingconnection.ca/

https://www.countygp.ab.ca/EN/main/government/tender-opportunities.html


Page 3 of 27

This is a Request for Tenders (RFT). In addition to this introduction, the RFT consists of five (5) sections as set out in the Table of Contents. Section 1 specifies the instructions and conditions applicable to the submission of Tenders by Bidders. Section 2 specifies the work with respect to which this RFT is issued. Section 3 describes the process and criteria the County will use to evaluate Tenders. Section 4 sets out the County’s pricing requirements for Tenders and will form the Basis of Payment for any Contract that may be entered into as a result of this RFT. Section 5 sets out the specific provisions that will be included in any Contract that may be entered into as a result of this RFT. Any annexes to this RFT set out information relevant to the work requirements and/or forms to be used in making Tenders, and are incorporated by reference into Section 2 Statement of Requirement and any resulting Contract. All of the above-mentioned materials constitute the entire RFT.

Please complete both the Certifications Form attached hereto as Annex 1 and the Receipt Confirmation Form attached hereto as Annex 2 in order to confirm receipt of this solicitation and to authorize the County to send further correspondence.

Please ensure that your Tender is complete in all respects and includes all information required for a comprehensive evaluation in accordance with the criteria described in Section 3 Selection and Evaluation Procedures. Tenders shall consist of two (2) Parts – A Technical Tender addressing the Technical Evaluation Criteria described in Section 3, and a Financial Tender addressing the pricing requirements described in Section 4.

No extension to the closing date and time for the receipt of Tenders will be given unless the County is responsible for an omission or an error in the RFT documents or introduces a change to the RFT significant enough in nature to warrant an extension of the RFT closing date to allow Bidders sufficient time to revise their Tenders.

Thank you,

Clint Diederich

County Representative Public Works County of Grande Prairie No. 1

Attach.


Page 4 of 27

TABLE OF CONTENTS

1. Submission Instructions and Conditions ............................................................................................... 6

1.1 Solicitation ..................................................................................................................................... 6

1.2 Inquiries during Solicitation Period ................................................................................................ 6

1.3 Tender Submission ....................................................................................................................... 6

1.4 Tender Submission Date and Time............................................................................................... 7

1.5 Return of Tenders ......................................................................................................................... 7

1.6 Authorized Signatures ................................................................................................................... 8

1.7 Legal Capacity ............................................................................................................................... 8

1.8 Tender Validity Period ................................................................................................................... 8

1.9 Tender Preparation and Submission Costs .................................................................................. 8

1.10 Status of Tenders .......................................................................................................................... 8

1.11 Proof of Insurance ......................................................................................................................... 9

1.12 Joint Ventures ............................................................................................................................... 9

1.13 Vendor Performance ..................................................................................................................... 9

1.14 Rights of the County .................................................................................................................... 10

2. Statement of Requirement .................................................................................................................. 11

2.1 Objective ..................................................................................................................................... 11

2.2 Description and Scope Specifications ......................................................................................... 11

3. Evaluation Criteria and Procedures .................................................................................................... 12

3.1 Evaluation Procedures ................................................................................................................ 12

3.1.1 General Procedures ............................................................................................................ 12

3.1.2 Specific Procedures ............................................................................................................ 12

3.2 Selection and Evaluation Criteria ................................................................................................ 12

3.2.1 Mandatory/Specification Requirements .............................................................................. 12

3.3 Financial Evaluation .................................................................................................................... 13

3.4 Basis of Selection – Lowest Cost Compliant .............................................................................. 14

3.4.6 Negotiation .......................................................................................................................... 14


Page 5 of 27

3.4.7 Financial Stability ................................................................................................................ 14

4. Basis of Payment ................................................................................................................................ 16

4.1 Pricing Schedule ......................................................................................................................... 16

4.2 Disbursements ............................................................................................................................ 16

4.3 Method of Payment ..................................................................................................................... 16

4.4 Invoicing ...................................................................................................................................... 17

4.5 Federal Goods and Services Tax (GST) Program ...................................................................... 17

5. Resulting Agreement Form ................................................................................................................. 18

5.1 Articles of Agreement .................................................................................................................. 18

5.1.1 Agreement ........................................................................................................................... 18

5.1.2 Date of Completion and Description ................................................................................... 19

5.1.3 Agreement Amount ............................................................................................................. 19

5.1.4 Appropriate Law .................................................................................................................. 19

5.1.5 County Representative ........................................................................................................ 19

5.1.6 Notices ................................................................................................................................ 19

5.2 General Terms and Conditions ................................................................................................... 21

5.3 Supplementary Conditions .......................................................................................................... 21

5.3.1 Language ............................................................................................................................ 21

5.3.2 Insurance ............................................................................................................................. 21

5.3.3 Indemnity ............................................................................................................................. 22

5.3.4 Environmental Purchasing .................................................................................................. 22

5.3.5 Security Requirements ........................................................................................................ 22

5.3.6 Warranties / Guarantees ..................................................................................................... 22

Annex 1 Certifications ................................................................................................................................. 23

Annex 2 Receipt Confirmation Form ........................................................................................................... 25

Annex 3 Additional Background / Reference Materials ............................................................................. 26

Annex 4 – Project information maps ........................................................................................................... 27


Page 6 of 27

1. Submission Instructions and Conditions

1.1 Solicitation

1.1.1 This is a Request for Tenders (RFT), with the objective of qualifying one (1) Contractor to provide Dewatering Services at the Crossroads Pond to the County of Grande Prairie No.1 (the County).

1.1.2 The County invites Bidders to develop and submit Tenders, including any necessary supporting documentation, to meet certain defined technical, performance and time frame objectives (as described herein). The County may award a Contract to the Bidder who submits the lowest cost Tender meeting the requirements, or it may award no Contract at all pursuant to the current RFT.

1.1.3 Bidders who submit a Tender agree to be bound by the instructions, clauses and conditions of the solicitation and accept the clauses and conditions of the resulting Contract.

1.2 Inquiries during Solicitation Period

1.2.1 To ensure the integrity of the competitive process, inquiries and other communications regarding the RFT, MUST be directed ONLY through the email address identified on Page 1 of this RFT. Failure to comply can (for that reason alone) result in the disqualification of the Tender.

1.2.2 All inquiries MUST be submitted IN WRITING to the County Representative no later than three (3) working days prior to the Tender Submission date of the RFT. Inquiries received after that time may not be answered prior to the Tender Submission date.

1.2.3 To ensure consistency and quality of information provided to Bidders, significant inquiries received and the replies to such inquiries will be provided simultaneously to all potential Bidders.

1.2.4 Any changes to the RFT, extension to the date for receipt of Tenders, or the withdrawal of the RFT will be in the form of a written addendum from the County of Grande Prairie, signed by a duly authorised representative and issued any time prior to the Tender Submission date and time. Extensions may be granted up to three (3) days prior to the submission deadline of the RFT.

1.2.5 In this regard, the Bidder is advised that the only information related to this RFT Process that will be considered official is the information issued by the County Representative in writing or in the form of a written addendum to the RFT. Information obtained from any other source is not official and may be inaccurate.

1.3 Tender Submission

1.3.1 Bidders MUST complete and submit the Receipt Confirmation Form in Annex 2 of this solicitation.

1.3.2 Submission of a Tender shall be confirmation that the Bidder has read, acknowledges and agrees to the Statement of Requirement, Basis of Payment, Resulting Contract Form and all other terms of the Contract, as set out in Sections 2, 4 and 5 herein, and has familiarised itself with all federal, provincial, and local laws, ordinances, rules and regulations that in any manner may affect the cost, progress, or performance of the work.

1.3.3 Bidders must fully disclose within their submissions, on or before the closing date, the circumstances of any possible conflict of interest of the Bidder to the potential contract.


Page 7 of 27

1.3.4 Bidders are cautioned to carefully read and follow the procedures required by this Request for Tender as any deviation from these requirements may be cause for rejection. The Bidder must confirm it has obtained and carefully examined all of the documents making up this Request for Tender issued by the County of Grande Prairie and any addenda issued in connection therewith before submitting a Tender. Failure to do so will in no way relieve any Bidder from any obligations with respect to its Tender or to the resulting contract.

1.3.5 In keeping with the County’s efforts to reduce environmental footprints, Bidders are encouraged to use the most eco-friendly option in preparing their proposal. This may include, but is not limited to, printing hard copies of the proposal on both sides of the paper, and the use of paper that is: (1) certified by one of the following three standards: the Forest Stewardship Council, the Canadian Standards Association, or the Sustainable Forest Initiative; (2) 100% post-consumer waste recycled; and/or (3) chlorine-free.

1.4 Tender Submission Date and Time

1.4.1 Submission is defined as the process of a recorded delivery of a Tender, to the County, at the designated Department and time, at or before the Tender Submission date and time. Recording of a submission will be promptly done by the County. The Tender will not be considered to have been “received” until the County completes the recording.

1.4.2 It is the sole responsibility of the Bidder to ensure that its Tender is received at the address specified on Page 1 of this RFT before the Tender Submission date and time. The County assumes no responsibility for Tenders sent to any other location.

1.4.3 Tenders MUST be delivered to the address on Page 1 of this RFT, on or before 14:00:00, Mountain Time, September 23, 2019.Tenders MUST be marked to the attention of the County Representative named on Page 1 of this RFT and must clearly identify the RFT Number.

1.4.4 The County of Grande Prairie will not accept oral Tenders, or Tenders received by telephone, Fax, or any other electronic media. However, where a formal Tender has been received before the specified Tender Submission date and time, revisions to the Tender by email to [email protected] are acceptable, provided that such revisions are received at the location specified on Page 1 of this RFT prior to the specified Tender Submission date and time. In order to maintain the confidentiality of the Tender, a revision regarding price, in the form of a fax, MUST specify only the change to the Tender price, not the total revised Tender price. If any Tender revision(s) submitted by the Bidder are not received prior to the Tender Submission date and time of this RFT, regardless of the reason for their being late, those revisions will not be considered as part of the Bidder's Tender.

1.4.5 The Tender, and any other documents required, shall be enclosed in a sealed envelope as specified in the Public Notice for Tenders document.

1.5 Return of Tenders

1.5.1 Late Tenders: Tenders received after the Tender Submission date and time will not be considered and will be returned unopened. Any faxes received to amend a late Tender will be destroyed.

1.5.2 Withdrawn Tenders: Tenders may be withdrawn by submitting a written withdrawal notice to the same address to which the Tender was submitted prior to the Tender Submission date and time. The Tender will be returned to the Bidder unopened. Any faxes received to amend a withdrawn Tender will be destroyed.



Page 8 of 27

1.5.3 Failed Tenders: Where a Bidder did not meet the technical requirements of the Evaluation Procedures herein, Financial Tenders will be returned to the Bidder unopened. Any faxes received to amend the financial portion of a failed Tender will be destroyed. Technical Tenders remain the property of the County.

1.6 Authorized Signatures

1.6.1 Tenders submitted MUST be signed by an individual authorized to bind the Bidder. Tenders submitted by individuals MUST be signed by those individuals. Tenders submitted by partnerships MUST be signed by at least one partner. Tenders submitted by corporations MUST be signed by properly authorized signing officers and sealed if the corporation has a seal Tenders submitted by Joint Ventures MUST be signed by all the members of the Joint Venture unless one member has been appointed to act on behalf of all members of the Joint Venture. The County Representative may, at any time, require each member of the Joint Venture to confirm that the representative has been appointed with full authority to act as its representative for the purposes of the RFT and any resulting Contract.

1.6.2 Erasures and/or corrections to the Tender MUST be initialled by the person(s) authorized to sign the Tender on behalf of the Bidder.

1.6.3 Only an authorized representative can sign all Certifications at Annex 1 and the Receipt Confirmation Form at Annex 2.

1.7 Legal Capacity

1.7.1 The Bidder MUST have the legal capacity to contract. If the Bidder is a sole proprietorship, a partnership or a corporate body, the Bidder MUST provide, if requested by the County Representative, a statement and any requested supporting documentation indicating the laws under which it is registered or incorporated, together with the registered or corporate name and place of business. This also applies to Bidders submitting a Tender as a Joint Venture.

1.8 Tender Validity Period

1.8.1 The Tender shall be unconditional, irrevocable and open to acceptance by the County at any time no less than ninety (90) calendar days after the date on which the RFT closes.

1.9 Tender Preparation and Submission Costs

1.9.1 Bidders are solely responsible for their own expenses in preparing a Tender and subsequent negotiations with the County of Grande Prairie, if any.

1.10 Status of Tenders

1.10.1 Once Tenders are opened, they become the property of the County of Grande Prairie No. 1 and will not be returned. All Tenders submitted to the County are governed by the access and privacy provisions of the Freedom of Information and Protection of Privacy (FOIP) Act. Those responding to this Request for Tender are encouraged to identify any portions of their submission deemed to be proprietary and confidential by the Bidder, in which they may find if revealed, harmful to the business interests of the company as per section 16 and 17 of the FOIP Act. All Tenders received will be held in confidence by the County.


Page 9 of 27

1.10.2 The purpose for collecting any personal or third party business information as part of this solicitation is to enable the County to ensure accuracy and reliability of the related Tender and to enable the County to evaluate the tender, and as such will adhere to the access and privacy provisions of the FOIP Act.

1.10.3 Following written notification of the outcome of this RFT process by the County, the Bidder may contact the County’s Procurement Services at [email protected] for a debriefing opportunity.

1.11 Proof of Insurance

1.11.1 If requested by the County, the selected Bidder agrees to provide proof of insurance coverage in the form of a valid certificate of insurance prior to the execution of the Contract.

1.12 Joint Ventures

1.12.1 A Joint Venture is an association of two or more parties who combine their money, property, knowledge, expertise or other resources in a single joint business enterprise, sometimes referred as a consortium, to propose together on a requirement.

1.12.2 An arrangement whereby a prime contractor may retain subcontractors or specialists to perform portions of any services or supply parts or portions of any goods is not a Joint Venture arrangement. One or more named sub-contractors or specialist firms may therefore be proposed as part of a Bidder's team by more than one Bidder.

1.12.3 Bidders who submit a Tender as a Joint Venture MUST indicate clearly that it is a Joint Venture and provide the following information:

a) the legal and operating name(s) of each member of the Joint Venture; b) the Business Number of each member of the Joint Venture; c) the name of the representative of the Joint Venture, i.e. the member chosen by the other

members to act on their behalf, if applicable; d) the name of the Joint Venture, if applicable.

If the information is not clearly provided in the Tender, the Bidder MUST provide the information on request from the County Representative.

1.13 Vendor Performance

1.13.1 The County has established a Vendor Performance Report Card procedure to support successful project outcomes and strengthen vendor performance. For further details, please see Schedule B at: https://www.countygp.ab.ca/assets/Business/Docs/Procurement/Vendor%20Performance%20Report%20Card.pdf

1.13.2 The County may reject a Tender where any of the following circumstances is present:

a) the Bidder, or any employee or subcontractor included as part of the Tender, has been convicted under Section 121 (Frauds on the government and Contractor subscribing to election fund), Section 124 (Selling or purchasing office), or Section 418 Selling defective stores to Her Majesty) of the Criminal Code; or,


https://www.countygp.ab.ca/assets/Business/Docs/Procurement/Vendor%20Performance%20Report%20Card.pdf

https://www.countygp.ab.ca/assets/Business/Docs/Procurement/Vendor%20Performance%20Report%20Card.pdf


Page 10 of 27

b) with respect to current or prior transactions with the County of Grande Prairie No. 1:

i. the Bidder is bankrupt or where, for whatever reason, its activities are rendered inoperable for an extended period;

ii. evidence, satisfactory to the County, of fraud, bribery, fraudulent misrepresentation or failure to comply with any law protecting individuals against any manner of discrimination, has been received with respect to the Bidder, any of its employees or any subcontractor included as part of the Tender;

iii. the County has exercised its contractual remedies of suspension or termination for default with respect to a contract with the Bidder, any of its employees or any subcontractor included as part of the bid;

iv. the County determines that the Bidder's performance on other contracts, including the efficiency and workmanship as well as the extent to which the Bidder executed the work in accordance with contractual clauses and conditions, is sufficiently poor to jeopardize the successful completion of the requirement being proposed against.

1.13.3 Where the County intends to reject a Tender pursuant to a provision of subsection 1.13.2, the County Representative will so inform the Bidder and provide the Bidder ten (10) working days within which to make representations, before making a final decision on the Tender rejection.

1.14 Rights of the County

1.14.1 The County of Grande Prairie No. 1, as represented by Administration, or by the Council of the County of Grande Prairie reserves the right to:

a) Seek clarification or obtain verification of any/all statements made in a Bidder's Tender; b) During the evaluation of Tenders, submit questions or conduct interviews with Bidders, at the

Bidder's cost, upon forty-eight (48) hours notice, to seek clarification or verify any or all information provided by the Bidder in its Tender;

c) Reject any or all Tenders received in response to this RFT; d) Enter into negotiations with Bidders in order to arrive at the most cost-effective Contract that

is in keeping with the terms and conditions of this RFT; e) Accept any Tender in whole or in part without prior negotiation; f) Cancel and/or reissue this RFT at any time; g) Award one (1) or more Contracts; h) Keep, for the County’s records, all Tenders and documentation submitted in response to this

RFT.


Page 11 of 27

2. Statement of Requirement

2.1 Objective

To support Public Works’ operations, the County of Grande Prairie is seeking to contract with a company to perform dewatering services of the Cross roads Storm Pond.

2.2 Project Description and Mandatory Scope Specifications

• Location of Storm Pond is 156 Ave and 98 Street, east of Highway 43 and beside Knelson Sand

and Gravel (NW-12-72-06-W6) See maps at Annex 4

• Amount of Dewatering would be approximately 300,000 cubic meters, depending on placement of

pump.

• Pumping to be completed using a minimum 10 x 8, 325hp pump which would reach a fluid

deliverability of 12000 m3/d.

• Flat line distance needed would is approximately 2900 to 3000 meters depending on placement

of pump.

• This is a 24-hour a day operation. Day and night shift operators are required for monitoring water

line in Alberta Transportation ROW while pumping.

• Daily volume pump reports are required

• This project will be completed on the County of Grande Prairie’s dewatering license.

• Both an ECO plan and TAS plan are required for mobilization and will be worked on together with

the County and awarded Bidder.

• An elbow and solid pipe may be required at outlet to go under road through culvert. There must

be a diffuser put on outlet and rubber liner laid in ditch under diffuser to mitigate erosion.


Page 12 of 27

3. Evaluation Criteria and Procedures

3.1 Evaluation Procedures

3.1.1 General Procedures

3.1.1.1 Selection and evaluation is based on a “rules of evidence” approach, such that the Bidder’s Tender is the sole demonstration of the Bidder’s capacity to fulfill the requirement, as described within the RFT. No prior knowledge of or experience with the Bidder on the part of the County Evaluation Committee will be taken into consideration, with the exception as detailed in section 1.13 of the RFT.

3.1.1.2 Bidders MUST ensure that their Tender provides sufficient evidence for the County to assess the compliance of the Tender with the criteria listed in this Request for Tenders (RFT). It is the sole responsibility of Bidders to provide sufficient information within their Tender to enable the County to complete its evaluation.

3.1.1.3 Bidders MUST include any reference material they wish to be considered for evaluation within their Tender. Any material or documents outside the Tender shall not be considered (for example, should the Bidder wish to provide screen shots of its website, product manuals, etc. for evaluation, copies or printouts of material MUST be included within the Tender). URL links to the Contractor’s website will not be considered by the County Evaluation Committee.

3.1.1.4 In the Evaluation Criteria below, "must", "mandatory", “shall” or "required" refers to a requirement that must be met in an unaltered form in order for the tender to receive consideration.

3.1.1.5 Tenders should be presented in a clear and logical fashion, and in a manner which facilitates a clear and straightforward evaluation, based on the information requested in the RFT. Bidders are encouraged to structure their Tenders to match the order and sequence of the evaluation criteria in the RFT, followed by a detailed Schedule of Costs / Fees in accordance with Section 4. Basis of Payment, subsection 4.1.1. Bidders are asked to incorporate into the Work Schedule a timeline for completion.

3.1.2 Specific Procedures

3.1.2.1 The Selection and Evaluation Process for Tenders consists of the following two (2) stages:

Stage 1 - Bidders will be evaluated on Mandatory Requirements M1-M3. Stage 2 - Bidders meeting ALL of M1-M3 will be evaluated on the basis of their Financial

Tender.

3.1.2.2 Bidders failing to meet any of the above will be deemed non-compliant at the stage where they fail to meet the above and will be given no further consideration beyond that stage.

3.1.2.3 The County of Grande Prairie is not bound to accept the lowest price, or any Tender, of those submitted. Tenders will be assessed as per the evaluation criteria.

3.2 Selection and Evaluation Criteria

3.2.1 Mandatory/Specification Requirements


Page 13 of 27

The Bidder’s Tender must meet all of the Mandatory Requirements in order for its Tender to be considered for further evaluation. Failure on the part of the Bidder to meet any one (1) of these requirements will result in its Tender being deemed non-compliant, with the Tender being given no further consideration.

No. Mandatory Requirement Page # in Bidder's Tender

COMPLIANT (YES/NO)

M1. Proof of WCB submitted in technical proposal.

M2. Proof of COR/SECOR Certification submitted in technical proposal.

M3. Proof of General Liability Insurance requirements met – see section 5.3.2.1 for details, submitted in technical proposal.

3.3 Financial Evaluation

3.3.1 Bidders meeting ALL Mandatory Requirements will be evaluated on the basis of their Financial Tender.

3.3.2 As part of its Tender, the Bidder MUST complete the Tables in Section 4. Basis of Payment, subsection 4.1.1, and submit it with its Financial Tender to the County on or before the specified closing date and time.

3.3.3 Failure on the part of the Bidder to provide the information required within the Financial Tender Tables will result in the County deeming the Bidder’s Tender to be non-compliant, with the Tender being given no further consideration by the County.

3.3.4 The Bidder's Financial Tender MUST be a total cost of project completion based on 300,000 cubic meters specified, in $CAD exclusive of GST. All rig in and rig out as well as full operation pricing to be included – fuel, labour, equipment, lighting, and matting – everything needed to complete the project requirements set out in section 2.2 is to be included in the bid. IF heating is required for frost conditions, please include pricing in your financial submission.

3.3.5 Fixed rates will be inclusive of all payroll, overhead costs and profits required to complete the work. Note: rates are not to be quoted as ranges. Any items left blank by the Bidder will be deemed by the County to be a $0 bid.

3.3.6 Any extra and/or value-added items must be itemized separately (and individually), separate from the Bidder’s price for performing the Core Scope of Work.

3.3.7 Financial components of tenders will be evaluated in terms of the Total proposed Price, including the total cost for all required units / the per unit price, and all related services.

3.3.8 Tenders may be evaluated using any consistent method selected by the County of Grande Prairie. The services required described herein shall be purchased from the lowest, compliant, responsible bidder. The determination as to which bidder submitted the lowest bid shall rest solely with the County and shall be based on the lowest total cost of project to the County.


Page 14 of 27

3.3.9 The County reserves the right to accept the tender deemed most favourable in the interest of the County. The lowest or any tender may not necessarily be accepted.

3.4 Basis of Selection – Lowest Cost Compliant

3.4.1 Only compliant Tenders will be considered.

3.4.2 Only Tenders that have met all Mandatory Requirements will be evaluated on the basis of their Financial Tenders. All Tenders will be assessed on technical acceptability before the price is considered.

3.4.3 The compliant Bidder, in accordance with 3.4.2 above, with the lowest proposed cost, in accordance with Section 4 Basis of Payment, will be recommended for Contract Award.

3.4.4 Notwithstanding the above, any award of a contract may be subject to Administration or County Council approval.

3.4.5 The County, when disclosing information in public with respect to the recommendation to award, will disclose only the Dollar Value Total and the Evaluation Point Total of the Tender, if applicable. No unit rate dollar values or individual criteria evaluation points will be disclosed. Unsuccessful Bidder(s) seeking disclosure other than that stated in the preceding paragraph must obtain from the successful Bidder, permission for the County to disclose information that the County deems as confidential. Such permission must be granted in writing and must be very specific as to what information is to be disclosed.

3.4.6 Negotiation

At the discretion of the County, the County may negotiate with the top-ranked Bidder and shall advise so by means of a written communication, shortly after the review of all Tenders. If a negotiated proposal cannot be concluded within thirty (30) calendar days of notification to the designated Bidder of the County’s desire to negotiate, the County, in its sole discretion, may terminate negotiations with that Bidder and negotiate a contract with the next lowest-price Bidder.

The County will not be obligated in any manner to any Bidder whatsoever until a Contract or written agreement has been awarded, or duly executed relating to an approved proposal. The County will have no liability to any Bidder as a result of such negotiations.

3.4.7 Financial Stability

The Bidder may be required to demonstrate financial stability with the provision of financial statements or information from the Bidder’s financial institution. If required, requests for this information will be made by the County to the named representative within the Bidder’s Tender in writing after completion of Tender evaluation, and prior to award of a contract. The Bidder will then have ten (10) business days to provide the information requested to the County. Failure to provide the requested information may result in the County awarding a contract to the next highest-ranked Bidder.

3.4.8 The County reserves the right to refuse any and all Tenders received in response to this RFT, without incurring any obligation to any Bidder having responded. The County reserves the right to award a Contract to the compliant Bidder that best meets the County’s requirements, as described herein, without incurring any obligation to any other Bidders having responded to this RFT.


Page 15 of 27

3.4.9 The County reserves the right to not award a Contract to any compliant Bidder whose Financial Tender unreasonably exceeds the County’s Project cost estimate.


Page 16 of 27

4. Basis of Payment

4.1 Pricing Schedule

4.1.1 Payment for the satisfactory delivery of goods under this Contract shall be based on the following rates and the method of payment as detailed below.

A B C

# Item Qty. Per Unit Price ($CAD) Exclusive of GST Total Price (A x B)

1 Dewatering Services to remove 300,000 cubic meters from Crossroads Pond 1 $ $

(exclusive of GST) TOTAL: $

4.1.2 Bidder’s please include/attach an itemized pricing schedule for both equipment rates and labour rates for evaluators to review. IF the project requires additional cubic meters over and above the 300,000 specified, the County needs to consider these overage costs when evaluating.

4.1.3 This Contract value shall not be exceeded without the approval of the County Representative:

Total Authorized Goods Value $0.00

Maximum GST payable (5%) $0.00

Total Maximum Authorized Contract Value $0.00

4.2 Disbursements

4.2.1 No other expenses incurred by the Contractor will be reimbursed.

4.3 Method of Payment

4.3.1 Payments under the Contract shall be conditional upon performance, completion and delivery of the work, or any part of the work to the satisfaction of the Project Authority but subject to the submission to and approval by the County Representative of a claim for payment.

4.3.2 Subject to Council appropriation of funds and to 4.1.1 above, payment by the Project Authority for the work shall be made:

a) in the case of a progress payment, within thirty (30) days following the date of receipt of a duly completed work or progress report or within thirty (30) days of receipt of an invoice requesting payment, whichever is later, and


Page 17 of 27

b) in the case of a final payment, within thirty (30) days following the date of receipt of the completed work or within thirty (30) days of receipt of an invoice requesting payment whichever is later.

4.3.3 Payment will be made for services rendered, provided that:

a) the work and goods delivered are deemed satisfactory by the County;

b) invoices are submitted in accordance with the invoicing instructions contained herein, and as incorporated by reference in Section 5;

4.4 Invoicing

4.4.1 Invoicing is accepted via email, regular mail or Fax; preferably by email to [email protected]. The County of Grande Prairie’s payment terms are NET 30 unless otherwise posted on the invoice submitted. Cheque runs are processed weekly on Tuesday. For immediate payments, the invoice must be coded and signed by the proper authority and submitted to the accounts payable department no later than Friday to make it into the following cheque run. An EFT deposit is the preferable means of payment and can be set up upon request to the accounts payable department. Physical cheques are sent in regular mail on Wednesdays.

4.4.2 All invoices submitted for payment must be checked over and “signed off” by a project-knowledgeable representative of the Contractor. Failure to do so may result in rejection of the invoice.

4.4.3 The Contractor must include an Expenditure Report with each invoice, which must include the costs represented by the current invoice and must be attached to the current invoice for easy reference. The Report must identify the work completed and/or an itemized list of expenses, including all applicable receipts.

4.4.4 The Contractor is required to provide the following information on each invoice:

a) the legal name of the entity or individual, as applicable, i.e. the name associated with the Social Insurance Number (SIN) or Business Number (BN), as well as the address and the postal code;

b) the status of the Contractor, i.e. individual, unincorporated business, corporation or partnership;

c) for individuals and unincorporated businesses, the Contractor’s SIN and, if applicable, the BN, or if applicable, the Goods and Services Tax (GST) number;

d) for corporations, the BN, or if this is not available, the GST number. If there is no BN or GST number, the T2 Corporation Tax number must be shown.

4.5 Federal Goods and Services Tax (GST) Program

4.5.1 The Contractor's GST number is ___________________________.



Page 18 of 27

5. Resulting Agreement Form

5.1 Articles of Agreement

These Articles of Agreement are made as of the ___ day of _____________ 2019.

between

COUNTY OF GRANDE PRAIRIE NO. 1

(referred to in the Agreement as "the County")

and

(referred to in the Agreement as the "Contractor").

Your Tender dated the ___ day of ______ 2019, in response to RFT # PS-2019-0027 is accepted to sell to the County, in accordance with the terms and conditions set out herein, referred to herein or attached hereto, the goods and services listed herein and on any attached sheets at the price or prices set out herein.

The County and the Contractor agree as follows:

5.1.1 Agreement

5.1.1.1 The following documents and any amendments relating thereto form the Agreement between the County and the Contractor:

a) these Articles of Agreement;

b) the document attached hereto as Section 5.2 and entitled "General Terms and Conditions", referred to herein as the General Terms and Conditions;

c) the document attached hereto as Section 5.3 and entitled "Supplementary Conditions", referred to herein as the Supplementary Conditions;

d) the document attached hereto as Section 4. and entitled "Basis of Payment", referred to herein as the Basis of Payment;

e) the document attached hereto as Section 2. and entitled "Statement of Requirement", referred to herein as the Statement of Requirement; and

f) the Contractor's Tender dated the ___ day of ______ 2019 in response to RFT #PS-2019-0027.

5.1.1.2 In the event of discrepancies, inconsistencies or ambiguities of the wording of these documents, the wording of the document that first appears on the above list shall prevail over the wording of a document subsequently appearing on the list.


Page 19 of 27

5.1.2 Date of Completion and Description

5.1.2.1 The Contractor shall, between the date of these Articles of Agreement and the ___ day of ______ 2019, perform and complete with care, skill, diligence and efficiency the work that is described in the Statement of Requirement.

5.1.3 Agreement Amount

5.1.3.1 Subject to the terms and conditions of this Agreement and in consideration for the performance of the work, the County shall pay to the Contractor, in accordance with Section 4. Basis of Payment:

a) A sum not to exceed $_______________

5.1.4 Appropriate Law

5.1.4.1 This Agreement shall be governed by and construed in accordance with the laws in force in the Province of Alberta.

5.1.5 County Representative

5.1.5.1 For the purpose of the Agreement, the County hereby designates Clint Diederich as the County Representative.

5.1.5.2 For the purpose of the Agreement, the County hereby designates Dale Van Volkingburgh as the Project Authority.

5.1.6 Notices

5.1.6.1 Where in the Agreement any notice, request, direction, or other communication is required to be given or made by either party, it shall be in writing and is effective if delivered in person, sent by registered mail, by telegram or by telex addressed to the party for whom it is intended at the address mentioned in the Agreement and any notice, request, direction or other communication shall be deemed to have been given if by registered mail, when the postal receipt is acknowledged by the other party; by telegram, when transmitted by the carrier; and, by telex, when transmitted. The address of either party may be changed by notice in the manner set out in this provision.


Page 20 of 27

This Agreement has been executed on behalf of the Contractor and on behalf of the County of Grande Prairie No. 1 by their duly authorized officers.

FOR THE CONTRACTOR

Name

Title

Date Signature

FOR THE COUNTY OF GRANDE PRAIRIE NO. 1

SIGNED AND SEALED IN THE PRESENCE OF

Name

Title

Date Signature

Name

Title

Date Signature


Page 21 of 27

5.2 General Terms and Conditions

5.2.1.1 The General Terms and Conditions found on the County of Grande Prairie’s website at https://www.countygp.ab.ca/assets/Government/Docs/General%20Terms%20and%20Conditions.pdf are hereby incorporated by reference into this agreement.

5.3 Supplementary Conditions

5.3.1 Language

5.3.1.1 The language of work and all deliverables shall be English.

5.3.1.2 Include any option for additional languages here

5.3.2 Insurance

5.3.2.1 The Contractor shall provide the following insurance, to be placed with a company and in a form as may be acceptable to the County of Grande Prairie. This insurance shall remain in force until the date of the Certificate of Total Performance, unless otherwise stipulated, and shall provide for thirty (30) days' prior notice of cancellation, lapse, or material charge.

• Comprehensive General Liability Insurance protecting the County, the Contractor, and their respective servants, agents or employees against damages arising from personal injury (including death) and claims for property damage which may arise out of the operations of the Contractor, its subcontractors, and their respective servants, agents or employees under the Agreement. This insurance shall be for an amount of not less than $2,000,000 inclusive per occurrence and shall include a standard form of cross liability clause. Complete operations coverage shall be maintained for at least 12 months after the date of the Certificate of Total Performance, and proof of same provided to the County.

• Automobile/Mobile Equipment Liability Insurance on all licensed vehicles owned by or leased to the Contractor, protecting against damages arising from bodily injury (including death) and from claims for property damage arising from the operations of the Contractor, its servants, agents or employees. This insurance shall be for an amount of $2,000,000.00 inclusive per accident. The Contractor's equipment insurance covering all equipment owned or rented by the Contractor and its servants, agents, or employees against all risks of loss or damage shall have coverage sufficient to allow for immediate replacement, and shall contain a waiver of subrogation against the County.

5.3.2.2 Certificates of Insurance, reflecting evidence of the required insurance, may be filed with the County of Grande Prairie prior to the commencement of the work. These Certificates, if requested, shall contain a provision that coverage afforded under these policies will not be cancelled until at least thirty (30) days prior written notice has been given to the County of Grande Prairie. Policies shall be issued by companies authorized to do business under the laws of the Province of Alberta.

5.3.2.3 Insurance shall be in force until all work required to be performed under the terms of the Contract are satisfactorily completed as evidenced by the formal acceptance by the County of Grande Prairie. In the event the Insurance Certificate provided indicates that the insurance shall terminate and lapse during the period of this Contract, the Contractor shall furnish, at least thirty (30) days prior to the expiration date of such insurance, a renewed Certificate of

https://www.countygp.ab.ca/assets/Government/Docs/General%20Terms%20and%20Conditions.pdf


Page 22 of 27

Insurance as proof that equal and like coverage for the balance of the period of the Contract and extension hereinafter is in effect.

5.3.2.4 The Contractor shall not continue to work pursuant to this Contract unless all required insurance remains in full force and effect.

5.3.3 Indemnity

5.3.3.1 Indemnification: The Contractor shall hold harmless the County, their employees and agents from any and all claims, demands, actions and costs whatsoever that may arise directly or indirectly out of any act or omission of the Contractor, his employees, agents or sub-contractors, in the performance of the Work.

The obligation of the Contractor under this General Specification shall apply only to the extent that such claims, demands, actions and costs do not arise out of a negligent act or omission of the County, the Engineers, their agents or employees.

Such Hold Harmless shall survive the Contract.

5.3.4 Environmental Purchasing

5.3.4.1 The County is committed to the principles of sustainable development and will apply environmentally sound practices in fulfilling its mandate in the planning and provision of materials, services and programs. Contractors are encouraged to adopt and promote environmentally sound practices and introduce environmentally sound goods, materials and services when dealing with the County.

5.3.5 Security Requirements

5.3.5.1 Information pertaining to the County of Grande Prairie obtained by the Contractor as a result of participation in this Contract is confidential and must not be disclosed without written authorisation from the County of Grande Prairie.

5.3.6 Warranties / Guarantees

5.3.6.1 Standard of Practice: The Contractor warrants that it will exercise reasonable care in performing the Services set forth in this Agreement and in a professional and workmanlike manner, consistent with industry standards and practices. The Contract shall provide qualified and, where required, suitably licensed personnel to perform Services. No other representation, warranty or guarantee, expressed or implied, is made or intended in this Agreement, or in any report, opinion, document or otherwise with respect to the subject matter of the Agreement.


Page 23 of 27

ANNEX 1 CERTIFICATIONS

Compliancy with Terms and Conditions

The Bidder, by signing below, hereby certifies that it has read the RFT in its entirety, including the Statement of Requirement, and signifies compliance with and acceptance of all the articles, clauses, terms and conditions contained or referenced in this RFT document.

FOR THE CONTRACTOR

Date Signature

Status of Personnel

If the Bidder has proposed any person in fulfillment of this requirement who is not an employee of the Bidder, the Bidder hereby certifies that it has written permission from such person (or the employer of such person) to propose the services of such person in relation to the work to be performed in fulfillment of this requirement and to submit such person’s résumé to the County Representative.

During the Tender evaluation, the Bidder MUST, upon the request of the County Representative, provide a copy of such written permission, in relation to any or all employees proposed. The Bidder agrees that failure to comply with such a request may lead to disqualification of the Bidder’s Tender from further consideration.

FOR THE CONTRACTOR

Date Signature

Submission Declaration

By submitting this Tender I / We agree to comply with the requirements stated in this RFT and the subsequent Contract if I / We are awarded the Work.

My/Our Business License Number is: _________________.

Each Bidder shall acknowledge receipt of each addendum by signing the addendum(s) and including with their Tender. Failure to do so may result in the Tender being considered non-responsive.

DECLARATION The Bidder further declares that he has complied in every respect with all the instructions to Bidders, that he has read all Addenda, if any, issued prior to the opening of Tenders, and that the Bidder has satisfied


Page 24 of 27

itself fully relative to all matters and conditions with respect to all the terms and conditions of the Agreement and all relevant information to which this Tender pertains.

ANTI-COLLUSION STATEMENT The undersigned, as Bidder, declares under oath that no other person has any interest in this Tender or in any resulting agreement to which this Tender pertains, that this Tender is not made with connection or arrangement with any other persons and without collusion or fraud.

FOR THE CONTRACTOR

Date Signature


Page 25 of 27

ANNEX 2 RECEIPT CONFIRMATION FORM

Request for Tender No.: PS-2019-0027

FOR: Crossroads Pond Dewatering

Receipt Confirmation Form

Please complete this form and return with Tender submission to:

Clint Diederich

10001 – 84 Ave. Clairmont, AB, T8X 5B2

Email:

Failure to return this form may result in no further communication regarding this RFT.

COMPANY: _________________________________________________________________________ ADDRESS:__________________________________________________________________________ CITY & PROVINCE:________________________________________ POSTAL CODE:_____________ CONTACT PERSON:__________________________________________________________________ TELEPHONE:____________________________________________ FAX:_______________________ EMAIL ADDRESS:____________________________________________________________________

I have received a copy of the above noted RFT. I authorize the County of Grande Prairie No. 1 to send further correspondence concerning this RFT by the following method:

COURIER COLLECT: [ ]

MAIL: [ ]

EMAIL: [ ]

I understand that whether or not I submit a Bid, that our status as a potential supplier to the County of Grande Prairie in the future will not be affected. SIGNATURE

DATE

PRINT NAME

TITLE


Page 26 of 27

ANNEX 3 ADDITIONAL BACKGROUND / REFERENCE MATERIALS

1. Company Name

Address

City / Province / Postal Code

Contact Person

Title

Telephone

Description of Work Performed

Comments

2. Company Name

Address


Contact Person

Title

Telephone


Comments

3. Company Name

Address


Contact Person

Title

Telephone


Comments


Page 27 of 27

ANNEX 4 – PROJECT INFORMATION MAPS

(Next 2 pages)

Documents

RFT - Goods - Template · documentation, to meet certain defined technical, performance and time frame objectives (as ... Tender meeting the requirements, or it may award no Contract