– FORM OF PROPOSAL SCHEDULE C RFP Project Title:

SCHEDULE C – FORM OF PROPOSAL

Graffiti Abatement Services (Civic Buildings & Parks Facilities) RFP Project Title:

RFP Reference No.: 1220-030-2014-004

Legal Name of Proponent:

Contact Person and Title:

Business Address:

Telephone:

Fax:

E-Mail Address:

TO:

City Representative:

Address:

Richard Oppelt, Purchasing Manager,

City of Surrey (New City Hall)

Reception Counter, Ground Floor - Tender Depository Box

13450 104 Avenue

Surrey, BC V3T 1V8

Dear Sir:

1.0 I/We, the undersigned duly authorized representative of the Proponent , having received and carefully reviewed all of the Proposal documents, including the RFP and any issued addenda posted on the City Website, and having full knowledge of the Site, and having fully informed ourselves as to the intent, difficulties, facilities and local conditions attendant to performing the Services, submit this Proposal in response to the RFP.

2.0 I/We confirm that the following schedules are attached to and form a part of this

Proposal:

Schedule C-1 – Statement of Departures;

Schedule C-2

– Proponent’s Experience, Reputation and Resources;

Schedule C-3 – Proponent’s Technical/Management Proposal; and

Schedule C-4 – Proponent's Financial Proposal.

3.0 I/We confirm that this proposal is accurate and true to best of my/our knowledge.

GRAFFITI ABATEMENT SERVICES RFP # 1220-030-2014-004 Page 42 of 58

4.0 I/We confirm that, if I/we am/are awarded the agreement, I/we will at all time be the

“prime contractor” as provided by the Worker's Compensation Act (British Columbia) with respect to the Services. I/we further confirm that if I/we become aware that another contractor at the place(s) of the Services has been designated as the “prime contractor”, I/we will notify the

City immediately, and I/we will indemnify and hold the City harmless against any claims, demands, losses, damages, costs, liabilities or expenses suffered by the City in connection with any failure to so notify the City.

This Proposal is submitted this _______ day of _______________, 201 _ .

I/We have the authority to bind the Proponent.

________________________________________

(Legal Name of Proponent)

_________________________________________

(Signature of Authorized Signatory)

________________________________________

(Signature of Authorized Signatory)

_________________________________________

(Print Name and Position of Authorized Signatory)

________________________________________

(Print Name and Position of Authorized Signatory)


1.

3.

2.

SCHEDULE C-1 - STATEMENT OF DEPARTURES

I/We have reviewed the proposed Contract attached to the RFP as Schedule “B”. If requested by the City, I/we would be prepared to enter into that Contract, amended by the following departures (list, if any):

Section Requested Departure(s) / Alternative(s)

The City of Surrey requires that the successful Proponent have the following in place before commencing the Services : a) b) c) d) e) f)

Workers’ Compensation Board coverage in good standing and further, if an

“Owner Operator” is involved, personal operator protection (P.O.P.) will be provided,

Workers' Compensation Registration Number ___________________________;

Prime Contractor qualified coordinator is Name: _______________ and Contact Number: _________________________;

Insurance coverage for the amounts required in the proposed Contract as a minimum, naming the City as additional insured and generally in compliance with the City’s sample insurance certificate form (available on the City's web site at www.surrey.ca

(go to Doing Business , then Insurance Certificates ) titled City of

Surrey Certificate of Insurance Standard Form);

City of Surrey business license;

If the Proponent's Goods and Services are subject to GST, the Proponent's GST

Number is _____________________________________; and

If the Proponent is a company, the company name indicated above is registered with the Registrar of Companies in the Province of British Columbia, Canada,

Incorporation Number ___________________________________.

As of the date of this Proposal, we advise that we have the ability to meet all of the above requirements except as follows (list, if any):


I/We offer the following alternates to improve the Services described in the RFP (list, if any):



4. The Proponent acknowledges that the departures it has requested in Sections 1, 2 and 3 of this Schedule C-1 will not form part of the Contract unless and until the City agrees to them in writing by initialling or otherwise specifically consenting in writing to be bound by any of them.

- END OF PAGE -


SCHEDULE C-2 - PROPONENT’S EXPERIENCE, REPUTATION AND RESOURCES

Proponents should provide information on the following (use the spaces provided and/or attach additional pages, if necessary):

(i) Location of branches, background, stability, structure of the Proponent;

(ii) Proponent’s relevant experience and qualifications in delivering Services similar to those required by the RFP;

(iii) Proponent’s demonstrated ability to provide the Services;

(iv) Proponent’s equipment servicing resources, capability and capacity, as relevant;

(v)

Proponent’s references (company name, contact name, and telephone number).

The City's preference is to have a minimum of three references;

(vi) Proponents should provide information on the background and experience of all key personnel proposed to undertake the Services (use the spaces provided and/or attach additional pages, if necessary):

Key Personnel

Name:

Experience:

Dates:

Project Name:

Responsibility:

Name:

Experience:

Dates:

Project Name:

Responsibility:

Name:

Experience:

Dates:

Project Name:

Responsibility:


Sub-contractors

(vii) Proponents should provide the following information on the background and experience of all sub-contractors proposed to undertake a portion of the Services

(use the spaces provided and/or attach additional pages, if necessary):

DESCRIPTION OF

SERVICES

SUB-

CONTRACTORS

NAME

YEARS OF

WORKING WITH

CONTRACTOR

TELEPHONE

NUMBER AND

EMAIL

- END OF PAGE –


SCHEDULE C-3 - PROPONENT’S TECHNICAL / MANAGEMENT PROPOSAL

This section provides the City with a better understanding of the business and technical objectives to be provided by the Proponent. Provide responses to the following:

1. Capability, Technical Knowledge and Management Approach:

Provide a narrative describing:

 your firm’s resources, strengths, and attributes and how those items would be used to perform the Services required;

 your firm’s operations and maintenance capability, explain how your company will meet the

Cit y’s needs;

 your firm’s ability to enhance service quality [strategies, or concepts] reduce costs, or otherwise improve the performance of the Services to be provided;

 your communications resources, including on-line internet access [the technical ability to send jpeg files with statistical information and digital pictures (before and after)], cell phones, two-way radio communications, use of hand held computers, to maintain contact with the City and in the event of an accident will allow for immediate contact with emergency response units. This must include the ability to have complaint messages left twenty-four (24) hours per day;

 methodology used on the organization of patrols on a daily or weekly basis covering the entire City to ensure graffiti is timely reported and removed; and

 your procedures and process regarding your capability, technical knowledge and experience to provide:

(a) Scratchitti Removal process to all glass panes, including the installation of a sacrificial film; and

(b) Graffiti Barrier / Anti-Graffiti Coatings for all types of surfaces.

2. Start-Up Plan:

Provide a narrative describing:

 your firm’s plan of operation, including:

(a) working with the various department representatives and other to develop a graffiti abatement Services program; and

(b) methods for implementing such a plan;

 identify the issues that will need to be addressed in the start-up and your plan for addressing these matters; and,

 all major activities you will perform during the contract start-up.

3. Preventive Maintenance Program:

Provide a narrative describing how your proposed preventive maintenance program would operate. At a minimum, this should include but not limited to the following:

(a) demonstrate that your organization has an established preventive maintenance program;

(b) innovative and pro-active initiatives to reduce graffiti; describe how you will encourage stopping graffiti (i.e. incentive of fixed fee means you'll have less work but receive the same dollar compensation);

(c) automated maintenance management information system; and

(d) levels of inspections, intervals, and the types of inspections and/or components serviced at each interval.


4.

5.

6.

Staffing Plan:

Provide a staffing plan identifying:

 the project's staff.

Describe their duties and qualifications for the specific responsibilities assigned to them. Indicate the amount of time that the principal members of the project's staff will devote to the project;

 details of your back-up staffing plan, in the event of illness, vacation or injury to staff assigned to this work; and

 sub-contractors to be used, describing the arrangement with the Proponent as well as their role in performing project Services.

Quality Control Program:

A statement explaining how your proposed Quality Control Program would operate. At a minimum, this should include but not limited to the following:

 demonstrate that your organization has an established quality control plan, for identifying and preventing deficiencies in the quality of Services. General performance monitoring and supervision of the service is a fundamental requirement. Include herein information regarding systems you utilize to measure baseline service levels, addressing staff changes, site familiarity and the company’s ability to provide evidence of monitoring of performance; and,

 include a copy of your quality control program and additional supportive information.

Occupational Health and Safety Program:

A narrative explaining your occupational health and safety program:

 demonstrating that your organization has an established Occupational Health & Safety

Program that fully meets the requirements of the W.C.B.; and,

 providing a copy of their Occupational Health and Safety Program.

- END OF PAGE -


SCHEDULE C-4

PROPONENT’S FINANCIAL PROPOSAL

Indicate the Proponent’s proposed fee (excluding GST), and the basis of calculation (use the spaces provided and/or attach additional pages, if necessary).

Schedule of Rates:

Item

No.

A

B

C

Civic Buildings

Park Sites - South

Park Sites - North

Disbursements

Description Estimated

Number of Hours

Hourly

Rate

Subtotal:

LUMP SUM FEE

Total Price

(12 Month

Period)

GST:

TOTAL PROPOSAL PRICE:

Additional Expenses:

The proposed Contract attached as Schedule "B" to the RFP provides that expenses are to be included within the Fees, other than the expenses listed in the Contract as Disbursements.

Details of Disbursements are to be shown in the chart above. Please indicate any expenses that would be payable in addition to the proposed Fees and proposed Disbursements set out above:

Payment Terms:

A cash discount of ______% will be allowed if account is paid within _____ _______ days, or the

_________ day of the month following, or net 30 days, on a best effort basis.


SCHEDULE C-4

PROPONENT’S FINANCIAL PROPOSAL (Continued)

Payment by the City of these Fees will be full payment for the Services and the Contractor will not be entitled to receive any additional payment from the City regardless of the number of visits required to each facility / site. Each site is to be priced separately. The proposed prices must be all inclusive for providing the Services specified and described herein. This service must conform to all applicable codes and regulations and the proposed price(s) must include the cost of complying with all applicable codes and regulations during the life of the Agreement.

If, in addition to the total proposed price, there are any other charges or other financial obligations required of the City, they must be clearly identified and quantified.

Buildings are to include all exterior surfaces, including the perimeter. Parks are to be priced from “curb-tocurb”, unless otherwise stated below.

Park washrooms are to include all exterior and interior walls. Graffiti on the walls inside the washrooms is not to be considered as outside of scope. It will not be accepted as an outside scope and therefore, no add-ons will be applicable.

The following sections may be awarded in whole, or in part by each facility, or each park, or by grouping. The

City has the right to not award any part of the agreement.

A. CIVIC BUILDINGS

Newton Ice Arena

Newton Library

Facilities

Bridgeview Community Centre

Chuck Bailey Recreation Centre

Don Christian Recreation Centre

Fleetwood Recreation Centre

Fraser Heights Recreation Centre

Monthly Rate

$_______________________

$_______________________

$_______________________

$_______________________

$_______________________

$_______________________

$_______________________

Extended Amount for 12 Months

$___________________________

$___________________________

$___________________________

$___________________________

$___________________________

$___________________________

$___________________________


Facilities Monthly Rate Extended Amount for 12 Months

Newton Seniors Centre

Newton Wave Pool

North Surrey Recreation Centre

Sunnyside Hall

Surrey Fraser Clinic

$_______________________

$_______________________

$_______________________

$_______________________

$_______________________

$___________________________

$___________________________

$___________________________

$___________________________

$___________________________

$___________________________

B.

Civic Buildings Sub-Total:

(Carry this Sub-Total to Schedule C-4 [on page #50])

PARK SITES

– SOUTH

Park Site

Bakerview Park

Blackie Spit Park

Cloverdale Athletic Park

Cloverdale Youth Park

Crescent Beach Park

Crescent Park

Hazelnut Meadows Community Park

Monthly Rate

$_______________________

$_______________________

$_______________________

$_______________________

$_______________________

$_______________________


$_________________________

$_________________________

$_________________________

$_________________________

$_________________________

$_________________________


Hillcrest Park

Kabbadi Park

Park Site Monthly Rate

$_______________________

$_______________________

$_______________________


$_________________________

$_________________________

$__________________________

Katzie Park

Unwin Park

Kwomais Point Park

Magee Park

Sunnyside Park

Tamanawis Park

Serpentine Greenway

South Surrey Athletic Park

South Surrey Athletic Park

– North

– South

$_______________________

$_______________________

$_______________________

$_______________________

$_______________________

$_______________________

$_______________________

$_______________________

$_______________________

Park Sites

– South Sub-Total:


$_________________________

$__________________________

$_________________________

$_________________________

$__________________________

$__________________________

$__________________________

$__________________________

$__________________________

$__________________________


C. PARK SITES

– NORTH

Park Site

AHP Matthew Park

Bear Creek Youth Park

– only

Chuck Bailey Youth Park – only (Removals only)

Dominion Park

Erma Stephenson Park

Fleetwood Park

Fraser Heights Youth Park

Fraser Heights Tennis Courts – all courts

Hawthorne Park

Hjorth Road Park

Holland Park

Lionel Courchene Park

North Surrey Community Park

Monthly Rate

$_______________________

$_______________________

$_______________________

$_______________________

$_______________________

$_______________________

$_______________________

$_______________________

$_______________________

$_______________________

$_______________________

$_______________________

$_______________________


$___________________________

$___________________________

$___________________________

$___________________________

$___________________________

$___________________________

$___________________________

$___________________________

$___________________________

$___________________________

$___________________________

$___________________________

$___________________________


5.

Park Site Monthly Rate Extended Amount for 12 Months

Royal Kwantlen Park

Surrey Sports & Leisure Park, Skate Board Park Only

Whalley Athletic Park

Park Sites

– North Sub-Total:


$_______________________

$_______________________

$_______________________

$___________________________

$___________________________

$___________________________

$___________________________

D. Additional Services

In addition to the Services, the City invites information about any additional, optional Services that the Proponent provides. A Proponent may submit information for other Services that the Proponent feels would be in the best interest of the City. The City may be interested in the following optional Services.

Item Description Unit Price Per

1.

2.

3.

4.

Anti - Graffiti Coatings

Graffiti Abatement Services.

[Additional Sites/Buildings.]

Building Interior

Building Exterior

Building Interior

Building Exterior

Scratchitti Removal [includes all labour, and materials] $

$

$

$

$

Installation of Sacrificial Film [includes all labour, materials and equipment]

Refresh Sacrificial Anti-Graffiti Coatings [includes all labour, materials and equipment]

$

$

Square Foot

Square Foot

Square Foot

Square Foot

Square Foot

[ State ]

[ State ]


6.

7.

The following table is for the Proponent to list pricing for One-Off requests for sites that are not listed as service locations. Proponent should list pricing for various types of graffiti management approaches (eg. removal, paint out, etc.) for various types of surfaces. Pricing should be in unit cost per square foot:

Item Description Unit Price Per

$

$

Square Foot

Square Foot

8.

9.

10.

$

$

Square Foot

Square Foot

11.

12.

$

$

$

Square Foot

Square Foot

Square Foot

13. $ Square Foot

E. CALL OUT CHARGES AND CANCELLATION CHARGES PER EACH REQUEST FOR SERVICE IF A FACILITY IS NOT

INCLUDED ABOVE.

PARTICULARS HOURLY RATE

MINIMUM

HOURS

MINIMUM

CHARGE

CALL OUT CHARGES DURING NORMAL WORKING

HOURS OF 7:30 A.M. TO 6:00 P.M. (MONDAY THROUGH

FRIDAY). EXCLUDING STATUTORY HOLIDAYS.

$ $

CALL OUT CHARGES AFTER NORMAL WORKING

HOURS (MONDAY THROUGH FRIDAY). EXCLUDING

STATUTORY HOLIDAYS.

CALL OUT DURING WEEKENDS AND STATUTORY

HOLIDAYS.

RATES QUOTED INCLUDE THE FOLLOWING NUMBER

OF PERSONNEL.

CANCELLATION CHARGE.

$

$

$

$

$


ATTACHMENT 1

RISK, HEALTH & SAFETY

Responsibility of Contractor(s)

The City of Surrey strives to maintain a safe work environment for employees and contractors and insists upon the enforcement of safe practices and procedures in all premises and in all work activities. It is essential that all contractors and their employees and sub-contractor(s) perform in the same manner.

As a contractor to the City of Surrey, you are expected to conform to the requirements of the Workers’

Compensation Act, the WCB Occupational Health and Safety Regulation and to all federal, provincial and local laws and regulations. Any City of Surrey employee has the authority to order an unsafe act to cease or to have an unsafe piece of equipment removed from the premises or, in extreme situations, to shut down a job entirely.

The following information is provided as typical City of Surrey requirements, but does not relieve the contractor from complying with all applicable local, provincial and federal laws, regulations and bylaws.

PERSONNEL

You are expected to inform your employees of any potential hazard in the workplace and advise of appropriate action to be taken should a hazard be found or a fire or accident occur.

Contractors shall restrict persons invited on the premises to employees only. No families or friends are permitted.

The contractor shall advise the City of any on-sit e accidents involving the contractor’s employees, or injuries to others caused by the contractor’s business.

GENERAL SAFETY RULES

Horseplay, gambling and the use of alcohol or narcotics will not be tolerated.

Orderliness and good housekeeping are basic requirements and must be maintained at all times.

Any equipment, which could create a hazard, must be maintained in good condition.

Restricted and controlled products shall be labeled, used and stored in accordance with the associated regulations, e.g. WHMIS.

Contractors shall use a regular system of inspections to detect and correct hazardous conditions, safety violations and unsafe working practices on the job site.

Contractors shall ensure their employees utilize proper safety equipment and clothing as required for job site activities.

Contractors must follow and have on site proper written safe work procedures for hazardous work, e.g. confined space entry, lockout, excavations and shoring, etc.

All ladders must be of an approved type and length. Unacceptable ladders must be removed immediately from the premises.


All vehicles and equipment on City property must be kept in safe mechanical condition at all times, and be operated only by persons with a valid driver’s license and/or proper training and qualifications.

Contractors shall not operate any equipment, valves, switches, etc., which are part of the City’s operation, unless specific permission is received from the City representative.

Accumulation of oily rags, combustible refuse or similar fire hazards will not be tolerated.

Your safety record and attitude are important criteria used to judge your qualification for future bidding on solicitations with the City of Surrey.

You can help ensure employee safety and your eligibility for future business with the City if you exhibit and practice a “Safe Work - Safe City” attitude.

- END OF PAGE -


– FORM OF PROPOSAL SCHEDULE C RFP Project Title:

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