SCHEDULE B - QUOTATION RFQ Title: Towing Services and Storage Facility Requirements RFQ No.: 1220-040-2012-015 CONTRACTOR Legal Name: ___________________________________________________________________ Address: ______________________________________________________________________ Phone: _______________________________________________________________________ Fax: _________________________________________________________________________ Email: ________________________________________________________________________ CITY OF SURREY City Representative: Kam Grewal, CMA, BBA, Corporate Audit Manager, Acting Purchasing and Accounts Payable Manager Address: City of Surrey, City Operations Works Yard, Purchasing Section, 1st. Floor, 6645-148th Street, Surrey, BC V3S 3C7 Fax: 604-599-0956 E-mail for PDF Files: purchasing@surrey.ca 1. If this Quotation is accepted by the City, a contract will be created as described in: (a) the Agreement; (b) the RFQ; and (c) other terms, if any, that are agreed to by the parties in writing. 2. Capitalized terms used and not defined in this Quotation will have the meanings given to them in the RFQ. Except as specifically modified by this Quotation, all terms, conditions, representations, warranties and covenants as set out in the RFQ will remain in full force and effect. 3. I/We have reviewed the RFQ Attachment 1 - Agreement. If requested by the City, I/we would be prepared to enter into the Agreement, amended by the following departures (list, if any): Section 4. Requested Departure(s) / Alternative(s) The City requires that the successful Contractor have the following in place before providing the Goods and Services: (a) 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: _________________________________; (b) Prime Contractor qualified coordinator is Name: ________________________________ and Contact Number: __________________________; (c) Insurance coverage for the amounts required in the Agreement 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 see Standard Certificate of Insurance (d) City of Surrey business license Number: ________________________________________; (e) If the Contractor's Goods and Services are subject to HST, the Contractor's HST Number is ___________________________________________; and (f) If the Contractor is a company, the company name indicated above is registered with the Registrar of Companies in the Province of British Columbia, Canada, Incorporation Number _______________________________________________. RFQ (Goods and Services) #1220-040-2012-015 PAGE 59 of 79 As of the date of this Quotation, we advise that we have the ability to meet all of the above requirements except as follows (list, if any): Requested Departure(s) / Alternative(s) 5. The Contractor acknowledges that the departures it has requested in Sections 3 and 4 of this Quotation will not form part of the Agreement unless and until the City agrees to them in writing by initialing or otherwise specifically consenting in writing to be bound by any of them. SECTION B-1 Changes and Additions to Specifications and Scope: 6. In addition to the warranties provided in the Agreement, this Quotation includes the following warranties: 7. I/We have reviewed the RFQ Attachment 1, Schedule A – Scope of Services. If requested by the City, I/we would be prepared to meet those requirements, amended by the following departures and additions (list, if any): Requested Departure(s) / Alternative(s) / Addition(s) RFQ (Goods and Services) #1220-040-2012-015 PAGE 60 of 79 SECTION B-2 8. FEES AND PAYMENTS: The Contractor offer to supply to the City of Surrey the Goods and Services for the prices plus applicable taxes as follows: 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. Description Abandoned Vehicle Administration Fee: Tows Charged Direct to the Public: Storage Fees Charged Direct to the Public: Estimated Average Quantity of Vehicles per year Rate Discounted Rate Based on Estimated Average Quantity of Vehicles Per Year (or less) Based on Higher than Estimated Average Quantity of Vehicles Per Year (if applicable) $ _______________ per month * By-law Impounded Vehicles Abandoned Vehicles Claimed by Owner Drop charge (By-law Impounded Vehicles and Abandoned Vehicles) By-law Impounded Vehicle/Equipment Storage: 50% of the ICBC Rate Surrey RCMP Impounded Vehicle/Equipment Storage: State the Rates (for first 10 days) and progressive discount thereafter Abandoned Vehicle/Equipment Storage: ICBC Rates ICBC Rates ICBC Rates ICBC Rates Tows Charged Direct to the City: City Vehicles Surrey RCMP Vehicles Surrey RCMP seized Vehicles for crime investigations City directed Vehicle relocation Free towing and related Services to City: The Contractor(s) shall provide annually up to 10 towing and related Services free of charge for City and Surrey RCMP Vehicles only. This free towing and related Services, subject to the same specifications and criteria imposed on the Contractor(s) customers. Normal Service: ICBC Rate less a discount of ____________ % Priority Service: ICBC Rates Normal Service: $________ less a discount of Services Charged Direct to the City: General service call not requiring towing services – e.g. dead battery, flat tire, etc. ¹ ______ % Priority Service: $________ less a discount of ¹ _____ % Long-term Storage Fees Charged Direct to the City (with applicable discounts): (State Progressive Discounts) By-law Impounded Vehicle/Equipment Storage: ICBC Rates with progressive discounts Abandoned Vehicle/Equipment Storage: Surrey RCMP seized or otherwise vehicles: ICBC Rates with progressive discounts ICBC Rates with progressive discounts Hourly rate when a Vehicle is removed or recovered in unusual circumstances that involves extraordinary time (e.g. severe weather, road conditions) or equipment and where the additional fee has been approved by the Surrey RCMP O/ic. or Acting Manager, By-law Enforcement & Licensing Services: Standby Time RFQ (Goods and Services) #1220-040-2012-015 ICBC Rates ICBC Rates PAGE 61 of 79 SECTION B-2 (CONT’D) (c) Compensation to the City: The Contractor shall guarantee and pay a monthly minimum revenue source to the City as follows: GUARANTEED MINIMUM MONTHLY REVENUE SOURCE TO THE CITY: Notwithstanding the above, the Contractor shall guarantee and pay a monthly minimum revenue source to the City of $25,000 per month or 10% of the Contractor’s monthly gross, whichever is determined to be greater amount for any given month. For the $_________________________ purposes of the RFQ and comparing Quotations, Contractor may submit Quotations reflecting this minimum monthly revenue source or an offer of greater value to the City. _________________% Proceeds of Scrap Vehicle Disposal: Further to Schedule A, Section 9, the Contractor is to outline below the remuneration to be paid to the City per each Vehicle disposed of as scrap. _____________________________________________________________________________________________________________ _________________________________________________________________________________________________________ Notes: ¹ adjusted annually on the Agreement anniversary date based on the change in the Consumer Price Index for all items for Surrey (“CPI”) during the previous one-year period as published in the Statistics Canada publication of consumer prices indexes for Regional Cities in Canada. SECTION B-3 Time Schedule: 9. Contractors should provide an estimated schedule, with major item descriptions and time indicating a commitment to perform the Services within the time specified (use the spaces provided and/or attach additional pages, if necessary) ACTIVITY SCHEDULE IN _________________ (State) 1 RFQ (Goods and Services) #1220-040-2012-015 2 3 4 5 6 7 PAGE 62 of 79 SECTION B-4 Key Personnel & Sub-Contractors: 10. Contractor should provide information on the background and experience of all key personnel proposed to undertake the Services, setting out their names (include your field operations supervisor, and safety supervisor contact information), responsibilities and relevant experience (use the spaces provided and/or attach additional pages, if necessary) Key Personnel Name: Experience: Dates: Project Name: Responsibility: 11. Sub-Contractor(s) and/or Owner/Operators drivers list: All subcontractors are the responsibility of the Contractor. The Contractor agrees that the subcontractors shown below are the subcontractors that he proposes to use to carry out the Services and, subject to their approval by the City; the Contractor agrees to engage the listed subcontractors and not others in their stead, without the prior written authorization of the City. Nothing contained in any Contract Documents shall create any contractual relationship between the subcontractors and the City. The Contractor agrees that if he is awarded an Agreement, he will bind every subcontractor by the terms of the Agreement between the Contractor and the City. (use the spaces provided and/or attach additional pages, if necessary): (If no subcontractors will be used, indicate “Not Applicable”.) Sub-Contractor(s) and/or Owner/Operator Address: Contact Person: Telephone Number: Tow Vehicle Quantity and Class: Tow Vehicle Permit #: Sub-Contractor(s) and/or Owner/Operator Address: Contact Person: Telephone Number: Tow Vehicle Quantity and Class: Tow Vehicle Permit #: Sub-Contractor(s) and/or Owner/Operator Address: Contact Person: Telephone Number: Tow Vehicle Quantity and Class: Tow Vehicle Permit #: RFQ (Goods and Services) #1220-040-2012-015 PAGE 63 of 79 SECTION B-5 Experience and References: 12. Contractor's relevant experience and qualifications in delivering Goods and Services similar to those required by the RFQ (use the spaces provided and/or attach additional pages, if necessary): 13. Contractor’s references (name and telephone number) (use the spaces provided and/or attach additional pages, if necessary). The City's preference is to have a minimum of three references: Company Name: Address : Phone: Fax: Key Contact: Email: Company Name: Address : Phone: Fax: Key Contact: Email: Company Name: Address : Phone: Fax: Key Contact: Email: RFQ (Goods and Services) #1220-040-2012-015 PAGE 64 of 79 SECTION B-6 SUPPLEMENTAL INFORMATION Billing System and Cash Handling and Security: 14. A ____________________________ (computerized or manual) billing system is used. Ad-hoc management reports, as, if and when requested by the Surrey RCMP O/ic or the Manager, By-law and Licensing Services or their duly authorized representatives _______________ (are or are not) available within a reasonable time of the request. Contractor to enclose with their Quotation samples of reports that would be made available to the City. If applicable, Cost of reports: _________________________________________________________________ 15. Describe cash handling and security procedures including frequency of deposits, maximum/minimum cash held overnight and whether a safe will be on site: 16. Report Deadlines: The Services detailed in the RFQ are time sensitive. Delayed Service and reports may result in increased costs to the City. Please detail how you are prepared to be held financially accountable for reporting that does not meet the required timelines: 17. Overflow Storage Site for By-law Impounded Vehicles: Please describe the location and capacity of the By-law Impounded Vehicle overflow storage site: If the site is leased, provide details of the lease: RFQ (Goods and Services) #1220-040-2012-015 PAGE 65 of 79 SECTION B-6 (CONT’D) SUPPLEMENTAL INFORMATION 18. Drivers' Remuneration: The following information is submitted to the City in confidence to assist the City in evaluating the probability of the Contractor being able to provide a Service, which meets the level of effectiveness required by the City. This information shall not be released by the City except to the extent required by law. a) During the term of the Agreement, Towing Vehicle drivers employed by the Contractor and providing Services on behalf of the City shall be paid in accordance with the rate schedule shown below. It is understood that during the term of the Agreement, this remuneration may increase from time-to-time, but shall, at no time, be less than the rates shown below unless otherwise agreed in writing by the City. HOURLY RATE SCHEDULE (DRIVERS EMPLOYED BY THE CONTRACTOR) Light Duty Medium Duty Heavy Duty (LD) (MD) (HD) Number of Drivers: ____________ ____________ ___________ Hourly Rate: $___________ $___________ $__________ b) During the term of the Agreement, Contract Broker - drivers contracted by the Contractor and providing Services on behalf of the City shall be paid in accordance with the rate schedule shown below. It is understood that during the term of the Agreement, this remuneration may increase from time to time, but shall, at no time, be less than the rates shown below unless otherwise agreed in writing by the City. HOURLY RATE SCHEDULE (BROKER – DRIVERS EMPLOYED BY THE CONTRACTOR) 19. Light Duty Medium Duty Heavy Duty (LD) (MD) (HD) Number of Drivers: ____________ _____________ ____________ Hourly Rate: $___________ $____________ $___________ Primary Towing Vehicles: (a) A minimum number of light duty:_____________ (state quantity); medium duty: ____________ (state quantity); and heavy duty ________________ (state quantity); Towing Vehicles meeting the requirements set out by ICBC for registered towers shall be provided to perform the services. (b) Primary Towing Vehicles which would normally be assigned to these Services are listed below: Vehicle No. License No. Make/Model GVW Year Vehicle Considered To Be LD/MD/HD 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. RFQ (Goods and Services) #1220-040-2012-015 PAGE 66 of 79 SECTION B-6 (CONT’D) SUPPLEMENTAL INFORMATION 19. Primary Towing Vehicles (Cont’d): Vehicle No. License No. Make/Model GVW Year Vehicle Considered To Be LD/MD/HD 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25 20. Special Events: During special events the City may request additional Towing Vehicles. In addition to the number of Towing Vehicles listed above, the maximum number of Towing Vehicles the Contractor could provide as, when and if requested to do so by the City is: ______________________________________. 21. 22. Lead time required to obtain additional Towing Vehicles is ____________________ calendar days / hours. Training: (a) Describe the scope of operator driver training and safety training which staff and drivers have had (or will have had) prior to being assigned to provide the Services: (b) Describe what professional development/training initiatives your organization makes available to your staff to enable ongoing professional development and up to date knowledge. RFQ (Goods and Services) #1220-040-2012-015 PAGE 67 of 79 SECTION B-6 (CONT’D) SUPPLEMENTAL INFORMATION 23. Scrap Vehicle Disposal Procedure: Description of the procedure pertaining to Abandoned Vehicles and the disposal of Scrap Vehicles is described below: 24. Company Profile: Insert a brief description of Contractor's company, purpose, and history of successes: 25. Contractor’s Complaint Procedure: Insert a brief description of Contractor's complaint procedure and complaint resolution process: 26. Standards: Insert a brief description of the standards to be met by the Contractor in providing the Services: 27. Proposed Tow Yard (Detail Fully): (a) Registered Owner(s) of Property: (Name and Address) (b) Civic Address of Storage Yard: (c) Legal Description: (d) Current Zoning: (e) If proposed site is now owner occupied, please provide relevant details: (i.e. Lease, Terms, Special Condition(s) under which occupancy is granted or limited to, etc.) Description of Site Features (Detail Fully): (f) Landscape and fencing/screening in place or proposed: RFQ (Goods and Services) #1220-040-2012-015 PAGE 68 of 79 (g) General Description of Site Buildings (Include Site Plan (include outline of secured storage area/building for vehicles impounded for Police investigations) with your Quotation): 28. Computerized Business Towing Management Software: A. Names, qualifications and experience of personnel that would be assigned to perform the installation and training of the software and project management. B. Specific plans for providing the proposed goods including: List of proposed equipment/goods/etc. that would be made available as required to support the system. C. Time frame when the software is available, installed and when training would be given shall be supplied via a project management plan. An outline for said plan shall be submitted including particulars regarding timelines and dates of milestones. IMPLEMENTATION SCHEDULE Milestone Dates: Start Date: _________________________________ WORK DESCRIPTION IN WEEKS 1 2 3 4 5 6 7 8 9 10 11 12 13 NOTE: Substantial completion is anticipated no later than _________________________. If at any time, the Contractor discovers that the Implementation Schedule cannot be met, it will immediately advise the City in writing and provide with a revised Schedule. 29. I/We the undersigned duly authorized representatives of the Contractor, having received and carefully reviewed the RFQ and the Agreement, submit this Quotation in response to the RFQ. This Quotation is executed by the Contractor this _______ day of _______________, 2012. CONTRACTOR I/We have the authority to sign on behalf of the Contractor. ________________________________________ (Legal Name of Contractor) _________________________________________ (Signature of Authorized Signatory) _________________________________________ ________________________________________ (Signature of Authorized Signatory) ________________________________________ (Print Name and Position of Authorized Signatory) (Print Name and Position of Authorized Signatory) RFQ (Goods and Services) #1220-040-2012-015 PAGE 69 of 79 SCHEDULE B – ATTACHMENTS: 1. SAMPLE CITY OF SURREY – CERTIFICATE OF INSURANCE. 2. ICBC MATERIAL DAMAGE BULLETIN – TOWING – FUEL SURCHARGE, DATED OCTOBER 01, 2010. 3. ICBC TOWING RATE AND PAYMENT SCHEDULE – JULY 1, 2010. 4. INFORMATION REGARDING LETTER OF CREDIT. 5. ESTIMATE OF PARTICULAR TOWING SERVICES PROVIDED TO THE CITY OF SURREY DURING THE YEARS 2007 THROUGH 2010. RFQ (Goods and Services) #1220-040-2012-015 PAGE 70 of 79 SCHEDULE B - ATTACHMENT 1 SAMPLE CITY OF SURREY – CERTIFICATE OF INSURANCE RFQ (Goods and Services) #1220-040-2012-015 PAGE 71 of 79 SCHEDULE B - ATTACHMENT 2 ICBC MATERIAL DAMAGE BULLETIN – TOWING – FUEL SURCHARGE, DATED OCTOBER 01, 2010 RFQ (Goods and Services) #1220-040-2012-015 PAGE 72 of 79 SCHEDULE B - ATTACHMENT 3 ICBC TOWING RATE AND PAYMENT SCHEDULE – JULY 1, 2010 RFQ (Goods and Services) #1220-040-2012-015 PAGE 73 of 79 RFQ (Goods and Services) #1220-040-2012-015 PAGE 74 of 79 SCHEDULE B – ATTACHMENT 4 INFORMATION REGARDING LETTER OF CREDIT. LETTER OF CREDIT INQUIRIES CITY OF SURREY Finance & Technology Department 14245 - 56 Avenue, Surrey British Columbia, Canada V3X 3A2 Telephone (604) 591-4150 Fax (604) 591-4488 To: Financial Institutions Dear Sir/Madam: Re: Letters of Credit The City of Surrey is continuing to grow rapidly with many new development projects resulting in a substantial increase in the number of Letters of Credit we’re processing. To ensure that we provide the best service to our developers, we require each financial institution to use our standard Letter of Credit form ensuring specific information is properly included. We have detailed the key components of this document for your information. We manage the Letters of Credit as follows: For all Letter of Credit adjustments, changes and drawdowns we will issue letters directly to the financial institutions and a copy to the developer. We will either send these documents through the mail or Fax the appropriate material directly. All copies of amendments issued by financial institutions and sent to us must be sent in duplicate so that we can acknowledge receipt on the second copy and return to the sender. All certified cheques requested by the City as part of a Letter of Credit reduction, must accompany the reduced Letter of Credit when submitted to us. We must have both documents to accept the reduced Letter of Credit. The City’s Letter of Credit coordinator, can answer any questions you may have regarding our Letters of Credit. She can be reached at 591-4150. Thank you for your cooperation. Yours truly, Vivienne Wilke Manager, Taxation & Cash Management Division RFQ (Goods and Services) #1220-040-2012-015 PAGE 75 of 79 A Letter of Credit, to be acceptable by the City of Surrey, must contain the following: 1. The name of the person or company, known as the applicant, who has requested the establishment of the Letter of Credit. 2. If the applicant is not the developer named in the agreement, the Letter of Credit must be issued as “on behalf of ...”. e.g., John Doe (applicant) on behalf of Mary Jane Doe (developer). 3. The purpose for which the Letter of Credit is being established. Some common examples are: Engineering Works Development Cost Charges Landscaping Damage Deposit 4. The Surrey project number, legal description of property or civic address. 5. The amount of the Letter of Credit. 6. The expiry date which must be at least one (1) year from issue date. 7. An automatic extension clause. 8. The Letter of Credit must be addressed to the City of Surrey (the beneficiary). 9. Drawings against the Letter of Credit are to be made in writing. Partial drawings may be made. 10. The statement that the Letter of Credit is irrevocable up to the expiry date. 11. The financial institution will not inquire as to whether or not the City has a right to make demand on the Letter of Credit. 12. The address, phone number and contact name of the Financial Institution. The Letter of Credit must be written on original financial institution letterhead. RFQ (Goods and Services) #1220-040-2012-015 PAGE 76 of 79 Financial Institution Letterhead IRREVOCABLE LETTER OF CREDIT BENEFICIARY: CITY OF SURREY 14245 - 56 Avenue SURREY, BC V3X 3A2 DATE OF ISSUE: APPLICANT/FOR THE ACCOUNT OF: AMOUNT: CAD $ DEVELOPER/ON BEHALF OF: PROJECT NO. LETTER OF CREDIT NO.: EXPIRY DATE: CIVIC ADDRESS: PURPOSE OF LETTER OF CREDIT: Engineering Works We hereby authorize you to draw on the ______ (name of the Financial Institution and address) for the account of the above applicant and/or developer up to the aggregate amount of $_______ (enter amount in alpha and numeric formats). Available by sight draft for 100% of value: 1. 2. 3. 4. 5. 6. Drawings are to be made in writing to ______ (financial institution and full address). Partial drawings may be made. The financial institution will not inquire as to whether or not the City of Surrey has a right to make demand on the letter of credit. This letter of credit is irrevocable up to the expiry date. Drafts must be drawn and negotiated no later than the close of business day by the above expiry date. It is a condition of this letter of credit that it shall be deemed to be automatically extended without amendment from year to year from the present or any future expiration date hereof, unless at least 30 days prior to the present or any future expiration date, we notify you in writing by registered mail, that we elect not to renew for any additional period. Amount of this credit may be reduced from time to time only by the amount drawn upon it by you or by formal notice in writing received by us from you that you desire such reduction. Request for any amendment or extension must be made directly to ______ (financial institution name). We engage to honour presentations submitted within the terms and conditions indicated above. The drafts drawn under this credit are to be endorsed hereon and shall state on their face that they are drawn under the above noted financial institution and address. This irrevocable letter of credit is subject to the uniform custom and practice for documentary credits 1993 revision, i.c.c., publication number 500. __________________________ Authorized signature Phone Number RFQ (Goods and Services) #1220-040-2012-015 __________________________ Authorized signature Phone Number PAGE 77 of 79 Financial Institution Letterhead AMENDMENT TO LETTER OF CREDIT BENEFICIARY: CITY OF SURREY 14245 - 56 Avenue SURREY, BC V3X 3A2 DATE OF ISSUE: APPLICANT/FOR THE ACCOUNT OF: AMOUNT: CAD LETTER OF CREDIT NO.: EXPIRY DATE: PROJECT NO. DEVELOPER/ON BEHALF OF: CIVIC ADDRESS: PURPOSE OF LETTER OF CREDIT: Engineering Works Please amend our letter of credit no. ____________________ as follows: Extension Date to: ________________________________ Reduce amount to: ________________________________ Other: _________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ All other terms and conditions of this credit shall remain unchanged. __________________________ Authorized signature Phone Number __________________________ Authorized signature Phone Number __________________________ Amendment Confirmed (Date) __________________________ For City of Surrey (Authorized Signature) RFQ (Goods and Services) #1220-040-2012-015 PAGE 78 of 79 SCHEDULE B – ATTACHMENT 5 ESTIMATE OF PARTICULAR TOWING SERVICES PROVIDED TO THE CITY OF SURREY DURING THE YEARS 2007 THROUGH 2010 Table A – Calls Received: Year 2007 2008 2009 2010 Abandoned 625 607 510 172 MVA 2591 2192 1857 1806 Police Calls 5260 5257 5681 5097 Table B – City Vehicles: Year 2007 2008 2009 2010 Quantity 124 214 176 182 Table C – Bylaws: Year 2007 2008 2009 2010 Quantity 935 1272 2544 1871 Note: The above estimated are provided for information purposes only and are not in any way to be construed as an accurate representation or guarantee of future volumes. RFQ (Goods and Services) #1220-040-2012-015 PAGE 79 of 79