SCHEDULE C – FORM OF PROPOSAL
RFP Project Title:
Preventative Maintenance and Refrigeration Services for Arena
Mechanical Systems (5 locations)
RFP Reference No.:
1220-030- 2011-016
Legal Name of Proponent:
Contact Person and Title:
Business Address:
Telephone:
Fax:
E-Mail Address:
TO:
City Representative:
Address:
Telephone:
Fax:
Email for PDF Files:
Kam Grewal, Acting, Purchasing & AP Manager
Finance & Technology Dept.
Purchasing Section
City of Surrey, 6645 – 148th Street, Surrey, BC Canada V3S 3C7
604-590-7274
604-599-0956
purchasing@surrey.ca
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
Goods and 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 Proposal (Services);
Schedule C-4 – Proponent's Technical Proposal (Schedule); and
Schedule C-5 – Proponent’s Financial Proposal.
3.0
I/We confirm that this proposal is accurate and true to best of my/our knowledge.
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4.0
I/We confirm that, if I/we am/are awarded the Agreement, I/we will at all times 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 _________________________, 2011.
I/We have the authority to bind the Proponent.
_______________________________________
(Name of Proponent)
______________________________________
(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)
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SCHEDULE C-1 - STATEMENT OF DEPARTURES
1.
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
2.
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 Website Standard Certificate of
Insurance;
City of Surrey business license;
If the Proponent's Goods and Services are subject to HST, the Proponent's HST 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):
Section
3.
Requested Departure(s) / Alternative(s)
I/We offer the following alternates to improve the Services described in the RFP (list, if any):
Section
Requested Departure(s) / Alternative(s)
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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.
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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 (name and telephone number). The City's preference is to have a
minimum of three references. Provide contact information and names of corporate clients
(government preferred). Proponent is currently supplying same or similar Services to;
(vi)
Proponent’s financial strength (with evidence such as financial statements, bank references);
(vii)
Provide list of personnel currently employed with the Proponent that have obtained the required
qualifications (BCTQ), refrigeration technician, gas fitter, etc. The City may request verification
and copies of certificates for any personnel listed. Only qualified personnel will be permitted to
provide Services to the City. (use the spaces provided and/or attach additional pages, if
necessary):
Key Personnel
Name:
Experience:
Responsibility:
Qualifications
Name:
Responsibility:
Qualifications
Name:
Responsibility:
Qualifications
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(viii)
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
Preventative Maintenance Services RFP 1220-030-2011-016
YEARS OF
WORKING WITH
PROPONENT
TELEPHONE NUMBER
AND EMAIL
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SCHEDULE C-3 - PROPONENT’S TECHNICAL PROPOSAL (SERVICES)
Proponents should provide the following (use the spaces provided and/or attach additional pages, if
necessary):
(i)
a narrative that illustrates an understanding of the City’s requirements and Services;
(ii)
a description of the general approach and methodology that the Proponent would take in
performing the Services including specifications and requirements;
(iii)
a narrative that illustrates how the Proponent will complete the scope of Services, manage the
Services, and accomplish required objectives within the City’s schedule;
(iv)
a description of the standards to be met by the Proponent in providing the Services;
(v)
share your corporate vision for future enhancements, new technology or expanded services;
(vi)
details of Services support offered, including but not limited to technical, billing, sales,
demonstration hardware, account reviews, etc.;
(vii)
describe Proponents sustainability initiatives relating to the environmental impacts. The
environmental attributes (green) of their Goods and Services. Anticipated objectives (eg. carbon
neutral). Information pertaining to Proponents environmental policies, programs and practices.
Confirm that the Contractor complies with any applicable objective;
(viii)
does your firm have a written safety program in place that meets the requirements of the Workers’
Compensation Board? If Yes, please include a copy. If No, please describe how safety training
is accomplished;
(ix)
does your firm have a quality assurance program? If Yes, please provide a copy of your program.
If No, describe how quality assurance is accomplished;
(x)
please provide information on what makes your firm innovative, what is your competitive
advantage, and what other services your firm provides that would assist or be of benefit to the
City; and
(xi)
provide information any initiatives, programs implemented and product choices that the Service
provider has that could be considered an environmental, financial/economic, social/ethically
sustainable value;
(xii)
provide a detailed narrative of the proposed work to be done on start-up and shut down of each
ice arena. Include a written schedule of maintenance to be include recommended service hours
for major equipment inspections;
(xiii)
provide a detailed narrative regarding proposed specifications a basic compressor overhaul; and
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SCHEDULE C-4 - PROPONENT’S TECHNICAL PROPOSAL (SCHEDULE)
Proponents should provide an estimated schedule, with major item descriptions and time indicating a
commitment to provide the Goods and perform the Services within the time specified (use the spaces
provided and/or attach additional pages, if necessary).
Provide a sample implementation plan that details the transition and time elements of your proposed
Services including the following: Time line/project chart showing events, responsibilities and task
ownership, description the major steps and success criteria for each.
Where a change in Service providers is required, the Proponent would be fully responsible for executing a
seamless changeover, minimizing or eliminating City staff time and inconvenience during the changeover
(provide change over plan with Proposal).
MILESTONE DATES __________________________________
ACTIVITY
1
Preventative Maintenance Services RFP 1220-030-2011-016
2
3
4
SCHEDULE
5
6
7
8
9
10
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SCHEDULE C-5 - PROPONENT’S FINANCIAL PROPOSAL
The following table is a general indication of how a Proponent should organize their financial information
to assist the Evaluation Team in evaluating Proposals. The City is asking for clear, concise and
comprehensive information that clearly outline all Goods, Services and all fees, or selection of fees,
(where applicable).
Indicate the Proponent’s proposed fee (excluding HST), and the basis of calculation (use the spaces
provided and/or attach additional pages, if necessary) as follows (as applicable):
Table A - Schedule of Prices (Cost for performance of the required maintenance based on scope
of Services and equipment inventory):
Item
No.
BUILDING
HOURS PER
INSPECTION
ANNUAL
INSPECTION
1
CLOVERDALE ARENA
2
NEWTON ARENA
3
NORTH SURREY
ARENAS (2)
4
SOUTH SURREY
ARENA
SURREY SPORTS &
LEISURE COMPLEX
ARENAS (3) (SSLC)
5
BI-ANNUAL COST
PER INSPECTION
($)
COMPRESSORS
ONLY
(A)
ANNUAL COST
($)
PER
INSPECTION
PROPOSED
ANNUAL
COST
(A + B)
(B)
Subtotal:
(Including but not limited to all Services described in the RFP)
HST:
$
TOTAL PROPOSAL PRICE:
$
$
For greater certainty, labour rates, costs of general management, non-technical supporting
services, general overheads, general requirements, truck charges, fuel, fuel surcharges, and profit
are deemed to be covered by the above Fees and will not be subject to additional payment by the
City.
NOTES:







Pricing is based on allowing adequate time to perform the required maintenance procedures as
listed in Schedule A;
All required maintenance will be carried out by certified Journeyman.
Repairs will not be carried out without the approval of the City.
Any conditions of concern will be addressed immediately to the City.
All safety rules and procedures laid out by the City and Worksafe BC will be strictly adhered to.
Hourly rate after hours shall be calculated to cover all applicable costs and labour.
Unscheduled work shall be invoiced at the respective hourly rate and claims shall be made for
actual hours worked.
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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.
Table B List of Separate Prices:
The following is a list of Separate Price(s) and forms part of this RFP, upon the acceptance of any or all of
the Separate Price(s). The Separate Prices are an addition or a deduction to the Total Proposal Price
and do not include HST. DO NOT state a revised Total Proposal Price.
NOTE: ASSESSMENT OF EXISTING PLANT CONDITION AND COST OF THIS ASSESSMENT.
PROVIDE A DETAILED ESTIMATE OF ANY ADDITIONAL REPAIRS REQUIRED OR FIRST TIME
STARTUP COSTS.
Estimated Assessment Cost: $
CLOVERDALE ARENA
Estimated Additional Repairs Cost: $
NEWTON ARENA
NORTH SURREY ARENAS (2)
SOUTH SURREY ARENA
SURREY SPORTS & LEISURE
COMPLEX ARENAS (3) (SSLC)
Estimated First Time Start-up Costs:
$
Estimated Cost of Basic Annual
Compressor overhaul:
$
Estimated Assessment Cost:
$
Estimated Additional Repairs Cost:
$
Estimated First Time Start-up Costs:
$
Estimated Cost of Basic Annual
Compressor overhaul
$
Estimated Assessment Cost:
$
Estimated Additional Repairs Cost:
$
Estimated First Time Start-up Costs:
$
Estimated Cost of Basic Annual
Compressor overhaul
$
Estimated Assessment Cost:
$
Estimated Additional Repairs Cost:
$
Estimated First Time Start-up Costs:
$
Estimated Cost of Basic Annual
Compressor overhaul
$
Estimated Assessment Cost:
$
Estimated Additional Repairs Cost:
$
Estimated First Time Start-up Costs:
$
Estimated Cost of Basic Annual
Compressor overhaul
$
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Table C: State Labour rates for the following coverage periods and mark-up for parts and
materials.
The following hourly rates and parts pricing are for work not covered in the Preventive Maintenance Work
Plans i.e. vandalism.
NOTES:

Hourly Labour rates are all inclusive, including without limitation, wages, benefits, vehicles, fuel
and fuel surcharges, tools, equipment, specialty tools and equipment, mobilization and
demobilization, overhead and profit.

Unscheduled work shall be invoiced at the respective hourly rate and claims shall be made for
actual hours worked.

The following labour rates are firm for a minimum period of thirty-six months.
1.
Regular Working Hours - MONDAY THRU FRIDAY, 7:00 a.m. – 6:00 p.m. –
(includes emergency service requests)
Refrigeration Mechanic:
Apprentice:
Labourer:
2.
$ ____________ / hr.
$ ____________ / hr.
$ ____________ / hr.
(Excludes HST)
After hours, Weekends & Holidays (includes emergency service requests)
Refrigeration Mechanic:
Apprentice:
Labourer:
¹$ ____________ / hr.
¹$ ____________ / hr.
¹$ ____________ / hr.
(Excludes HST)
¹ALL SERVICES PERFORMED OTHER THAN MONDAY THROUGH FRIDAY FROM 7:00 AM TO
6:00 PM AND EMERGENCY CALLS SHALL BE CHARGED AT NO MORE THAN 1 1/2 TIMES
THE FIXED HOURLY RATE FOR THE INDIVIDUAL PERFORMING THE SERVICE.
3.
Mark-up rate on parts, materials, rental equipment and sub-contractors costs:
Proponent’s Invoice Plus (Under $_______________)
²_______________ %
Proponent’s Invoice Plus (Over $_______________)
²_______________ %
²Original invoices for all parts shall be made available to the City upon request.
4.
Discount on materials purchased from Proponent:
_______________ %
Service Call Out Charge including Emergencies:
³$_______________
³FOR GREATER CERTAINTY, AFTER HOURS EMERGENCY CALL OUT FEE SHALL
INCLUDE ALL APPLICABLE LABOUR RATES, GENERAL CONDITIONS, OVERHEAD COSTS,
CHARGE FOR TRAVEL TIME, CHARGE FOR VEHICLE (INCLUDING MILEAGE), FUEL, FUEL
SURCHARGES AND ALL RELATED COSTS ASSOCIATED WITH CALL OUTS.
ALL
CHARGES LISTED ABOVE ARE INCLUSIVE; THE CITY WILL NOT BE RESPONSIBLE FOR
CHARGES THAT ARE NOT INCLUDED ON THIS PRICE SHEET.
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Contact Phone Numbers:
Contractors shall provide one or more telephone numbers for contacting a company representative at
anytime, regular time, after regular working hours and for emergency repair service.
Name and Phone Number
1.
During Regular Working Hours
7:00 a.m. to 6:00 p.m. Monday through Friday.
2.
After Regular Working Hours
3
Emergency
Supplemental Notes:
The selected refrigeration service contractor will provide the following information as part of their
proposal:
 Approximate cost for each arena for performance of the required maintenance (based on scope
of work and equipment inventory)
 List of qualified personnel including mechanic that will be dedicated to this service and back up.
 Response time for weekday daytime hours
 Response time for work outside of weekday daytime hours
 Service report form
 Cost and specifications of basic annual compressor overhaul
 References
 Assessment of existing plant condition required and cost of this assessment. Provide a detailed
estimate of any additional repairs required or first time start up costs.
 Detail the work to be done on start up and shut down of each arena. Provide written schedule of
maintenance included recommended service hours for major equipment inspections.
RDO 7/17/16 10:11 PM
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