REQUEST FOR QUOTATIONS
Title:
3 ONLY – RUBBER TIRED
4 X 4 BACKHOE / LOADER
Reference No.:
1220-40-39-10
FOR THE SUPPLY OF GOODS
TABLE OF CONTENTS
1.
INTRODUCTION ..........................................................................................................................................3
2.
ADDRESS FOR DELIVERY ........................................................................................................................3
3.
DATE..............................................................................................................................................................3
4.
INQUIRIES ....................................................................................................................................................3
5.
ADDENDA ....................................................................................................................................................4
6.
DURATION OF QUOTATION .....................................................................................................................4
7.
NO CONTRACT ............................................................................................................................................4
8.
ACCEPTANCE ..............................................................................................................................................4
9.
CONTRACTOR'S EXPENSES ......................................................................................................................4
10.
CONTRACTOR'S QUALIFICATIONS ........................................................................................................4
11.
CONFLICT OF INTEREST ...........................................................................................................................4
12.
SOLICITATION OF COUNCIL MEMBERS, CITY STAFF AND CITY CONSULTANTS ......................4
13.
CONFIDENTIALITY ....................................................................................................................................4
14.
SIGNATURE..................................................................................................................................................5
SCHEDULE A – SPECIFICATIONS OF GOODS ............................................................................................................. 6
SCHEDULE B – GENERAL TERMS AND CONDITIONS ............................................................................................. 9
SCHEDULE C – FORM OF QUOTATION ...................................................................................................................... 16
RFQ No. 1220-40-39-10
Page 2 of 25
REQUEST FOR QUOTATIONS
1.
INTRODUCTION
The City of Surrey (the “City”) invites contractors to provide a quotation on the form attached as Schedule
C, Attachment #1 (the "Quotation") for the supply of the goods described in Schedule A (the “Goods”).
The description of the Goods sets out the minimum requirements of the City. A person that submits a
Quotation (the "Contractor") should prepare a Quotation that meets the minimum requirements, and may
choose, in addition, to also include goods or terms that exceed the minimum requirements.
2.
ADDRESS FOR DELIVERY
The Contractor will submit the Quotation to the City at the office of:
Kam Grewal, BBA, CMA
Acting Purchasing & AP Manager
Address:
6645 – 148 Street
Surrey, BC V3S 3C7
Fax:
E-mail for PDF Files:
604-599-0956
purchasing@surrey.ca
Faxed Quotations are permitted and PDF files can be emailed, but a Contractor bears all risk that the City's
fax equipment functions properly so that the City receives the Quotation. Contractors preferring to submit
hard copies of their quote, should provide one original unbound and three copies (4 in total).
3.
DATE
The City would prefer to receive Quotations on or before May 31, 2010. The City's office hours are 8:30
a.m. to 4:00 p.m., Monday to Friday, except statutory holidays.
4.
INQUIRIES
All inquiries related to this Request for Quotations ("RFQ") will be directed in writing to:
Kam Grewal, BBA, CMA
Acting Purchasing & AP Manager
at Address:
6645-148th Street
Surrey, BC
V3S 3C7
Fax:
Telephone:
Email:
604-599-0956
604-590-7274
purchasing@surrey.ca
Inquiries should be made no later than three (3) days before Closing Time. The City reserves
the right
not to respond to inquiries made within three (3) days of the Closing Time.
Inquiries and responses will be
recorded and may be distributed to all Contractors at the
discretion of the City.
RFQ No. 1220-40-39-10
Page 3 of 25
5.
ADDENDA
If the City determines that an amendment is required to this RFQ, the City will post a written addendum on
the City website at www.surrey.ca (the "City Website") and upon posting will be deemed to form part of
this RFQ. Upon submitting a Quotation, Contractors will be deemed to have received notice of all addenda
that are posted on the City Website.
6.
DURATION OF QUOTATION
The Quotation will be open for acceptance by the City until:
(a) the date specified in this RFQ or in a Quotation; or
(b) as described in a subsequent written notice which the Contractor may send to the City.
7.
NO CONTRACT
This RFQ is simply an invitation for quotations (including prices and terms) for the convenience of all
parties. It is not a tender and no obligations of any kind will arise from this RFQ or the submission of
Quotations. The City may negotiate changes to any terms of a Quotation, including terms in Schedules A
and B and including prices, and may negotiate with one or more Contractors or may at any time invite or permit
the submission of quotations (including prices and terms) from other parties who have not submitted
Quotations.
8.
ACCEPTANCE
A Quotation will be an offer to the City which, subject to Section 6, the City may accept at any time by
signing the copy of the Quotation and delivering it to the Contractor. A Quotation is not accepted by the
City unless and until both the authorized signatory and the purchasing representative has signed
Attachment (#1-#7) on behalf of the City. Delivery of the signed Quotation by the City may be by fax.
9.
CONTRACTOR'S EXPENSES
Contractors are solely responsible for their own expenses in preparing and submitting Quotations, and for
any meetings, negotiations or discussions with the City or its representatives and consultants, relating to or
arising from the RFQ. The City will not be liable to any Contractor for any claims, whether for costs,
expenses, losses or damages, or loss of anticipated profits, incurred by the Contractor in preparing and
submitting a Quotation, or participating in negotiations for a contract, or other activity related to or arising
out of this RFQ.
10.
CONTRACTOR'S QUALIFICATIONS
By submitting a Quotation, a Contractor represents that it has the expertise, qualifications, resources, and
relevant experience to supply the Goods and Services.
11.
CONFLICT OF INTEREST
A Contractor must disclose in its Quotation any actual or potential conflicts of interest and existing
business relationships it may have with the City, its elected or appointed officials or employees. The City
may rely on such disclosure.
12.
SOLICITATION OF COUNCIL MEMBERS, CITY STAFF AND CITY CONSULTANTS
Contractors and their agents will not contact any member of the City Council, City staff or City consultants
with respect to this RFQ, other than the contact person named in Section 4, at any time prior to the award of
a contract or the cancellation of this RFQ.
13.
CONFIDENTIALITY
RFQ No. 1220-40-39-10
Page 4 of 25
All Quotations become the property of the City and will not be returned to the Contractor. All Quotations
will be held in confidence by the City unless otherwise required by law. Contractors should be aware the
City is a "public body" defined by and subject to the Freedom of Information and Protection of Privacy Act
of British Columbia.
14.
SIGNATURE
The legal name of the person or firm submitting the Quotation should be inserted in the Quotation. The
Quotation should be signed by a person authorized to sign on behalf of the Contractor and include the
following:
15.
(a)
If the Contractor is a corporation then the full name of the corporation should be included, together
with the names of authorized signatories. The Quotation should be executed by all of the
authorized signatories or by one or more of them provided that a copy of the corporate resolution
authorizing those persons to execute the Quotation on behalf of the corporation is submitted;
(b)
If the Contractor is a partnership or joint venture then the name of the partnership or joint venture
and the name of each partner or joint venturer should be included, and each partner or joint
venturer should sign personally (or, if one or more person(s) have signing authority for the
partnership or joint venture, the partnership or joint venture should provide evidence to the
satisfaction of the City that the person(s) signing have signing authority for the partnership or joint
venture). If a partner or joint venturer is a corporation then such corporation should sign as
indicated in subsection (a) above; or
(c)
If the Contractor is an individual, including a sole proprietorship, the name of the individual
should be included.
HARMONIZED SALES TAX (HST):
The general transitional rules for the wind down of PST and GST as it relates to City
This change is a result of the new HST tax being implemented on July 1, 2010.
purchases.
GENERAL RULES:
On July 1, 2010, the existing B.C. PST would generally cease to apply to:
-
a sale of goods where the goods are delivered and ownership of the goods is transferred to the City on
or after July 1, 2010;
-
a sale of services to the extent the services are performed on or after July 1, 2010 (however, the PST
would apply where all or substantially all of the service is provided before July 2010); and,
-
goods brought into B.C. on or after July 1, 2010
RFQ No. 1220-40-39-10
Page 5 of 25
SCHEDULE A - SPECIFICATIONS OF GOODS
SCOPE:
The purpose of these specifications is to describe
THREE (3) Only – RUBBER TIRED 4 X 4 BACKHOE / LOADER
NOTE:
The City plans to purchase the quantity listed above, but may order additional units in the future.
A Contractor, who shall assume responsibility for coordinating the activities of all equipment suppliers, shall
provide equipment specified in this RFQ. The Contractor shall ensure that all components are compatible. The
completed unit(s) shall be tested for proper operation before delivery.
ITEMS TO BE INCLUDED WITH QUOTE:
All major components of the requested equipment should be manufactured or distributed by the original equipment
manufacturer and advertised on a factory brochure as a standard or optional component.
Contractor is to include the factory brochure with the quote. Features and/or minimums listed on this included
brochure as factory-required minimum for the size of the unit quoted to be included in the quote so that the piece of
equipment being offered by the Contractor not only meets these specifications, but also includes factory-listed
requirements for its particular size. In other words, equipment that has had its features or size reduced to below
what the factory says is necessary will not be acceptable.
SAFETY:
All material and equipment to be provided under the RFQ to conform to the latest applicable sections of the
I.E.M.C. and Society of Automotive Engineers Handbook, Codes, BCSHA/OSHA and Recommended Practices,
but, in no case, to be contrary to the laws of the Province and/or Federal Government.
PRE-INSPECTION OF EQUIPMENT:
The City of Surrey reserves the right to pre-inspect any or all manufactured equipment and/or manufacturing
facilities prior to awarding a contract, to determine compliance with these specifications.
WARRANTY
The Contractor shall be responsible for and disposition of all warranty claims against the entire unit. The Contractor
to furnish a “no-charge” invoice (to include all parts and labour) for each warranted claim.
Terms of the warranty are to be stated in the Quotation.
Vehicle warranty to be stated on the Quotation, but in no case to be less than one (1) year parts and labour from the
date of final acceptance by the City. Warranty shall be provided against malfunction or other unsatisfactory
conditions due to defective equipment, materials or workmanship.
The warranty is to be submitted and made a part of the Quotation. The warranty shall be inclusive of all costs
associated with picking up the equipment (and/or parts thereof) from, and returned to, Fleet Services, Surrey, British
Columbia, F.O.B., for all required warranty work. Transportation from the City to the Contractor’s repair facility is
to be the Contractor’s responsibility, at the City’s request.
NOTE: Warranty work may be conducted at Fleet Services Shop by City personnel, if the Contractor chooses.
However, the Contractor must agree to pay the City the existing shop rate for the services provided.
DELIVERY AND SHIPPING NOTIFICATION:
RFQ No. 1220-40-39-10
Page 6 of 25
Shipping notices and the completed units shall be delivered to:
City of Surrey
Fleet Services
6645–148th Street
Surrey, BC V3S 3C7
Invoice to:
Invoices shall be delivered with vehicle to the address above.
Documents required for delivery of equipment:
The successful Contractor shall provide all parts and operational manuals for the equipment being installed. All
items called for in the specifications, including, but not limited to, the necessary manuals, must be supplied to the
City before the final invoice can be processed. The Application for Certificate of Title must have the following
address:
City of Surrey
Fleet Services
6645 – 148th Street
Surrey, BC V3S 3C7
1.
2.
3.
4.
5.
6.
7.
8.
9.
Application for Certificate of Title
Priced Invoice Copy
Equipment Parts Line Sheet
Pre-Delivery Inspection Report
Warranty Books
Parts, Service and Operator’s Manuals, Lists and Drawings (as per specs.)
Statement of Origin
Copy of Weight Slip with All Components
Complete Vehicle Document
AVAILABILITY:
In the event items ordered become unavailable and cannot be supplied out of current model year production; a unit
deemed by the City to be equal must be supplied. If a substitute is not available or acceptable, then a similar unit
from the next model year must be supplied at the same price. If time does not permit this, the order can be
cancelled; the unit purchased from another source and the Contractor will reimburse the City for all excess costs
over the contract price.
TECHNICAL REQUIREMENTS
1.
GENERAL:
Quotes are requested for the purchase of
THREE (3) Only – RUBBER TIRED 4 X 4 BACKHOE / LOADER
as per the enclosed technical specifications.
A.
Quotes to include all costs for delivery of completed unit F.O.B. City of Surrey, Fleet Services, located at
6645 – 148th Street, Surrey, BC, V3S 3C7.
RFQ No. 1220-40-39-10
Page 7 of 25
B.
All equipment to be new, unused and of the manufacturer’s current production model and is to be sold,
prepared and delivered to the City by a franchised dealer.
C.
All accessories and features listed herein to comply with and meet or exceed all requirements of FMVS
Act and British Columbia Motor Vehicle Act and be supplied by the original equipment manufacturer.
D.
All units supplied to utilize the latest technology, accessories and features offered on a standard retail
unit whether or not they are called for in this specification.
E.
It is the responsibility of the successful Contractor to ensure that the equipment arrives without damage
and in a timely manner.
RFQ No. 1220-40-39-10
Page 8 of 25
SCHEDULE B – GENERAL TERMS AND CONDITIONS
DEFINITIONS AND INTERPRETATION
1.
In these General Terms and Conditions:
(a)
(b)
(c)
(d)
(e)
2.
"Agreement" has the meaning set out in Section 2;
“City” means the City of Surrey;
“Contractor” means a contractor whose Quotation has been accepted by the City and who is
supplying the Goods under this Agreement;
“Goods” means the equipment or materials that are the subject of this Agreement; and
“Purchase Price” means the price quoted by the Contractor and accepted by the City, unless
otherwise agreed by the parties in writing, and includes all taxes, duties, freight charges and other
charges except PST and GST.
This Agreement may be modified only by express and specific written agreement. In the event of a conflict
between the provisions of any documents listed below, then the documents shall govern and take
precedence in the following order:
(a)
(b)
(c)
(d)
(e)
these General Terms and Conditions;
the specifications set out in Schedule A of the Request for Quotations ("RFQ");
the RFQ;
the Quotation; and
other terms, if any, that are agreed to by the parties in writing.
GOODS
3.
The Contractor will supply the Goods in accordance with this Agreement. The Goods supplied will meet
the specifications set out in Schedule A of the RFQ and as described in the Quotation set out in Schedule C
of the RFQ.
4.
The Contractor will deliver the Goods free and clear of all liens and encumbrances in the manner and to the
destination stipulated. In the event of the Contractor's failure to meet this condition, the Contractor will, on
written notice from the City, forthwith return all monies paid by the City on account of the Goods and in
addition the City may by written notice terminate this Agreement without liability, and in such event, in
addition to the above, the Contractor will be liable for any and all expenses or losses incurred by the City
resulting from such failure.
PURCHASE PRICE
5.
The City will pay the Purchase Price to the Contractor in accordance with this Agreement. The Purchase
Price shall also include without limitation all costs of boxing, packing, crating, and loading and unloading
the Goods at the prescribed destination.
TIME
6.
Time is of the essence.
PAYMENT
7.
Invoices must include the Contractor's name, address and telephone number, the City's purchase order
number, the Contractor's invoice number, the Contractor's GST registration number or an indication that it
is not applicable if the Contractor is a small trader, the quantity, tax (if any) and the complete Purchase
Price calculations, including extensions and discounts.
RFQ No. 1220-40-39-10
Page 9 of 25
8.
The City will pay the invoice, in the amount as the City determines is correct less any deductions for setoffs
or holdbacks permitted by this Agreement including, without limitation, those described in Sections 10, 11
and 12, within 30 days of the receipt of the invoice, unless the parties have agreed in writing to other
payment terms. The payment by the City of any invoice will not bind the City with respect to any
subsequent payment or final payment and will not mean that the City has accepted that the Goods are in
accordance with the requirements of this Agreement, or that the Contractor is in any manner released from
its obligation to comply with this Agreement.
9.
Unless otherwise provided, all dollar amounts referred to in this Agreement are in lawful money of Canada.
DEFICIENCIES
10.
The City shall have a reasonable time to inspect and to accept the Goods. The City may reject any Goods
not in accordance with this Agreement, whether due to damage resulting from improper packing, loading,
unloading or otherwise. The City shall notify the Contractor of rejection of the Goods whereupon the
Goods will be held subject to the disposition by the Contractor. Any costs or expenses incurred by the City
as a result of the rejection of the Goods are, immediately upon written demand by the City, payable by the
Contractor, and may be set off against any payments owing by the City to the Contractor.
11.
The City may hold back from payments otherwise due to the Contractor up to 150% of a reasonable
estimate, as determined by the City, on account of deficient or defective materials. This holdback may be
held, without interest, until replacement Goods are received or such deficiency or defect is remedied.
DEFAULT AND TERMINATION
12.
In the event the Contractor does not ship the Goods by the shipping date specified in this Agreement, or
does not deliver the Goods by the delivery date specified in this Agreement, or otherwise fails to comply
with the requirements of this Agreement, then:
(a)
the City reserves the right to terminate this Agreement, in whole or in part, and in the event of
such termination no payment will be owing by the City on account of this Agreement and the
Contractor will be liable for any and all expenses or loss resulting from such failure or delay and
will return all monies paid by the City; or
(b)
if the City does not terminate this Agreement for late shipping or delivery, the City may deduct
and set off from any payments owing to the Contractor all additional costs the City reasonably
incurs on account of the late shipping or delivery.
13.
The City may by written notice at any time cancel this Agreement with respect to Goods which, as of the
date of cancellation, have not been shipped.
14.
If the Contractor becomes insolvent or makes an assignment for the benefit of creditors or a receiver or
trustee is appointed for the property of the Contractor, then the City may, at its election, and without
prejudice to its rights at law or in equity, terminate this Agreement.
15.
The City will not accept nor be responsible for any restocking charges for any Goods shipped to the City
and then, for whatever reason, returned to the Contractor pursuant to this Agreement. The Contractor is to
bear all costs including shipping and handling of returned Goods.
WARRANTIES AND INDEMNITIES
16.
The Contractor warrants that the Goods shall be free from defects in design, materials, workmanship and
title, shall conform in all respects to the terms of this Agreement, shall be fit and suitable and perform
satisfactorily for the purposes and under the conditions made known to the Contractor by the City or which
were reasonably inferable. The Goods shall be at least equal to the higher of national standards or codes
(such as, by way of illustration, CSA or ASTM), or standards and codes customarily applicable at the place
where the City will use the Goods. The Goods shall be of the best quality, if no quality is specified. This
general warranty is independent of and without prejudice to any specific warranty or service guarantee
RFQ No. 1220-40-39-10
Page 10 of 25
offered by the Contractor or third party manufacturer or supplier of the Goods in connection with the
purpose for which the Goods were purchased. The Contractor shall assign to the City any warranty or
service guarantee offered by a third party manufacturer or supplier of the Goods. Notwithstanding this
assignment, if at any time up to one year from the date of delivery or installation (if applicable) the City
determines the Goods or any part do not conform to these warranties, the City shall notify the Contractor
within a reasonable time after such discovery, and the Contractor shall then promptly correct such
nonconformity at the Contractor's expense. Goods used to correct a nonconformity shall be similarly
warranted for one year from the date of installation. The Contractor's liability shall extend to all liabilities,
losses, damages, claims and expenses incurred by the City caused by any breach of any of the above
warranties.
17.
The Contractor warrants and guarantees that Goods delivered under this Agreement do not infringe any
valid patent, copyright or trademark, foreign or domestic, owned or controlled by any other corporation,
firm or person, and agrees to indemnify and save harmless the City and all of its elected and appointed
officials, officers, employees, servants, representatives and agents (collectively the "Indemnitees"), from
and against any and all claims, demands, causes of action, suits, losses, damages and costs, liabilities,
expenses and judgments (including all actual legal costs) by reason of any claim, action or litigation arising
out of any alleged or actual infringement of any patent, copyright or trademark, foreign or domestic,
relating to the Goods supplied under this Agreement.
18.
The Contractor represents and warrants that all Goods delivered under this Agreement shall comply with all
applicable codes, statutes, by-laws, rules and regulations, of any federal, provincial, municipal or other
competent authority for the time being in force, including any environmental laws and that the Goods are
not dangerous to the environment or to person or health.
19.
The Contractor will indemnify and save harmless the Indemnitees from and against all claims, demands,
causes of action, suits, losses, damages and costs, liabilities, expenses and judgments (including all actual
legal costs) for damage to or destruction or loss of property, including loss of use, and injury to or death of
any person or persons which any of the Indemnitees incur, suffer or are put to arising out of or in
connection with any failure, breach or non-performance by the Contractor of any obligation of this
Agreement, or any wrongful or negligent act or omission of the Contractor or any employee or agent of the
Contractor.
CUSTOMS
20.
Documentation for shipments of Goods from outside Canada shall be provided by a Contractor by airmail
and shall include all documents as required by law or customary practice. All packages shall be marked as
follows:
"Upon arrival, please contact customs broker:
Livingston International Inc.
Telephone: 604-685-3555
Fax: 604-605-8231
Email: cst19@livingstonintl.com"
INSPECTIONS
21.
If this Agreement pertains to the fabrication, assembly or other processing of the Goods, representatives of
the City shall be permitted free access at all reasonable times for the purpose of inspection, testing or
obtaining information as to the progress of the fabrication, assembly or processing.
SAFETY
22.
If this Agreement includes any inspection, installation or other work on the City's premises by the
Contractor, or representative or subcontractor of the Contractor, all such activity shall be performed and
undertaken in strict compliance with all applicable health and safety laws and regulations, including,
without limitation, the Workers Compensation Act, the Occupational Health & Safety Regulation and the
RFQ No. 1220-40-39-10
Page 11 of 25
Hazardous Products Act, and also in strict compliance with any published and issued by the City for use at
the City's premises. The Contractor shall provide the City with the Contractor's Workers Compensation
Board registration number and a letter from the Workers Compensation Board confirming the supplier is
registered in good standing with the Workers Compensation Board and that all assessments have been paid
to the date thereof prior to the City having any obligation to pay monies under this Agreement.
WHMIS/MSDS
23.
The Contractor covenants and agrees to comply with all the Workers Compensation Board Occupational
Health and Safety Regulations for hazardous materials and substances, and in particular with the
"Workplace Hazardous Materials Information Systems (WHMIS)" Regulations. All "Material Safety Data
Sheets (MSDS)" will be shipped along with the Goods and any future MSDS updates will be forwarded.
SHOP DRAWINGS
24.
The City may require that shop drawings be submitted by the Contractor for review prior to the delivery of
the Goods. The City may require that a qualified registered professional engineer stamp and approve a
shop drawing prior to submission. Any review of shop drawings by the City will not relieve the Contractor
from its obligation to deliver Goods in full compliance with all requirements of this Agreement.
WAIVER
25.
Any failure of the City at any time or from time to time to enforce or require the strict keeping or
performance of any of the terms and conditions contained in this Agreement shall not constitute a waiver of
the terms and conditions and shall not affect or impair the terms or conditions in any way or the City's right
at any time to avail itself of any remedies as the City may have for any breach or breaches of the terms and
conditions.
APPLICABLE LAW
26.
This Agreement shall be governed by and construed in accordance with the laws of the Province of British
Columbia. The City and the Contractor accept the jurisdiction of the courts of British Columbia and agree
that any action under this Agreement shall be brought in such courts.
NOTICES
27.
Any notice, report or other document that either party may be required or may wish to give to the other
must be in writing, unless otherwise expressly provided for, and will be deemed to be validly given to and
received by the addressee:
(a)
(b)
(c)
by hand, on delivery;
by facsimile, on transmission; or
by mail, five calendar days after posting.
The addresses for delivery will be as shown in Schedule C to the RFQ. In addition, the City may give
notice to the Contractor by email at the Contractor's email address as shown in Schedule C to the RFQ,
which email will be deemed to be validly given and received by the Contractor on transmission. The
Contractor may not give notice to the City by email.
MERGER AND SURVIVAL
28.
The representations, agreements, covenants and obligations set out in this Agreement, including without
limitation Section 19, shall survive the delivery of the Goods and payment of the Purchase Price.
ENTIRE AGREEMENT
RFQ No. 1220-40-39-10
Page 12 of 25
29.
This Agreement, including any other documents expressly included by reference in this Agreement,
contains the entire agreement of the parties regarding the provision of the Goods, and no understandings or
agreements, oral or otherwise, exist between the parties except as expressly set out in this Agreement. This
Agreement supersedes and cancels all previous agreements between the parties relating to the Goods.
SPECIAL CONDITIONS
INSPECTION/DELIVERY
30.
Each Contractor must state in their quotation submission the guaranteed delivery date in number of
calendar days from the date after receipt of order (ARO).
31.
The item(s) specified, with packing slips/delivery slips and/or other required documents shall be delivered
F.O.B. Destination, full freight prepaid to:
City of Surrey
Fleet Services
6645 – 148th Street
Surrey, BC V3S 3C7
Attention: Mr. Curtis Rhodes, Fleet & Garage Manager
32.
The Contractor shall notify the City’s Fleet Services Department, not less than three (3) working days prior
to expected delivery / arrival to permit inspection scheduling. An authorized representative of the Seller
shall supervise delivery and off-loading to the City. The City will not assume any liability for
vehicle/equipment delivered to an unauthorized location.
33.
Documentation at time of Delivery:Seller shall provide the following documentation upon delivery:



Copy of Purchase Order and Original Invoice(s).
Warranty Policy(ies) and/or certifications as may be required in the Specifications.
Parts, service, operators and maintenance manual(s) as may be required in the Technical
Specifications.
34.
Each unit shall be delivered clean and shall be complete with all equipment operable. The unit(s) shall be
inspected by the City before delivery to determine compliance with the specifications and/or to test its
ability to perform its intended use.
35.
The Contractor shall be responsible for securing any and all inspections required by law, including B.C.
Provincial Inspection stickers. Any fee charged for these inspections shall be the responsibility of the
Contractor.
UNSUITABLE EQUIPMENT
36.
Quotations will not be considered for vehicles that have previously failed to perform satisfactorily or from
Contractors who have a history of performance problems with the City.
RFQ No. 1220-40-39-10
Page 13 of 25
MANUFACTURER’S WARRANTY
37.
The Contractor will be required to furnish a warranty by the manufacturer that the equipment bid on is
suitable for the service intended, in accordance with the specifications defined herein. The Contractor shall
agree to replace and install without charge [including all labour], within the scope of the warranty, any
defective part or any parts that are determined by the City not to be suitable for the service intended.
38.
The warranty period shall go into effect at the time the vehicle is placed into service by the City.
Contractors are to include a complete warranty statement with their quotation.
NEW VEHICLE CHECKUP AND SERVICE
39.
Prior to the delivery, the vehicle must be completely serviced by the Contractor in accordance with the
manufacturer’s standard new car “make ready” recommendations.
Crankcase, differential, and
transmission must be filled to manufacturer recommended levels. Each vehicle shall contain a pre-delivery
check sheet showing what operations have been performed on the vehicle by the selling dealer. Vehicles
are to be clean, and all stickers are to be removed from glass prior to delivery with the exception of any
sticker required by law.
40.
Factory pre-delivery will not be acceptable. Vehicles showing lack of proper dealer pre-delivery service
will not be acceptable and will be returned to the selling dealer by that dealer’s personnel.
DEALERSHIP EMBLEMS/LOGOS
41.
The Contractor shall not install on the vehicle, any logos, nameplates or stickers denoting the name of the
company or dealership that may be considered as advertising. Failure to comply with this requirement shall
result in the dealership being given the option to remove same, or reimburse the City for removal and
restoration, if needed.
MODEL
42.
Vehicles defined in this document shall be of 2010 model. Equipment/vehicles shall be new and unused
and not previously titled.
FACTORY INSTALLATION
43.
Items that are available from the factory must be factory installed. If factory installation of an item is not
available to the dealer and the dealer is making a dealer modification in order to meet the specification, it
must be clearly noted in your response.
REJECTIONS
44.
All materials or equipment shall be subject to inspection or test and shall meet the approval of the Fleet &
Garage Manager and his decision shall be final and binding upon all parties. Such inspection, at the option
of the City, may be carried out at the place of business of the Contractor and the Contractor shall assist the
Fleet & Garage Manager, or his designate in the performance of his duties.
45.
Should materials or equipment be defective in quality of workmanship or otherwise fail to conform to the
specifications set forth, the Fleet & Garage Manager shall have the right to reject them or require their
immediate correction.
46.
Materials or equipment requiring correction shall be removed for correction or corrected in place as
requested by the Fleet & Garage Manager at no expense to the City. Unavoidable expense encountered by
the City shall be chargeable to the Contractor and deductible from any monies owing the Contractor by the
City.
47.
If the Contractor fails to take proper action promptly when requested by the Manager, Fleet & Garage, the
City may replace or correct materials as necessary and charge the cost of such replacement to the
Contractor or the City may terminate the Agreement as provided for herein.
RFQ No. 1220-40-39-10
Page 14 of 25
RFQ No. 1220-40-39-10
Page 15 of 25
SCHEDULE C
Title:
3 ONLY – RUBBER TIRED
4 X 4 BACKHOE / LOADER
Reference No.:
1220-40-39-10
RFQ No. 1220-40-39-10
Page 16 of 25
SCHEDULE C
QUOTATION
RFQ Title:
THREE (3) ONLY – RUBBER TIRED 4 X 4 BACKHOE / LOADER
RFQ No:
1220-40-39-10
CONTRACTOR
Legal Name:
Address:
Phone: _____________
Email:
1.
CITY OF SURREY
City’s Representative: Kam Grewal, BBA, CMA
Acting Purchasing & AP Manager
Address: 6645 – 148 Street, Surrey, BC V3S 3C7
Phone: 604-590-7274 Fax: 604-599-0956
Email for PDF Files: purchasing@surrey.ca
Fax:
The Contractor offers to supply to the City of Surrey the Goods for the prices plus applicable taxes as follows:
Year, Make & Model: __________________________________________________________
All costs to meet the minimum specifications shall be included in the following delivered prices.
UNIT PRICE:
$________________
X3
$________________
ENVIRONMENTAL LEVY
[BATTERY]:
$________________
X3
$________________
TIRE STEWARDSHIP B.C. (TSBC)
LEVY:
$________________
X3
$________________
SUB-TOTAL:
HST: 12%
TOTAL QUOTED PRICE:
$______________
$_______________
$_______________
The completed unit shall be delivered within _______ days after receipt of purchase order.
Complete Vehicle: State Warranty (no less than one (1) year)
Warranty repairs shall be performed at
Please complete if applicable:
British Columbia Certified 
Payment Terms:
A cash discount of ________ % will be allowed if the invoices is paid within _______ days, or the ____ day of the
month following, or net 30 days, on a best effort basis.
2
If this offer is accepted by the City, such offer and acceptance will create a contract as described in:
(a)
(b)
the RFQ;
the specifications set out above and in Schedule A of the RFQ;
RFQ No. 1220-40-39-10
Page 17 of 25
(c)
(d)
(e)
the General Terms and Conditions; and
this Quotation; and
other terms, if any, that are agreed to by the parties in writing.
3.
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.
4.
The Contractor will meet or exceed each item in the specifications as written: YES  NO . If No, any
minor deviations from the stated specifications are backed up by the enclosed manufacturer or dealer’s detailed
description of each variation with reference made to each item to which the variation will apply.
5.
The location of the nearest factory authorized warranty repair facility / parts dealership:
6.
The number of days after the date the Purchase Order is received that the Contractor will guarantee delivery:
7.
The Contractor to indicate on each line provided in Attachment #1 if they comply with the Quote items as
specified or are taking exception to the Quote items specified.
________________
If additional space is required to fully explain Quote exception(s), attach additional page(s) to the Quotation and
indicate the section number and subsection that has the exception and provide explanation.
If more than one (1) make or model is to be offered, copy the specification sheets to submit separate Quotation
sheets for each item to be evaluated.
Note: Failure to provide all of the information in Attachment #1 does not relieve the Contractor of the
responsibility of supplying all of the necessary items and/or complying with all of the conditions of this
Quotation. Complete all pages of Attachment #1.
END OF PAGE
8.
I/We the undersigned duly authorized representatives of the Contractor, having received and carefully reviewed
the RFQ including without limitation the Specifications and the General Terms and Conditions, submit this
Quotation in response to the RFQ.
This Quotation is offered by the Contractor this ________ day of ____________, 2010.
CONTRACTOR
I/We have the authority to bind the Contractor.
(Legal Name of Contractor)
RFQ No. 1220-40-39-10
Page 18 of 25
(Signature of Authorized Signatory)
(Print Name and Position of Authorized Signatory
RFQ No. 1220-40-39-10
Page 19 of 25
ATTACHMENT #1
THREE (3) ONLY – RUBBER TIRED 4 X 4 BACKHOE / LOADER
The City plans to purchase the quantity listed above, but may order additional units in the future.
MUNICIPAL SPECIFICATIONS
√ YES
Manufacturer’s Specifications of
Equipment Offered. Contractor must
complete all spaces in this column.
A. DIMENSIONS
1. Operating Weight (c/w 1000 lb. c/weight)
Total weight of machine c/w 4 in 1 loader and
Extend-a-Hoe attachment ROPS, cab, to be
greater than 18,500 lbs.
2. Wheel Base
83 inches
3. Overall Length
With loader bucket and hoe attachment in the
travelling position.
4. Overall Width
86 inches
5. Overall Height
With loader bucket and hoe attachment in the
travelling position.
6. Ground clearance
7. Counter Weight
In pounds
B. TIRES AND AXLES
1. Tires (Michelin Only)
Front (3): 12.5/80 – 18 10PR
Rear (3): 19.5L-24 10PR R4
2. Wheels
Front (3): 10 x 18
Rear (3): 19 x 24
3. Front Axle Capacity (S.A.E. J43)
18,860 lbs. min.
4. Rear Axle Capacity (S.A.E. J43)
13,670 lbs. min.
5. Differential Lock required
C. PERFORMANCE
1. Turning radius
In inches, clear width of narrowest space in which
machine can be turned through 180.
2. Travel Speed (Minimum 23 mph.)
D. CAB-SAE J394, SAE J1040
ROPS CRITERIA
1. Seat (Air Ride)
Bucket style
4 way adjustable
Padded c/w lumbar support
Arm rests both sides, movable
Swivel, used for both operations
High back
2. Fenders
Full width over rear tires
3. Mirrors
One outside mirror
One inside mirror
RFQ No. 1220-40-39-10
Page 20 of 25
MUNICIPAL SPECIFICATIONS
√ YES
Manufacturer’s Specifications of
Equipment Offered. Contractor must
complete all spaces in this column.
4.
Muffler
Vertical exhaust
Above cab exhaust
5. Entrance Door (One)
6. Heater / Defroster / A/C
Multiple speed fan 12 volt
7. Fan (12 volt)
Mounted inside
Variable speed
8. Windshield Wipers / Washers
Multiple speed
Electric
Front and Rear
Washers front and rear
Electric
9. Sound suppressed all weather
Enclosed cab c/w ROPS
Interior ISO 6394-83Db (A)
Exterior ISO 6393-106Db (A)
10. Vandalism Kit
E. ENGINE, POWERTRAIN, BRAKES &
STEERING
1. Engine
Wet sleeve diesel
98 hp net @ 2000 rpm
276 cu. in.
4 Cylinder
4 Stroke
Racor 500FGP12SS2 water separator only
2. Cooling System
HD Radiator
Antifreeze to -30F
Silicone Hoses
Spin on coolant / conditioner
Filter
Electric Block Heater
3. Shut Down Devices
Low oil level
Low oil pressure
High temperature
Audible warning prior to shut down
4. Cold Aid Start System
5. Fuel Tank
Minimum 16 hour continuous work
F. POWERTRAIN
1. Transmission
Full power shift
No clutching required
Four forward speeds
Four reverse speeds
Temperature gauge
Componentized powertrain
2. Final Drives
Outboard planetary
Differential lock
RFQ No. 1220-40-39-10
Page 21 of 25
MUNICIPAL SPECIFICATIONS
√ YES
Manufacturer’s Specifications of
Equipment Offered. Contractor must
complete all spaces in this column.
3.
Front End (4x4 Axle)
Shift on the fly
Protected front shaft
G. BRAKES (SAE J1473)
1. Hydraulic Wet Disc
Power assisted
Individual and combined
Controlled
Self adjusting, self equalizing
2. Park Brake (Electric applied)
Automatic applied when shut off, manual release
H. STEERING (Tilt Only)
1. Hydrostatic Power
2. Turning Radius
Please state (stop to stop)
I. ELECTRICAL SYSTEM
1. Alternator
90 amp
2. Battery
Dual 750 CCA each
12 volt
3. Fusing
All electrical systems to be fused and protected
against overloading.
All fuses to be operator accessible.
4. Lights
All lights to comply with Provincial laws
regarding night driving.
Self-cancelling turn signals
4 Way Flashers
Interior Dome Light
Revolving light to be Falcon Minibar 8 60 LEDS
– No substitutes
Mounted and fully functional to Surrey’s
specifications.
5. Instruments (Gauges as opposed to lights)
Speedometer, tachometer, hour meter
Fuel, oil pressure, water, transmission
temperature, air restriction
All gauges to be lighted for night use.
6. Horn
Electric
7. Back Up Alarm 108 dbh)
Audible type
J. HYDRAULIC SYSTEM
1. Open Center, Gear Type, tandem w/unloader.
2. Pump
42 gpm. – Backhoe
42 gpm. – Loader
3. Main Pressure
3,625 psi – Backhoe
3,625 psi – Loader
4. Reservoir
25 gallons minimum
Manual shut off at tank
RFQ No. 1220-40-39-10
Page 22 of 25
MUNICIPAL SPECIFICATIONS
√ YES
Manufacturer’s Specifications of
Equipment Offered. Contractor must
complete all spaces in this column.
Screen in filler neck
Return in line filter
Visual aid on side of tank
5. Oil Cooler required
Shock resistant
Vibration proof
K. FRONT END LOADER (c/w Ride Control)
Loader / Backhoe to have a 4-in-1 front
bucket, c/w 3 bolt on cutting edges full width,
and 3 hooks welded on top edge – 2 grab, 1
slip.
1. Capacity
1.30 cubic yard, heaped
2. Lift capacity full height
Not less than 6,600 lbs.
3. Height to hinge pin
11 feet minimum
4. Roll Back
40 degrees minimum @ full capacity and full
height
5. Self Leveling Loader
6. Operating Time
Front ground to full height
7. Cylinders
Bucket and lift – Please describe
8. Breakout Force
9,650 lbs. minimum
9. Bucket should be easily visible from inside the
cab
L. BACKHOE (Excavator type, Pilot operated
controls, Extend-a-hoe required – 3’6”
extendable dipper c/w hydraulic thumb, 24” x
.75 cu. ft. bucket, one machine to have
hydraulic thumb installed.)
1. Reach
From center of rear axle
Minimum 27’4”
Extended Dipper Stick
2. Digging Depth
Extended dipper stick
Minimum 20.0”
3. Dumping Height
Minimum 15’7”
4. Horizontal Swing
Minimum 180
5. Lift Capacity @ ground level
Extended dipper stick retracted
Minimum 2,670 lbs.
6. Plumbed for Stanley hoe pack and thumb c/w
quick couplers and valves
7. Boom lock kit c/w rubber dampener
8. Quick change kit for buckets
9. Stabilizers
Individual control
RFQ No. 1220-40-39-10
Page 23 of 25
MUNICIPAL SPECIFICATIONS
10.
11.
12.
M.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
N.
1.
O.
1.
√ YES
Manufacturer’s Specifications of
Equipment Offered. Contractor must
complete all spaces in this column.
Street pads fitted with removable pads, bolt on
preferred
Reversible
Cylinders hydraulic pilot operated must reach
minimum 24” below wheel level
Spread width minimum 11 ft.
Controls
Pilot operated
Extend-a-hoe foot operated
Tamper foot operated
Hand operated thumb
Cylinders
Please describe
Grease System
Fully functional
To all pivot points on machine
GENERAL
Buckets (bolt on cutting edges)
All to have quick-change couplers
42” clean up for machine
24” digging for machine
24” clean-up for machine
Bucket Teeth
Replaceable teeth
H&L series, drop forged or equal
Cutting Edge
Bolt on type
One complete set of parts books and service
manuals or CD’s
One complete set of filters for machine for the
1000 hr. service
Training for one operator, one mechanic at
factory, all expenses paid.
All buckets to have provision for a lift hook to
accommodate a 3/8 chain
Machine Requirements
Must comply with all B.C. Workers
Compensation regulations, B.C. Motor Vehicle
Act, Canada Safety Regulations.
Safety
5 lb. Fire Extinguisher
No. 1 First Aid Kit (Hard Case)
Both mounted (Surrey’s discretion)
Audible back up alarm (98 dbh)
Spare wheels and tires for front and rear
Mounted
Slow Moving Vehicle triangle
OPTIONS
Price here (not in quotation price)
Extended warranty full machine
4,000 hr – 4 year
WARRANTY WORK
Note: Contractor must respond to all
questions to be considered.
No charge per incident of warranty. Replacement
RFQ No. 1220-40-39-10
Page 24 of 25
MUNICIPAL SPECIFICATIONS
√ YES
Manufacturer’s Specifications of
Equipment Offered. Contractor must
complete all spaces in this column.
will be free of charge to the City of Surrey.
The City of Surrey is authorized to make minor
emergency warranty repairs without preauthorization and will be reimbursed by the
contractor for parts and labour, not to exceed one
thousand ($1,000) dollars per incident.
3. For warranty repairs over $1,000, the City of
Surrey will request approval before beginning
repairs.
4. The contractor shall use all new parts and
components unless authorized in writing by the
City of Surrey.
5. All warranty claims not returned to the City of
Surrey marked denied with an acceptable reason
for denial, within 60 days, will automatically be
accepted as valid and billed to the contractor
within 30 days.
6. The City of Surrey shall be reimbursed by the
contractor for all costs associated with the
warranty work accomplished including, but not
limited to, 100%, plus 30% for handling of all
parts needed for the warranty repairs, as well as
labour reimbursement at the current City labour
rate, for all labour spent to make the warranty
repair. This rate is subject to review annually and
will be reflected in the labour rate charged.
7. Contractor shall pay all transportation costs to
include towing, for all warranty repairs.
8. In the event that, during warranty period, specific
repairs or modifications necessitated by defects in
design, material or workmanship are required to
20% of the vehicles delivered in this group for
any part and/or component, this is a fleet defect,
and the contractor shall, within 30 days, pay for
all necessary labour and materials to effect those
repairs or modifications to all vehicles in this
group. The warranty on items determined to be
fleet defects shall begin again and shall extend for
the time and miles of the original warranty.
9. The City of Surrey will issue an invoice monthly
to the contractor for warranty reimbursement.
The contractor shall resolve all claims within 30
days of the issuance of the invoice. Payment of
all claims shall be by cheque or by credit. If
credit not used within 180 days, the contractor
must pay the remaining credit by cheque.
10. All warranty parts are to be shipped within 2
working days of the request.
11. Return of warranty parts to be paid for by the
contractor.
12. Contractor to provide to the City of Surrey, at no
cost, all forms, books or software including points
of contact necessary to submit warranty claims.
2.
RFQ No. 1220-40-39-10
Page 25 of 25