SCHEDULE C – FORM OF PROPOSAL SCHEDULE C – FORM OF PROPOSAL RFP Project Title: Animal Care Facility Operation RFP Reference No.: 1220-030-2011-033 Legal Name of Proponent: Contact Person and Title: Business Address: Telephone: Fax: E-Mail Address: TO: City Representative: Kam Grewal, CMA, BBA, Internal Audit Manager, Acting, Purchasing and Accounts Payable Manager City of Surrey, City Operations Works Yard, Purchasing Section, 1 st. Floor Address: 6645 – 148th Street, Surrey, B.C. Canada V3S 3C7 Telephone: 604-590-7274 Fax: 604-599-0956 E-mail for PDF Files: 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 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 Arrangement and Revenue Sharing Proposal. 3.0 I/We confirm that this proposal is accurate and true to best of my/our knowledge. Animal Care Facility Operation RFP #1220-030-2011-033 Page 80 of 95 SCHEDULE C – FORM OF PROPOSAL 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 (Print Name and Position of Authorized Signatory) Signatory) Animal Care Facility Operation RFP #1220-030-2011-033 Page 81 of 95 SCHEDULE C – FORM OF PROPOSAL SCHEDULE C-1 - STATEMENT OF DEPARTURES 1. I/We have reviewed the proposed Agreement attached to the RFP as Schedule “B”. If requested by the City, I/we would be prepared to enter into that Agreement, 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) 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 proposed 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 Website, see Contractors Certificate of Insurance; d) City of Surrey business license; e) If the Proponent's Goods and Services are subject to HST, the Proponent's HST Number is ____________________________________; and f) 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) Animal Care Facility Operation RFP #1220-030-2011-033 Page 82 of 95 SCHEDULE C – FORM OF PROPOSAL 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 Agreement 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. Animal Care Facility Operation RFP #1220-030-2011-033 Page 83 of 95 SCHEDULE C – FORM OF PROPOSAL SCHEDULE C-2 - PROPONENT’S EXPERIENCE, REPUTATION AND RESOURCES Proponents should provide responses to the following items, and if a particular item is in applicable or cannot be answered, Proponents should clearly state why: (use the spaces provided and/or attach additional pages, if necessary): (i) Provide a brief description of the Proponent’s current business; (ii) Identify the key personnel who will be responsible for the Services, together with a description the responsibilities such personnel will have in the performance of the Services and a description of the relevant experience of such personnel, using a format similar to the following: Name: __________________________________________________________ Responsibilities:_________________________________________________________ ______________________________________________________________________ _____________________________________________________________________ Experience:_____________________________________________________________ ______________________________________________________________________ _____________________________________________________________________ (iii) Identify sub-Contractors, if any, the Proponent intends to use for the performance of the Services, describe the portion of the Services proposed to be sub-contracted and a description of the relevant experience of the sub-Contractor, using a format similar to the following: Sub-Contractor Name: ___________________________________________________ Sub-Contractor Services: _________________________________________________ ______________________________________________________________________ ______________________________________________________________________ (iv) Describe the Proponent’s resources available for the performance of the Services including any major equipment (including animal control vehicles) to be used to perform the Services, its age and maintenance schedule. (v) Provide a summary of similar relevant Agreements entered into by the Proponent in which the Proponent performed services comparable to the Services, including the jurisdiction the Agreement was performed, the Agreement value, and the date of performance. (vi) Provide evidence of customer satisfaction for the projects identified in item (v), stating the owner’s name, the owner’s address and the owner’s contact information for the purposes of obtaining a reference. (vii) Describe the following with respect to the Proponent’s operational experience: Animal Care Facility Operation RFP #1220-030-2011-033 Page 84 of 95 SCHEDULE C – FORM OF PROPOSAL (viii) (a) experience with transitioning and implementing a new animal care facility Agreement when the Proponent was not the previous Contractor; (b) examples of effective service monitoring and actions taken to resolve problems; (c) the Proponent’s health and safety record, including the number, type of injury and duration of any absences of employees covered by a Worker’s Compensation Board claim (list any Workers’ Compensation Board investigations and the results thereof); and (d) measures and equipment used to reduce animal care facility operation noise impacts, especially during early morning and evening hours. Summarize any litigation or involving the Proponent or related entity (i.e. a parent or subsidiary company, a joint venture/partnership that the Proponent was part of, etc.) that has occurred within the past seven years and is in any way connected to: (a) the collection of animal shelter and animal control services; or (b) violations of health or environmental laws or regulations; (ix) Describe any environmental regulatory complaints or violations received within the past seven years that are related to animal control maintenance and operations; (x) Briefly describe the Proponent’s experience with database management, including with respect to route, customer and financial management systems, hardware, software and quality control protocol; (xi) Briefly describe the Proponent’s experience with transmitting extensive account and service data; and (xii) Briefly describe the Proponent’s experience in performing monitoring and service improvements. Animal Care Facility Operation RFP #1220-030-2011-033 Page 85 of 95 SCHEDULE C – FORM OF PROPOSAL SCHEDULE C-3 - PROPONENT’S TECHNICAL PROPOSAL (SERVICES) Proponents should provide responses to the following items, and if a particular item is inapplicable or cannot be answered, Proponents should clearly state why. Section 1 – Executive Summary (a) Provide a brief narrative that illustrates the Proponent’s understanding of the City’s requirements for the performance of the Services; (b) Provide a description of the general approach and methodology that the Proponent would take in performing and managing the Services; and (c) Provide any suggested amendments to the Services as described in the Draft Agreement (such as changes in the scope of Services, or changes in allocated risks and responsibilities) that the Proponent suggests would be of benefit to Surrey in terms of value for money, cost savings, environmental benefits or other benefits, together with a description of the resulting change in the “Agreement Price” and the method used to calculate the change (organize any suggested amendments in the form similar to the following, using additional pages as needed). Section 2 – Corporate / Joint Venture Profile (a) Provide a brief description of Proponent’s company, purpose, and history of successes. (b) Describe relevant experience performed during the last three (3) years. (c) identify key personnel to be assigned to this Agreement, the responsibilities and relevant experience of each individual. (d) Describe experience and demonstrated ability in the provision of animal control services. (e) Proponents are requested to submit copies of their audited financial statements or letter for the most recent two (2) years. In case of a privately held company, a letter from a financial institution or from their auditor providing assurance to the City that the Proponent has been and is financially viable and solvent as a going concern; confirmation that the Proponent has the financial capacity to complete this project; and that the undertaking of this project will not put any undue financial burden on the Proponent, such letter to be provided for each equity participant in a consortium, joint venture, partnership or parent company providing unconditional indemnity. Section 3 – Operational Plan (a) Provide an outline of the scheduling and routing that the Proponent will engage to carry out the animal care facility maintenance and operations, including but not limited to; and (b) Describe how the Proponent would help to increase animal licensing. The City may be willing to provide a bonus to encourage an increase in licensing revenues. Please provide a bonus payment amount for increases due to the Proponents efforts. Animal Care Facility Operation RFP #1220-030-2011-033 Page 86 of 95 SCHEDULE C – FORM OF PROPOSAL Section 4 – Maintenance Program Plan (a) Describe the preventive maintenance program (as per Service Level Arrangement) broken down into programs of work which shall be adhered to under the Agreement; (b) Describe the process by which requests from the City and or complaints from the public will be received, what action would be taken, response time and how this would be reported back to the City; (c) Describe commitments and methods to improve or update maintenance and services during the term of the Agreement; (d) Outline any computerized inventory and maintenance management information system that the Proponent currently uses, including: Name of software; and Type of reports that the software would generate. If the Proponent is presently using such software, attach samples of reports. Section 5 - Training: (a) Describe the Proponent’s staff training program, including the minimum training and experience requirements for collection personnel; (b) Describe the safety and training plans at the Proponent’s maintenance/operation facility and for the Proponent’s collection personnel; and (c) What types of training is provided to avoid disputes between collection personnel and the public? What disciplinary measures will you take if your animal control personnel are rude or abusive towards the public? Section 6 - Quality Control (a) Describe quality control procedures that would be used in the deliverables, including a description of the type of quality analysis and quality control that would be utilized; (b) Describe quality control procedures that would be used in the day-to-day maintenance including how performance would be managed, customer service met, and complaint handling and complaint escalation process; and (c) Provide a detailed description of the management reports the Proponent would use to track and improve quality of service. What management tool will be used to address collection performance? Section 7 - Implementation: (a) If the Proponent is not Surrey's current Contractor, provide a description of the approach and steps that the Proponent would take to the transition the Services from the current Animal Care Facility Operation RFP #1220-030-2011-033 Page 87 of 95 SCHEDULE C – FORM OF PROPOSAL Contractor (such as whether and how the Proponent proposes to obtain detailed knowledge animal collection procedures) so as to minimize any disruption in and complaints regarding the Services. Provide an implementation schedule that lists the timing of milestone events; (b) Describe the steps the Proponent will take to keep the City informed of the status of the Proponent’s implementation plan; and (c) Describe the steps the Proponent will take to keep the City informed of problems, attempts to solve problems and to elicit Surrey staff assistance in solving service related problems. Section 8 - Data Management and Transfer: (a) Describe the proposed service management systems, including hardware, software and protocol that will be used to communicate with trucks during animal collection and transport within the City. Animal Care Facility Operation RFP #1220-030-2011-033 Page 88 of 95 SCHEDULE C – FORM OF PROPOSAL SCHEDULE C-4 PROPONENT’S FINANCIAL ARRANGEMENT AND REVENUE SHARING PROPOSAL Financial Component (a) Clearly state in the Proposal any revenue to be paid, product provided, or other benefit to the City for the deliverables identified in this RFP. (b) Clearly state in the Proposal any amounts associated with the following: (i) Revenue Budget – The Proponent is expected to provide a revenue budget outlining, but is not limited to the following: Veterinary Care, impoundment fees, board fees, adoption fees, spay and neuter fees, license fees, revenue collected from the sale of animals, gifts and donations; (ii) Start Up Budget - The Proponent is expected to provide a detailed start-up budget including costs related to furnishing, equipment, and start-up operational costs. Any recommendations or proposals for City grants or funding should be outlined by the Proponent; (iii) Operating Budget - Please submit a consolidated operating budget. The operating budget should identify, but is not limited to: Labour Costs, Facilities/Maintenance Costs, Programs Costs (Supplies/toys/Equipment Food Costs Transportation), Administration Costs and other related costs. The Proponent is required to provide the City with their anticipated staffing needs based on the scope of Services and their proposed budget; The Proponent should provide an outline of ¹proposed fees. The Proponent should also identify any services or supplies that are included or excluded in the proposed fees; Contingency/Emergency reserve funds; and Proponent should provide sample staffing levels. ¹Note: Proposed fees will be subject to the approval of the City and the City may offer suggested amendments to such fees. (iv) Financial Viability - Please provide a letter of reference from your financial institute along with the last three years of Audited Financial Statements. (c) Marketing Plan Provide a full description of a marketing strategy including but not limited to a discussion of the use of existing channels, list of advertisers, promotional strategies, pricing strategies, any competitive advantages, etc. (d) Revenues to the City (i) Gross Revenue is defined for the purpose of this RFP as the sum of all amounts billed by the Preferred Proponent(s) and/or due to the Preferred Proponent(s), or Animal Care Facility Operation RFP #1220-030-2011-033 Page 89 of 95 SCHEDULE C – FORM OF PROPOSAL paid to the Preferred Proponent(s), in cash, credit or property of any kind or nature arising from or attributable to, directly or indirectly, or in any way derived from the sale of advertising opportunities, merchandising, impoundment fees, maintenance fees, veterinary care services, animal destruction fees, adoption fees, dog licensing fees, boarding fees, and spay and neuter fees, whether or not such amounts are actually collected. This includes any revenues that would otherwise be credited to the City that are reasonably allocatable to the City. Where the Preferred Proponent(s) does not bill a particular customer (including itself or an affiliate, partner or joint venture of the Preferred Proponent(s) for the Services provided by the Preferred Proponent(s), then there shall be imputed as billings included within the Gross Revenue an amount equal to the billings that would have been billed by the Preferred Proponent(s) to a like customer for the provision of the Services identical or as closely similar as possible in uses and nature to the Services being provided to the customer not being billed, but not including Services provided by the City without charge as part of an Agreement. Gross Revenue to be calculated prior to deducting any fees, commissions, licensing expenses, Operating Expenses payable by the Preferred Proponent(s). It is the Preferred Proponent(s)’s Gross Revenue that will form the basis upon which the rate of revenue (i.e. percentage) payable to the City shall apply. (ii) Detailed explanation of the revenue sharing arrangement with the City. The Preferred Proponent(s) will have to provide a clear statement as to the advertising revenue generated. Should the City at its sole discretion wish to verify the data provided, it may request audited financial statements clarifying same. At no time is the City to be expected to pay for the preparation of any such statements and may only make such a request a maximum of one time annually. (iii) A Guaranteed Minimum Annual Revenue payable to the City, in dollars, regardless of any lesser amount which may be calculated as due and payable to the City as described in clause (ii) above. The City will expect to receive at a minimum the greater of __________% of the Annual Gross Revenue or the Guaranteed Minimum Annual Revenue amount with escalation of this percentage based on Annual Gross Revenue increases over the Term. (iv) The Preferred Proponent(s) will provide the City with an annual prepayment of the Guaranteed Minimum Annual Revenues. The prepayment will be submitted within three (3) weeks of each anniversary date of the Agreement. A reconciliation of payments made on anniversary date to actual annual advertising Gross Revenues for each fiscal year will be carried-out and the City’s share of actual Annual Gross Revenues in excess of the Guaranteed Minimum Annual Revenue will remitted to the City within ten (10) days of the end of each month. Animal Care Facility Operation RFP #1220-030-2011-033 Page 90 of 95 ATTACHMENT 1 - PROPOSED SERVICE LEVEL ARRANGEMENT FOR NEW ANIMAL CARE FACILITY For the purposes of this document, the parties are identified as follows: Landlord: City of Surrey COS Operator (Contractor): OP Item Description Party to Perform the Work Party Responsible to pay for the Work 1. Heating, Ventilation and Air Conditioning exclusive to or within the leased premises (excluding common equipment/systems) a. - annual inspection COS COS b. - routine maintenance and repair COS COS c. - provision & replacement of filter material COS COS d. - cleaning of ducts COS COS e. - life cycle replacement (capital maintenance) COS COS 2. Plumbing Systems exclusive to or within the leased premises a. - preventive maintenance and repairs to hot water heating/systems COS COS b. - major repairs and replacement of hot water heating systems COS COS c. - repairs to all fixtures including faucets, unplugging toilets and all other routine repairs OP OP d. - life cycle replacement of hot water systems, fixtures and piping COS COS 3. Mechanical Systems a. - preventive maintenance and repairs COS COS b. - life cycle replacement COS COS c. - installation, maintenance and replacement of additional equipment provided and installed by the tenant requires prior approval from the city OP OP Animal Care Facility Operation RFP #1220-030-2011-033 Page 91 of 95 ATTACHMENT 1 - PROPOSED SERVICE LEVEL ARRANGEMENT FOR NEW ANIMAL CARE FACILITY (cont’d) Item Description Party to Perform the Work Party Responsible to pay for the Work 4. Fire Protection & Suppression System a. - annual inspection, maintenance and repairs of the fire alarm system COS COS b. - life cycle replacement of fire alarm system COS COS c. - COS COS d. - annual inspection, maintenance and repair of fire sprinkler system life cycle replacement of fire sprinkler system COS COS e. - monthly inspection of fire extinguishers and smoke detectors within the premises OP OP f. - annual inspection of fire extinguishers within premises OP OP e. - repairs/recharging of fire extinguishers within premises OP OP OP OP 5. Security Systems a. - system monitoring b. - system inspection, maintenance and repair COS COS c. - life cycle replacement COS COS d. - repair, replacement, rekeying of locks COS OP e. - provision of access cards/fobs OP OP f. - programming of access cards/fobs OP OP 6. Electrical Distribution Systems a. - repairs and upgrades required by code or initiated by COS COS COS b. - inspection, maintenance and repair of wiring, breakers and electrical panels COS COS c. - life cycle replacement of wiring, breakers and panels COS COS d. - repair or replacement of switches, receptacles, cover plates OP OP COS COS OP OP COS COS OP OP extensions, increases or enhancements to meet occupant’s needs and future maintenance 7. Lighting Systems within the leased premises e. - a. - bulb/tube replacement for interior lighting b. - annual inspection and maintenance of interior emergency/exit lighting c. - interior lighting ballast replacement d. - life cycle replacement of fixtures COS COS e. - cleaning of interior light fixtures OP OP f. - provision, maintenance, repair and replacement of portable lighting fixtures OP OP Animal Care Facility Operation RFP #1220-030-2011-033 Page 92 of 95 ATTACHMENT 1 - PROPOSED SERVICE LEVEL ARRANGEMENT FOR NEW ANIMAL CARE FACILITY (cont’d) Item Description Party to Perform the Work Party Responsible to pay for the Work 8. Interior Windows a. - breakage and routine repair OP OP b. - cleaning OP OP c. - life cycle replacement COS COS 9. Exterior Windows a. - breakage and routine repair OP OP b. - cleaning of exterior OP OP c. - life cycle replacement COS COS OP OP 10. Interior Doors a. - maintenance and repair b. - life cycle replacement COS COS 11. Exterior Doors a. - maintenance and repair COS COS b. - life cycle replacement COS COS 12. Interior Surfaces within the premises a. - interior life cycle repainting OP OP b. - maintenance and cleaning of the window applications including but not limited to blinds and curtains OP OP c. - repairs to interior walls and ceilings, including minor painting OP OP d. - life cycle replacement of ceiling tiles COS COS e. - interior repairs due to building system failures such as roof leaks, exterior walls and foundation leaks not caused by the tenant or operations COS COS f. - maintenance and repairs of floor coverings, including carpet and tile OP OP g. - life cycle replacement of flooring COS COS h. - maintenance, repair, and replacement of millwork OP OP i. - all capital maintenance and replacements COS COS Animal Care Facility Operation RFP #1220-030-2011-033 Page 93 of 95 ATTACHMENT 1 - PROPOSED SERVICE LEVEL ARRANGEMENT FOR NEW ANIMAL CARE FACILITY (cont’d) Item Description Party to Perform the Work Party Responsible to pay for the Work 13. Major Structural Systems a. - repairs or replacements of foundations, flooring substructure, building envelope including bearing walls and roofing, and parking lots due to damage not related to the tenancy COS COS b. - repairs to painting of exterior surfaces including windows, trim, fascia, and soffits COS COS c. - cleaning and repair of eaves troughs and gutters COS COS d. - cleaning of roof drains and roof areas COS COS e. - repairs to roof and replacement of roof COS COS 14. Site Services a. - removal of snow from entrance to parking areas COS COS b. - removal of snow and ice from roof areas COS COS c. - snow and ice removal from steps, walkways, entrances COS COS d. - provision and application of de-icing materials COS COS e. - repairs of water and sewage systems (beyond the building perimeter) COS COS f. - maintenance and repair of parking areas COS COS g. - landscaping repairs and maintenance COS COS h. - grass cutting COS COS i. - general cleaning of grounds, litter disposal COS COS j. - COS COS k. - maintenance, repair and replacement of gates and fences (excluding tenant specific gates and fences) maintenance and repair of parking areas COS COS OP OP OP OP 15. Signage exterior a. - maintenance, repair and replacement (subject to prior approval of the city) 16. Interior Signage within premises a. - maintenance, repair and replacement Animal Care Facility Operation RFP #1220-030-2011-033 Page 94 of 95 ATTACHMENT 1 - PROPOSED SERVICE LEVEL ARRANGEMENT FOR NEW ANIMAL SHELTER FACILITY (cont’d) Item Description Party to Perform the Work Party Responsible to pay for the Work 17. Janitorial Services within the leased premises a. - routine janitorial/custodial services OP OP b. - pest control services (interior) OP OP c. - provision of washroom supplies OP OP d. - garbage removal services OP OP 18. Appliance, Program and Other Non-installed Equipment within the premises a. - inspection, maintenance and repair of all non-building equipment including stoves, refrigerators, microwaves, coolers, free standing cabinets, track lighting OP OP b. - replacement of all appliances, program and non-installed equipment OP OP c. - maintenance, repair, and replacement of furniture OP OP COS COS 19. Renovations and Upgrades to Premises b. - any upgrades, additions, enhancements or improvements beyond what was originally provided during construction is subject to prior approval from the city, and responsibility will be dependent upon the scope of work a. - Electricity OP OP b. - Gas OP OP c. - water and sewer OP OP 20. Utilities 21. Business Operations a. - staff costs OP OP b. - telephone, internet & cable services OP OP c. - insurance (commercial general liability, business interruption, contents, etc.) OP OP d. - supplies and equipment, including for bathroom and kitchen OP OP e. - building insurance COS COS f. - staff parking OP OP Animal Care Facility Operation RFP #1220-030-2011-033 Page 95 of 95