The Corporation of the Village of Burk’s Falls
Request for Quotes: RFQ A-2015-01
Burk’s Falls Armour Ryerson Arena Lighting
Retrofit
Official bid closing date/Time:
MONDAY MAY 4, 2015 4:00 PM (Local Time)
Mandatory site visit:
Monday, April 20, 2015 at 9am (Local time)
Please submit a quote in a sealed envelope bearing the label “RFQ A 2015-01” to:
Candy Shuker Admin/Finance Clerk
Village of Burk’s Falls
172 Ontario Street
Burk’s Falls ON P0A 1C0
Village of Burk’s Falls
Request for Quote: RFQ A-2015-01
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1. BACKGROUND
The Village of Burk’s Falls is a single tier Municipality, The Village is located 165 miles north of
Toronto on Hwy. 11 corridor between Huntsville and North Bay at the junction of Hwy 11 and 520.
The Municipality of the Village of Burk’s Falls operates the Burk’s Falls, Armour and Ryerson
memorial Arena, located at 220 Centre Street. The facility has fully functional single ice pad
surface, with a full upstairs community centre to host a number of groups and activities. The
facility is well equipped to accommodate a variety of sports, recreation, culture and leisure
activities.
2. TIMELINES
The schedule for the project is as follows:
RFQ Released
April 13, 2015
Mandatory Site Visit
April 20, 2015 – 9:00 am
Proposal Submission Deadline
May 4, 2015
Project Award
week of closing
Earliest date to commence work
May 11, 2015
Completion Date (not flexible)
June 10, 2015
Note: These dates have been set by priority and ice out/in dates. There is the possibility to
conduct work at several arenas simultaneously upon request contingent on activity in the arena
in question. In order to ensure completion dates for the proposal the ice surface lights shall be
done prior to the other lighting requirements.
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3. SCOPE OF WORK
The work under this Contract is for Supply and Delivery of Energy Efficient LED lighting fixtures for
the Armour, Ryerson and Burk’s Falls Memorial Arena located in the Village of Burk’s Falls.
4. SCOPE OF PROJECT
The works include all labour, material, equipment and supplies to remove, recycle and replace the
existing 18 - Metal Halide light fixtures, 6 – Exterior Wall Pack / Entry fixtures, and 14 exit signs
with new LED light fixtures.
Proponents must supply a conceptual schematic of your lighting design for consideration with your
bid submission. Failure to do so will result in rejection of the proposal. Prior to commencement of
work, written approval must be given by the Village to the successful proponent of the final layout
and drawings.
Works include but are not necessarily limited to the following:
4.1 ARENA LIGHTING
4.1 Disconnect, remove and dispose of existing fixtures in accordance with acceptable practices
and regulations regarding same. Provide copies to the Village, of any manifests required during
the disposal of any environmentally controlled substances.
4.2 Removal and re-installation of protective netting.
4.3 Removal and re-installation of low-E ceiling material on roof to facilitate access to the lighting.
4.4 Supply and install appropriate New LED luminaires with related devices to replace the existing
Metal Halide luminaires.
4.5 Install the new LED light fixtures and suitable mounting brackets as per the manufacturer’s
requirements. Connect and secure light fixtures complete to the existing electrical rough-in and
make safe to latest ESA codes and standards. A turnkey solution is expected and any proposals
that are not turnkey, and have additional works that may be required outside of your proposal; will
be rejected.
4.6 Provide complete and proper support for all light fixtures, and associated components.
Support light fixtures to be level, plumb and true with the structure and other equipment in a
horizontal or vertical position as intended.
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4.7 All hangers, supports, fastening or accessory fittings shall be protected against corrosion. Care
shall be taken during the installation to assure that the insulation and corrosion protection is not
damaged.
4.8 The contractor shall examine the condition of the existing power connections, wiring, and
junction boxes and report any problems to the project manager.
4.9 Disconnect the existing light system located above arena ice pad. Ensure all remaining existing
electrical distribution equipment is in proper working condition and meets all applicable codes and
standards.
4.10 Supply and install new dimming control system for the LED lighting with capabilities to be a
minimum of (100%, 75%, 50%, 25%, off). Install and mount the wired control module. Switch
location to be determined. The new proposed dimming system shall be fully compatible with the
supplied LED luminaires and be installed to suit the manufacturers requirements.
4.11 Light fixtures used shall be:
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Design Light Consortium Listed (DLC) and/or Energy Star Rated to meet the energy grant
incentives. (save on energy)
High Recycled Content
RoHS compliant
Low Profile, easy mount design, for easy install
LED drivers have power factor >90% and THD <20% of full load
Integral 10kV surge suppression protection,
Surge protection tested in accordance with IEEE/ANSI C62.41.2
UL listed in the U.S. and Canada for wet locations and enclosure classified per IEC 60529
and IP65
Luminaire & Finish to be covered by 10 year warranty
L70 Rating at minimum 50,000 – 70,000 hours.
Preference given to No GLASS as part of the luminaire, however; if there is a glass
component it MUST be Tempered (Safety) Glass and have a protective device covering the
glass component.
CRI of 70+ MIN
Labour warranty minimum 1 Year with extra consideration to greater than 1 Year.
Fixtures tested to LM79-08
Systems LM-80 tested
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4.12 The illumination photometric requirements for each arena are the following:
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L70 Rating at 50,000 – 70,000 hours of operation
Minimum 50 fc avg. in accordance with IESNA Standard Light levels for hockey
arenas
Uniform lighting with a Max/Min ratio of 2:1 or better
Utilize light loss factor of 0.920 in photometric calculations
Provide an Average of 60% Reflectance at Ice Level
o Utilize reflectance of 50-50-80 in the photometric calculations
Colour temperature of 4300 – 4600 deg. K +- 300K.
Dimming feature is preferred. Please describe in detail what dimming functions
your system is capable of
Preference will be given to systems where there is a minimum loss of light as a
result of LED Chip failure.
4.13 Photometric calculations and cut sheets of the proposed LED light fixture shall be submitted
with your proposal for review and approval.
4.14 Describe in detail all warranty’s on the new system(s).
4.15 Installation shall be completed during facility normal business hours. The successful
proponent will coordinate with the manager assigned to the project.
4.16 Obtain all permits required for the installation of electrical trades work, arrange for
submission of building electrical plans, inspections and tests in connection therewith and pay for
all costs for permits, inspections and fees levied by the authorities, including ESA.
4.17 All work shall conform to governing municipal or provincial codes, rules and regulations
and/or authorities having jurisdiction. Without restricting the above, the following codes are
applicable: Ontario Building Code and Ontario Electrical Safety Code and CSA requirements.
4.18 All material and equipment subject to ULC or CSA inspection and approval shall bear their
respective approval label.
4.19 Inspecting and Testing:
A. Undertake inspection and tests to provide verification certifying compliance to codes as
requested by Authorities and the local Building Department.
B. On completion of work, present to the owner the final unconditional certificate of approval
as provided by the Authorities and/or building Department.
C. On completion of the work, provide light meter readings throughout the arena verifying
that the lighting retrofit installation provides the lighting levels shown on the approved
photometric calculations and on the final drawings that were provided to the Village.
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4.20 All electrical equipment required to complete the work, whether shown, mentioned or not
shall be included as part of this contract.
4.21 The owner shall have temporary use of the installation prior to final acceptance.
4.22 All materials shall be new, and free from defects.
4.23 All wiring shall be run in surface mount galvanized steel conduit.
4.24 All wiring shall be copper conductors, 600 V grade with insulation type TWH or RW90.
4.25 All non-current carrying metal parts shall be grounded in accordance with CSA and the
Electrical Safety Authority.
4.27 All required cutting and patching shall be done by the electrical contractor unless otherwise
noted.
4.28 Contractor shall provide three (3) electronic copies of all final documents including owner’s
manuals, shop drawings, warranties, inspection reports/certificates, and final light meter readings
throughout arena, a listing of contact information regarding warranties and service requirements
and As-Built drawings on CD, DVD, or flash memory.
4.29 Contractor will prepare and see through to the end, any and all applications for incentives
from any Manufacturer or Government or Government Agency on the behalf of the Village of
Burk’s Falls.
NOTE:
Although every attempt has been made to assure that information provided herein is
accurate, the submission of a proposal shall be deemed proof that the bidder has
satisfied himself as to all the provisions of the RFP, all conditions which may be
encountered, what goods and services he will be required to supply, or any other matter
which may enter into the carrying out of supply of goods and services referred to in the
RFP, and no claims will be entertained by the Village based on the assertion by the
bidder that he was uninformed as to any of the requirements of this quotation. A
formal mandatory site meeting is scheduled. The arena is also open on a daily basis
during hours of operation. Please advise of any intention to visit the site(s) outside of
the scheduled site meeting. Staff must be advised. All questions must be submitted in
writing to admin@burksfalls.ca. No verbal interpretation will be effective to modify any
component of the RFP or any subsequent contract.
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Request for Quote: RFQ A-2015-01
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5. TERMS AND CONDITIONS
5.1 SUBMISSION
Submissions clearly marked as to contents, will be received for:
RFQ A-2015-01
Burk’s Falls, Armour and Ryerson Arena Lightning Retrofit
Closing Date and Time: Monday May 4, 2015 4:00 PM, local time
Submit one (1) copy of the Proposal Response Forms and additional required documentation to the
undersigned in a sealed envelope by the above noted closing date and time. Proposals received after the
closing date and time shall not be considered and will be returned to the bidder unopened. Facsimile, email or telephone submissions will not be accepted.
Candy Shuker, Admin/Finance Clerk
The Village of Burk’s Falls
172 Ontario Street
Box 160, Burk’s Falls, ON
P0A 1C0
5.1.1 Grounds for Disqualification of Submission
The Municipality will disqualify or deem submissions non-compliant for the following
reasons:
A. Failure to submit documents in accordance with the closing date and time; or
B. Failure to complete, sign and include all required RFP forms provided; or
C. Failure to comply with any of the mandatory requirements.
5.2 PERMITS/LICENSES
All permits, fees and inspections required by authorities having jurisdiction shall be the
responsibility of the Contractor.
5.3 MAINTENANCE & SUPPORT
What technical support is available in the event of system failure? Detail where technicians
are located, what anticipated turnaround time is for service in the event of failure etc. It is
important that the Village ascertain that help is readily available if and when needed.
Please provide information regarding the availability of replacement components. For
instance where are they warehoused, is ample supply always available etc.
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5.4 REFERENCES
The Village reserves the right to check references and use the information gathered in the
award decision making process. A firm’s references which prove unsatisfactory or for whom
there is a consistent trend of contract issues through other public agencies or consultants may
be rejected.
The Village reserves the right to check further than the references submitted by the
proponent at its discretion.
5.5 INSURANCE REQUIREMENTS
Upon acceptance of this Tender by the Village, the successful bidder shall supply the Village with a
Certificates of Insurance:
5.5.1 Commercial General Liability Insurance satisfactory to the Corporation, including the following:
• a limit of liability of not less than two million dollars ($2,000,000);
• the Corporation shall be named as an additional insured;
• the policy shall contain a cross liability clause in respect of the named insured;
• the policy shall contain non-owned automobile coverage with a limit of at
least two million dollars ($2,000,000) including S.E.F. No. 94 - Legal Liability
For Damage To Hired Automobiles Endorsement and S.E.F. No. 96
Contractual Liability Endorsement ;
• the policy shall contain completed operations coverage;
• the policy shall contain owner’s protective coverage;
• the successful Proponent shall give sixty (60) days prior notice of any
alteration, cancellation or lapse in policy shall be given in writing to the
Village.
5.5.2 Automobile Insurance under a standard automobile policy with limits of not less than two
million dollars ($2,000,000) in respect of each vehicle.
5.5.3 The successful bidder shall be responsible for all deductibles under their policy and must
maintain coverage stated above throughout the contract period.
5.6 WORKPLACE SAFETY AND INSURANCE BOARD (WSIB)
5.6.1 The Village requires evidence of the bidder being in good standing with the Workplace Safety
and Insurance Board.
5.6.2 The Contractor shall pay, or cause to be paid, any assessment or compensation required to be
paid pursuant to the Workplace Safety and Insurance Board Act. A certificate of clearance from the
5.6.3 Workplace Safety and Insurance Board is to be supplied to The Corporation of the Village of
Burk’s Falls upon notification of award and is required to be renewed upon expiry if deemed
applicable by the Village.
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Request for Quote: RFQ A-2015-01
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5.7 ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES ACT, 2005 (AODA)
New requirements of the AODA passed by the Ontario Legislature with the goal of creating standards
to improve accessibility across the Province are now in effect. All private sector organizations in
Ontario were required to comply with the customer Service Standards by January 1, 2012.
Businesses and individuals that the Village has contracted to provide goods or services to customers
must ensure that their employees, agents and subcontractors are trained on providing accessible
customer service. All vendors will be required to complete the Village’s Accessibility Compliance
Form as a one-time registration in order to do work on behalf of the Village. The successful bidder
will be required to provide a completed AODA Form with the executed contract.
5.8 CORPORATE HEALTH & SAFETY POLICY
The successful Bidder will be required to provide a copy of their Health and Safety Policy including
their program of implementation of this policy.
Under the Duties of Employer and Other Persons, (Section 25(2) (j) of the Occupational Health and
Safety Act) the Act states:
(2)Idem - Without limiting the strict duty imposed by subsection 1, an employer shall;
(j) prepare and review at least annually a written occupational health and safety policy and develop
and maintain a program to implement the policy. This section of the Occupational Health and Safety
Act is clear. An employer is required to have the above in place no matter how small or large a
business. The Village requires that this information be part of the required documentation for
contract award.
The contractor shall indemnify and hold harmless the owner, their agents and employees for any
contravention's of the Occupational Health and Safety Act, (most current legislation) and for all legal
costs incurred in the event that charges are brought against the owner pursuant to the act.
5.9 INDEMNIFICATION AND DAMAGES
The successful Bidder agrees to indemnify and save harmless the Village from and against all claims,
demands, losses, costs, damages, actions, suits, or other proceeding by any third party against the
Village resulting from any act, omission or failure of the Bidder during and after the procurement
process, including during the performance of the Work.
Any loss or damage to the Work caused by the action of the elements, including severe rainstorms,
windstorms, floods or any other unforeseen circumstances shall be sustained and borne by the
Constructor at his own expense. All material and additional Work required to make good any loss
or damage to Work previously completed shall be borne at the cost of the Constructor and no claims
for extra payment will be considered.
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Request for Quote: RFQ A-2015-01
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5.10 ACCEPTANCE AND REJECTION OF TENDERS
The Village reserves the right to reject any or all Tenders and the lowest-priced Tender will not
necessarily be accepted.
Notwithstanding any requirement, the Village reserves the right to cancel or defer the work at its
sole discretion where the costs exceed the Village’s budget to a degree that the project is not viable.
The Village reserves the right to not accept a Tender from any person or corporation which includes
all related corporations who, or which, has a claim or instituted a legal proceeding against the Village
or against whom the Village has a claim or instituted a legal proceeding with respect to any previous
contracts, bid submissions or business transactions who is justified as either the proposed
Contractor or Subcontractor within the submitted Tender.
The Bidder acknowledges that it shall have no claim against the Village, or entitlement to damages
from the Village because of the Village’s rejection of its Tender, or as a result of any delay in the
acceptance or rejection of a Tender.
5.11 AWARD OF CONTRACT
Upon notifying the successful Bidder that their Tender has been accepted, the awarded bidder will
be required to supply the following prior to commencing any work:
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Current WSIB Clearance Certificate;
Letter accepting this tender as the contract
Required Certificates of Insurance.
Once the work has been awarded, the Bidder shall be referred to as the Contractor.
5.12 HARMONIZED SALES TAX
Prices shall be bid exclusive of Harmonized Sales Tax (HST).
All prices submitted shall be FIRM and in Canadian Dollars for 60 days from date of closing of the
Tender request. The prices submitted for the project shall include, without limitation, all required
labour, materials, freight and other services as described herein and elsewhere in this document.
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6. EVALUATION
The following predetermined criteria, which are not in any particular order, will be used to
determine the ranking of proposals and subsequent award.
Criteria:
A. A Demonstration of a thorough knowledge and understanding of the requirements of the
RFQ package.
B. Quality and completeness of the RFQ Response
C. Must meet illumination guidelines
D. Must meet testing requirements
E. Company profile, qualifications and experience of project team
F. Company profile, qualifications and experience of project supervisor
G. Methodology
H. Compliance with Certifications required
I. May include site visit to arena’s previously completed; references should provide evidence
of longevity claims
J. Maintenance support
K. Availability of replacement components
L. Cost, fee structure, comparative value
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BID FORM
To The Corporation of the Village of Burk’s Falls, Hereafter called the "Owner":
I/WE____________________________________________________ the undersigned
declare:
1. THAT no Person(s), Firm or Corporation other than the one whose signature(s) of
whose proper officers and the seal is or are attached below has any interest in this Bid
or in the Contract proposed to be taken.
2. THAT this Bid is made without any connections, knowledge, comparison of figures or
arrangements with any other company, firm or person making a Bid for the same Work
and is in all respects fair and without collusion or fraud.
3. I/WE represent that no member of the Council, and no officer or employee of the
Owner, is, or has become interested, directly or indirectly, as a contracting party,
partner, stockholder, surety or otherwise howsoever in or on the performance of the
said Contract, or in the supplies, Work or business in connection with the said
Contract, or in any portion of the profits thereof, or of any supplies to be used therein,
or in any monies to be derived there from.
4. THAT I/WE hereby submit the following Tender and agree to supply a Draft and Final
Foundation investigation and Design Report for Yonge Street Bridge Replacement
with all Tender requirements met, and to accept in full payment therefore, in
accordance with the prices and terms set forth in the Bid herein.
5. THAT this Bid is irrevocable and open to acceptance until the Agreement is executed
by the awarded Bidder for the said Work or Sixty (60) Working Days, and prices for as
long as stated elsewhere in the document, whichever event first occurs and that the
Owner may at any time within that period without notice, accept this Bid whether any
other Bid has been previously accepted or not.
6. THAT the awarding of the Tender, by the Owner is based on this submission, which
shall be an acceptance of this Tender.
7. THAT if the Bid is accepted, I/WE agree to complete the scope of work within the
scheduled timeframe. If I/WE fail to do so, the Owner may accept the next lowest or
any Bid or to advertise for new bids and I/WE also agree to pay to the Owner the
difference between this Bid and any greater sum which the Owner may expend or
incur by reason of such default or failure or by reason of such action as aforesaid on
their part, including the cost of any advertisement for new bids, and shall indemnify
and save harmless the Owner and their officers from all loss, damage, cost, charges
and expense which they may suffer or be put to by reason of any such default or
failure on my/our part.
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8. Bid:
Proposed Start Date: ______________________
Completion Date: _________________________
Project Bid
$ ________________
Additional Disbursements (Itemized):
__________________ @ $_________
$ ________________
Total Bid Amount
9.
$_________________
The undersigned affirms that he/she is duly authorized to execute this bid.
NAME: ______________________________
BIDDER'S SIGNATURE AND SEAL: _______________________________________
POSITION: __________________________________________________
WITNESS: ___________________________________________________
POSITION: __________________________________________________
(If Corporate Seal is not available, documentation should be witnessed)
DATED AT THE ______________________________________________
(City/Village)
THIS__________DAY OF__________________________________ 2015
Note:
Failure to provide the complete Form of Tender, submitted as an original document, complete with original authorized signature(s),
at time of Tender closing, will result in the Tender submission being disqualified and not considered for award.
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