REQUEST FOR QUOTATION RFQ number/date RFQ Collective Number Q15P299 Procurement Contact person: Pat Keohan/902 490-6307 This number must appear on all invoices lading bills, containers and correspondence. Send queries DIRECT to Purchasing Agent. Please send completed RFQ to: Halifax Regional Municipality Procurement Division Suite 103, 40 Alderney Drive, Dartmouth, NS B2Y 2N5 THIS IS NOT A PURCHASE ORDER Specification Contacts: See page 5 Your reference Q15P299 Quotation deadline: 2015.06.26 Deliv. terms: FOB DESTINATION OFFLOADED Payt. terms: Net 30 days, Currency CAD Request for Quotation for: For Standing Offer for the Collection & Disposal of Automotive Waste & Related Items. Quotation Q15P299 closing Friday, June 26, 2015, at 4:00 pm Atlantic Standard Time (AST). All bids to be submitted on this form only (submit other documentation if requested). Quotations to be delivered by hand or courier to HRM Procurement located at 40 Alderney Dr., Suite #103, Dartmouth NS. B2Y 2N5. Fax submissions accepted at (902) 490-6425. Bidders are advised that Canada Post does not deliver to the Procurement office. Name of Company Quoting: Name of Company Representative:
2 Supplementary Terms and Conditions: Collection & Disposal of Automotive Waste & Related Items, to provide all labour, tools, materials, equipment, transportation and services to perform this work. The successful bidder(s) will be issued a contract, (a 10-digit number beginning with 209). Release purchase orders, (10-digit numbers beginning with 207), will be issued against the contract. The Halifax Regional Municipality will not pay for any items charged against the resulting contract, unless specifically identified. Prices quoted shall be in Canadian funds. Only firm prices will be considered. Prices quoted without hst tax. All invoices must state: -the release purchase order; -sap material numbers, full item description, quantities-invoices to be billed per the units of measure as ordered. -prices to be shown, followed by applicable discount for each item, if applicable), and the prices shall be extended and sub-totalled. -person's name, vehicle number, (if applicable), work order number and department location who authorized the purchase; show signature and phone number for receipt on each slip. -HST to be shown as a separate amount. The Municipality shall review each invoice and, if the invoice is in order, it shall be approved and processed for payment. If additional information or explanation is necessary to clarify the amounts invoiced, the contractor(s) shall provide such information promptly. The Municipality will not accept responsibility for payment of work done, not previously authorized. Quotations shall be evaluated using any consistent method selected by the Municipality. Consideration shall be given but not limited to the following: cost; general suitability; availability; warranty; past performance of the bidder including experience in this field of work; references; and total overall cost to the Municipality in acquisition and administration. The prices quoted in this request for quotation shall include the furnishing of all materials, supplies, tools, equipment, labour, transportation and all incidentals necessary to perform and complete the work. The prices shall also include profit and overhead and the cost of all incidental services supplied by the bidder such as administration, general supervision, insurance, licenses, permits and all other costs associated with this quotation, and in carrying out and completing the work. The bidder agrees that should the price of the labour and / or material increase after the submission of this quotation, he /she will absorb the additional cost and will not claim for additional payment.
3 The contractor(s) shall not be entitled to any compensation for delays due to weather or for any other reason, that may occur during the execution of this contract. The contractor shall be responsible for providing and for the placement of barricades, tarps, plastic, flag tape and other safety / traffic control equipment required to protect its employees, the public, surrounding areas, equipment and vehicles. The flow of vehicular traffic shall not be impeded at any time. The safety of the contractor's employees and the public is of prime concern to the Municipality and the contractor must take all necessary steps to assure proper safety during the performance of the contract. Any bidders that have a history of safety problems or high incidence of accidents, will not be considered for award of a contract. The work area shall be cleaned at the end of each work day. All materials, tools, equipment, etc., shall be removed or safely stored. The Municipality is not responsible for theft or damage to the contractor's property. All possible safety hazards to workers or the public shall be corrected immediately and left in a safe condition at the end of each work day. If there is a question in this area, the Municipality's representative shall be consulted. The contractor(s) shall comply with all codes, regulations and by-laws and all standards pertaining to the work, including the Nova Scotia Occupational Health and Safety Act and Regulations thereto and Nova Scotia Department of Transportation and Communications (or its successor), Temporary Workplace Traffic Control Manual of latest revision. Failure to comply with safety regulations shall be grounds for termination of the contract. Bidders should submit with their quotation, current copy of letter of Good Standing from the Workers Compensation Board and a Letter of Good Standing from a WCB of Nova Scotia approved audit firm. Vendor Quoting (print clearly): Name of Company: Address: City & Province: Postal Code: Telephone: Fax: Email Address: HST #: Name of Representative: Signature of Representative: Date:
4 S p e c i f i c a t i o n s : For standing offer to provide this service on an as and when requested basis to Halifax Regional Municipality Metro Transit, 200 Ilsley Ave., Dartmouth, NS; East Fleet Operations, 150 Thornhill Drive, Dartmouth, NS, Metro Transit, 110 Grassy Lake Drive, Ragged Lake, Halifax, NS, Halifax Regional Police Garage, 1975 Gottingen St., Halifax, NS, Halifax, Fire & Emergency Services Garage, 196 Waverley Rd., Dartmouth, NS, Metro Transit Ferry Section, Woodside, NS. The Halifax Regional Municipality reserves the right to add or delete sites at its option, for one or more services. The intent of this request for quotation is to create continuity throughout the HRM sites by selecting one or more qualified companies to provide the collection and disposal of automotive waste products and related items. Ideally, the selected companies will commit to a two (2) year contract and at the end of each year, the HRM will eview the company's performance and at that time, HRM reserves the right to renew or terminate the contract. The HRM is the sole judge of performance. Contractor shall be responsible for loading all waste materials onto their equipment for transportation. This includes the securing of all materials onto pallets if necessary. Legal responsibility for the transportation, storage and disposal of hazardous material rests with the contractor from the time the hazardous materials come under the control of the contractor. Prices quoted shall be fob destination delivered, as required to the disposal site. The Municipality's authorized representative(s) will decide all questions which may arise as to the quality and acceptability of any work performed under the contract. If in the opinion of the Municipality's authorized representative(s), performance becomes unsatisfactory, the Municipality shall notify the contract in writing. The contractor will have two (2) days from that time to correct any specific instances of unsatisfactory performance. In the event the unsatisfactory performance is not corrected within the time specified above, the Municipality shall have the immediate right to complete the work to its satisfaction and shall deduct the cost to cover from any balances due or to become due from the contractor. Repeated instances of unsatisfactory performance may result in cancellation of the standing offer for default. Halifax Regional Municipality reserves the right to disqualify a bidder from further consideration if the Municipality determines, in its sole discretion, that the compliance history of a bidder indicates a lack of qualification to perform any part of the scope of the work. Bidders are advised that any quantities noted herein are estimates only based on historical and or estimated usage during the past contract period and are not to be construed as guaranteed quantities. The Halifax Regional Municipality does not guarantee to purchase the full amount, and reserves the right to exceed these quantities. The successful bidder is responsible for all permits, approvals and licenses required for the performance of the work.
5 Registered/Licensed: To be considered responsive, contractors must be licensed/registered in their province if such license/registration is normally required. The bidder will be responsible for any and all environmental problems associated with the on-going collection of disposal of products resulting from this service. This service must meet all legislative and regulatory requirements relating to environmental program. Furthermore, the successful contractor(s) shall comply with all restrictions pertaining to the Nova Scotia Department of Environment's banned materials list. The contractor shall keep the premises clean of all rubbish and debris generated by the work involved and shall leave the premises neat and clean. All surplus material, rubbish and debris shall be disposed of by the contractor at the contractor's expense. ****************************************************************************************************************************** Bidders shall provide on separate sheets, (company letterhead), hours of operation, an outline of expertise and experience in this field. Bidders shall also provide five (5) recent references. the information shall include: company name, contact person, telephone number, work performed for reference company and number of years bidder performed that work for the reference. As well, stated references should reflect at least one customer of similar size and quantity of work as the Halifax Regional Municipality. (HRM cannot be a reference). ******************************************************************************************************************************* Bidders are to include a list of equipment and the number of personnel that will be involved in carrying out this contract. Bidders are required to submit plans for the initial placement of sufficient containers and provide a schedule detailing aspects relating to container exchange and or pickup and disposal of waste by-products at all sites. More frequent pickups may be required and the vendor is to work with the various end users to ensure the end user's needs are met adequately. Indicate the type, size and quantity of all containers for each site. Each collection container to be properly marked for contents and hazards, in accordance with all federal, provincial and local laws. Note: Containers must be of remanufactured content, or new, in excellent condition and appearance. Photos of the various vendor containers may be required and will be provided promptly upon request by HRM. ******************************************************************************************************************************* For any technical questions, and or to view the sites, bidders are to contact: Fleet Services - Larry Hilton 902-490-6832; Fire Services and Police Services - Mike Morris at 902-490-1513; Metro Transit, 200 Ilsley Ave., Neil Laws 902-229-9774; Metro Transit, Ragged Lake, Sean Lewis or Larry Rankin 902-490-1774; Metro Transit Ferry section - Glen Bannon 902-490-1505. (For questions concerning terms and conditions, contact Pat Keohan at 490-6307). *********************************************************************************************
6 Key contact persons, cell / house phones that might be contacted only in the event of disaster or emergency: name: cell: / home name: cell: / home 00010 201046305 FILTER WASTE, AUTOMOTIVE, 240L TOTE* COMES WITH COVER Estimated Yearly Usage: 113 totes Year 1, Price per tote, $ + HST Year 2, Price per tote, $ + HST Type of container to be approximately, 240 Litre Plastic Tote on wheels with flip cover. 00020 201016181 WASTE, ANTIFREEZE, 45 GALLON DRUM Estimated Yearly Usage: 2 drums
7 Unit Year 1, Price per 45 Gallon, $ + HST Year 2, Price per 45 Gallon, $ + HST Containers must be off remanufactured content or new, in excellent condition and appearance. 00030 201052855 WASTE, ANTIFREEZE, AUTOMOTIVE, 1,000 L TOTE liter Estimated Yearly Usage: 1 tote Year 1, Price per litre (1,000 litre tote) $ + HST Year 2, Price per litre (1,000 litre tote) $ + HST Containers must be off remanufactured content or new, in excellent condition and appearance. 00040 201052853 WASTE, RAGS, AUTOMOTIVE, 240L TOTE each Estimated Yearly Usage: 105 totes Year 1, Price per tote, $ + HST Year 2, Price per tote, $ + HST Type of container to be approximately, 240 Litre Plastic Tote on wheels with flip cover. 00050 201052856 WASTE, OIL/GREASE/FLOOR DRY, 240L TOTE each
8 Unit Estimated Yearly Usage: 10 totes Year 1, Price per tote, $ + HST Year 2, Price per tote, $ + HST Type of container to be approximately, 240 Litre Plastic Tote on wheels with flip cover. 00060 201017003 CONTAINER SERVICE, WASTE OIL, 45 GALLON Estimated Yearly Usage: 2 drums Year 1, Price per 45 Gallon, $ + HST Year 2, Price per 45 Gallon, $ + HST Containers must be off remanufactured content or new, in excellent condition and appearance. 00070 201017004 REMOVAL, WASTE OIL, PER LITRE liter For Metro Transit Garages; Woodside Ferry, Dartmouth Ferry; Halifax Ferry; East Fleet Garage; Halifax Police; and Fire Dept., (196 Waverley Rd, Dartmouth): To be dipped monthly and pumped out as required per 205L drum. Estimated Year Usage: 80,000 litres Year 1, Price per litre, $ + HST Year 2, Price per litre, $ + HST
9 Unit 00080 201023885 WASTE COLLECTION, DIESEL FUEL, 45 GALLON Estimated Yearly Usage: 1 drum Year 1, Price per 45 Gallon, $ + HST Year 2, Price per 45 Gallon, $ + HST 00090 201023887 WASTE, LIQUID THINNER, 45 GALLON TRANSIT, EAST GARAGE Estimated Yearly Usage: 1 drums Year 1, Price per 45 Gallon, $ + HST Year 2, Price per 45 Gallon, $ + HST 00100 201023890 REMOVAL, WASTE, OIL WATER, 45 GALLON Estimated Yearly Usage: 66 drums Year 1, Price per 45 Gallon, $ + HST Year 2, Price per 45 Gallon, $ + HST
10 Unit 00110 201029687 DISPOSAL, AEROSOL CANS, PER 45 GALLON DRUM Estimated Yearly Usage: 25 drums Year 1, Price per 45 gallon drum, $ + HST Year 2, Price per 45 gallon drum, $ + HST 00120 201052857 WASTE, TACT, 45 GALLON Estimated Yearly Usage: 1 drum Year 1, Price per 45 gallon drum, $ + HST Year 2, Price per 45 gallon drum, $ + HST 00130 201052858 WASTE, TACT, 5 GALLON PAIL each Estimated Yearly Usage: 1 x 5 gallon pail
11 Unit Year 1, Price per 5 gallon pail, $ + HST Year 2, Price per 5 gallon pail, $ + HST 00140 OTHER WASTE, SUCH AS PAINT, 45 GALLON DRUM Estimated Yearly Usage: 1 drum Year 1, Price per 45 gallon drum, $ + HST Year 2, Price per 45 gallon drum, $ + HST Terms and Conditions The Terms and Conditions for this solicitation can be located at either the www.halifax.ca website at: http://www.halifax.ca/procurement/terms.php or picked up at the Procurement Office, 1st Floor, Suite 103, 40 Alderney Drive, Dartmouth, NS. Submission of a response to this Request for Quotation confirms that your company has viewed and accepts these Terms and Conditions.