Bids and Tenders - Cochrane ON

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INVITATION AND INSTRUCTIONS TO BIDDERS

INVITATION TO BIDDERS
1. This Request for Proposal (the “RFP”) by Town of Cochrane (the “Town”) invites Proposals from prospective bidders (the “Bidder”) for the service of an established consulting firm with the experience and technical abilities to provide water quality monitoring and reporting for the Town of Cochrane for 2021, 2022 and 2023. The scope of work is further described in Item 1.2. Environmental Landfill Sites as follows:

Lot 22, Con 2, Glackmeyer Township, District of Cochrane, Ontario
Lot 8 & 9, Con 3, Fournier Township, District of Cochrane, Ontario

1. The scope of work for this RFP is for environmental monitoring of the landful for 2021, 2022 and 2023. The scope of work involves the completion of the annual report as per the Certificate of Approval (C of A) after the sampling events are completed at the Glackmeyer and Fournier Landfill. A copy of each C of A has been attached to the documents of this RFP (Appendix A & B). In order to complete these reports, historical data (including past reports, which have been attached to the documents of this RFP (Appendix C & D))shall be tabulated by the consultant personnel and site drawings must be generated. The Town of Cochrane will pay for all the laboratory analytical costs directly. The project will be billed according to actual cost and time spent. The value stated in the proposal represents the maximum upset cost and will not be exceeded without prior authorization from the Town of Cochrane. Samples must be completed as per our C of A for the Glackmeyer and Fournier Landfill for the years of 2021, 2022 and 2023. The contractor is responsible for ordering and taking the samples. Completion of the annual report as per the Cof A after the sampling events are completed and submitted to the Town of Cochrane. The Town of Cochrane will provide one employee to accompany the sampler for the monitoring wells in remote areas for one (1) day within the hours of 7 am to 3 pm. The Contractor is fully responsible for the safety of their employees. The sampler needs to be trained for wildlife and wilderness as there is no cell phone converage in certain areas. An annual sampling schedule shall be provided, in writting, to the Town of Cochrane prior to commencing sampling. Seven (7) days prior to a sampling event the Contractor shall confirm the sampling event with the Town of Cochrane to ensure staff is available. Seven (7) days after a sampling event the Contractor shall, in writting, communicate any deficiancies to the Town of Cochrane.

1. The Contractor must perform the Work:
  1. In compliance with all laws of Ontario, Canada and applicable Town of Cochrane Bylaws, and
  2. With the degree of care, skill, and diligence normally applied in the performance of services of a similar nature;
  3. In accordance with current industry best practices and regulations; and
  4. In conformance with the latest design standards and codes applicable at the time of design

RFP CONTACT
1. For the purposes of this procurement process, the “RFP Contact” will be the contacts listed below. Send all correspondence to both contacts.

Hyder Rajab Melissa Hoogenhoud

Director of Infrastructure Asset Coordinator

hyder.rajab@cochraneontario.com melissa.hoogenhoud@cochraneontario.com

SUBMISSION DEADLINE
1. The Town will receive Proposals under this RFP until 11:00:00 a.m. Eastern Time on February 17, 2021 (“Submission Deadline”).

SUBMISSION REQUIREMENTS
1. All submissions received by the Town will be reviewed for compliance with the requirements set out herein.
2. The Town will only receive submissions through the bids and tender portal.
3. Bidders are required to submit its Proposal prior to the Submission Deadlines. Proposals submitted after the Submission Deadline will be rejected.

EVALUATION AND AWARD
1. Because the Town bases any decision to award a contract on the Proposals submitted, Contractors should include all requirements, terms and conditions it may have in their Proposal, and should not assume that any opportunity will exist to add such matters after the Proposal is submitted.

1. The evaluation of the Proposals will be conducted by the Town’s Project Team and shall be comprised of the following stages:

1. 1. Compliance: Submissions will be reviewed to confirm compliance with all the mandatory requirements of the RFP. Submissions meeting all the Submission Requirements will proceed to price evaluation.
  2. Price: The Proposal with the best price will proceed to the award of contract phase as further described below.

1. The Town may clarify with any Bidder the specifications and other terms of the submitted Proposal for clarification purposes.

1. Subject to the provision of this RFP, the lowest Bidder and the Town shall enter into negotiation to finalize the terms of Contract.

1. If for any reason the Town determines it is unlikely to reach complete agreement with the lowest Bidder, the Town may discontinue the discussion with the lowest Bidder and proceed in any manner that the Town may decide, in consideration of its own best interests including without limitation:

1. 1. Terminating the RFP due to budget constraints and any unforeseen circumstances and proceeding with some or all of the Services in some other manner including without limitation by engaging other Service Providers.
  2. Inviting one of the other Bidders to enter into discussions to reach an agreement for the Services, commencing with the Bidder having the second-best score and so forth.

1. Where an agreement has been reached on the terms of the Contract, the Town shall prepare a contract for execution, which, subject to any negotiated changes as permitted by this RFP, shall be in substantially the same form as the Contract and shall include all terms, conditions, requirements, and obligations imposed by this RFP.

INQUIRES AND CHANGES
1. The Bidder shall submit a questions through bids and tender shall they have any questions or need further clarification. Furthermore, if a Contractor discovers any inconsistency, discrepancy, errors, and omissions in this Request for Proposal, it must notify, in writing, the RFP Contact, who may, if necessary, issue a written addendum.
2. It is the responsibility of each Bidder to inquire about and clarify any requirements of this Request for Proposal, which are not understood. Contractors must obtain their own information on all matters and things that may in any way influence them in making their Proposals and fixing prices.

1. Bidders must satisfy themselves in all respects as to the risks and obligations to be undertaken by them.
2. The Town may, at any time, make and stipulate changes to this Request for Proposal. When it becomes necessary to revise, delete, substitute, or add to the bid documents after release, the Director will issue an addendum. A copy of each addendum shall be posted to the Town’s webpage and bidding portal. All addenda shall be incorporated into and become part of this Request for Proposal. The Town shall not be bound by oral or other information, explanations or clarifications not contained in written addenda.
3. All Bidders must acknowledge addenda in Schedule A of this RFP. Failure to do so may result in rejection of the bid
WARRANTY AND CORRECTION OF DEFICIENCIES
1. If at any time prior to one year (or specified warranty/guarantee period if longer than one year) after the actual delivery date of any supplied granular material, any part of the granular material or Work becomes defective or is deficient or fails due to defect in design, material or workmanship, or otherwise fails to meet the requirements of the contract, then the Contractor, upon request, shall make good every such defect, deficiency or failure without cost to the Town. The Contractor shall pay all transportation costs for supplied granular material both ways between the Contractor’s source/truck start location and the delivery location.

1. The Town shall have the right to withhold from any sum otherwise payable to the Contractor such amount as may be sufficient to remedy any defect or deficiency in the supplied granular material, pending correction of the same.

SECURITY DEPOSIT
1. The Contractor shall, prior to the execution of the contract by the Town and before the commencement of any work, pay for and provide a security deposit in its own name, in the amount of 10% of the total contract value before HST, which shall be in the form of an original certified cheque, bank draft, Irrevocable Letter of Credit or money order.
2. Any Irrevocable Letter of Credit shall be in a form and from a company satisfactory to the Town. An Irrevocable Letter of Credit, if used, must clearly state that the bank or issuer agrees that it will not notify its customer of any demand until after payment is made to the Town.
3. If a certified cheque, bank draft, or money order is submitted as the security, it will be cashed immediately. After the Contract has been completed to the satisfaction of the Town, and any warranty period has expired, the Contractor will be refunded, without interest, the amount of the security, or any remaining balance thereof, if any, in the event that some or all of the security was required to be dispersed by the Town.
CONTRACT DOCUMENT
1. The Town's acceptance of the Contractor's Proposal by issuance of a Purchase Order shall create a contract between the Town and such Contractor containing all specifications, terms, and conditions in the Proposal except as amended in the Purchase Order. Any exceptions taken by the Contractor which are not included in the Purchase Order will not form part of the contract.