Date Issued: September 28 th, 2016 Due Date: 12:00:00 p.m. (noon local time), October 13 th, 2016
Part 1 Introduction The Town of Okotoks is inviting the submission of proposals for the provision of Hydraulic Rescue Tools for the Town s Fire Department. Your firm is invited to submit a formal proposal for the supply of this equipment. The information required and the proposal format is detailed in the following sections. I. Background 1. The Town of Okotoks is an urban municipality located 15 minutes South of Calgary off of Highway 2A south, with a population of approximately 29,000 residents. 2. The Okotoks Fire Department is staffed by 17 full time firefighters and 32 community firefighters operating from two (2) stations and responding to approximately 1000 calls a year. II. Process 1. In order to ensure that we obtain the best possible equipment to meet the departments needs and best serve our residents, the Town of Okotoks is issuing a Request for Proposal process for the purchase of these items. 2. These specifications are supplied in order to provide each vendor with a model on which to base their pricing and the Town to base their evaluations. Vendors must submit their bids based on the same or equivalent specifications provided. 3. Upon completion of review and evaluation of the written submissions by the Town, the Town intends to shortlist to those bids that best meet the criteria. Following the shortlisting, it is the Town s intent to evaluate and determine the preferred vendor based on the needs of the Okotoks Fire Department. IV. Timelines 1. The approximate timelines for the acquisition and implementation of these units is as follows: i) RFP submission deadline October 13 th. 2016 ii) Preliminary Evaluations and Short listing October 19 th. 2016 iii) Contract Award October 20 th. 2016 iv) Delivery of Units Dec 1, 2016 2 of 15
Part 2 Specifications I. INTENT OF SPECIFICATIONS It shall be the intent of these specifications to cover the requirements of the hydraulic rescue tools. 1. The basic criteria identified in this specification are: Hydraulic rescue tools sets consisting of: 2 Hydraulic Rescue Cutters, 2 Hydraulic Rescue Spreaders 2 Hydraulic Rescue Telescopic Rams 2 Hydraulic Pump Units 4 Hydraulic Hoses Mounting brackets for all hydraulic rescue tool sets. 2. These specifications describe the essential requirements for design and performance of the rescue tool sand associated equipment and shall cover the requirements as to the type of design and test to which the apparatus shall conform. Minor details of design and materials, which are not otherwise specified, are left to the discretion of the contractor. 3. Bidder shall specify the type of service to be provided, mobile or otherwise including: location of factory authorized service center and parts warehouse; estimated delivery time for parts that may be required service rate sheet. 4. The bidder shall show that the company is in position to render prompt service and to furnish replacement parts. Each bid shall be accompanied by a detailed set of " Specifications" consisting of a detailed description of the equipment proposed. The bidder shall indicate size, type, model and make of equipment. II. DELIVERY III. IV. 1. FOB Okotoks Fire Station 132 Milligan Drive, Okotoks, Alberta. Delivery must be made no later than December 1, 2016. FINAL INSPECTION A final inspection will take place at the time of delivery. INFORMATION REQUIRED The supplier shall provide at time of delivery, complete operation and maintenance manuals covering the equipment as delivered. The manuals should cover individual component manufacturer instruction and parts manuals and warranty forms, where applicable. V. PERFORMANCE TESTS Documentation should be supplied to reflect all performance testing performed on the equipment. 3 of 15
VI. LIABILITY The successful bidder shall defend any and all suits and assume all liability for the use of any patented process including any device or article forming a part of the apparatus or any appliance furnished under the contract. VII. VIII. IX. SPECIFICATION BID REQUIREMENTS All items listed in the specifications are to be considered as a guide, equivalent items will be considered. The option items shall not be included in the price evaluation. Any bidder on this project must agree to price and perform all work and furnish all equipment listed in both the specifications and the options. Bidders shall also indicate in the "yes/no" column if their bid complies on each item specified. Exceptions shall be allowed if they are equivalent to or superior to that specified and provided they are listed and fully explained on a separate page. WARRANTY Each piece of rescue equipment shall be warranted to be free from defects in materials or workmanship under normal use and service. Each supplier shall provide, as a part of their bid package, a copy of the warranty or warranties that they propose to provide. The successful bidder will be responsible for processing all the required paperwork with the manufacturer to supply parts and warranty labour payments. The bidders shall supply a complete list of warranties in writing as part of the bid package. Failure to provide warranties on the major components of the equipment shall be cause for rejection of the bid package. AFTERMARKET SUPPORT WEBSITE Bidders are to supply details of their web based support for parts, maintenance and service. 4 of 15
Specification Requirements Description Yes No Comments/Deviations The hydraulic rescue tools are compliant with NFPA 1936, the standard on Powered Rescue Tools The hydraulic cutters shall have a minimum blade opening of 18 cm. The hydraulic cutters shall have a minimum NFPA 1936 classification of A8 B8 C7 D9 E9 The hydraulic spreaders shall have a minimum spread of 28 inches. The hydraulic spreaders shall have a minimum spreading force of 8500 lbf and minimum pulling force of 5500 lbf. Both the hydraulic spreader and the hydraulic cutting tool are designed to be used primarily by a single rescuer. The hydraulic pump will have a 4 stroke engine with no attached hose reel and maximum weight 55 lbs. The hydraulic pump will accommodate, two tool connections able to operate concurrently. The hydraulic rescue tools are equipped with a Dead Man s Switch which automatically zero s the power lever while maintaining load. The hydraulic pump will have a maximum weight of 55 lbs. The hydraulic spreaders will have a maximum weight of 34 lbs. The hydraulic cutters will have a maximum weight of 36 lbs. The hydraulic ram will have a maximum weight of 38 lbs. The hydraulic ram will extend a minimum of 28 inches. 5 of 15
The hydraulic ram includes a support set to accommodate wider sills and pillars. The hydraulic pump, spreaders, cutters and rams will operate off of single hoses and connections. Hoses provided will be minimum 32 ft. Mounting brackets are provided and the bidder will arrange for installation into Okotoks Fire Service vehicles cabinets. Bidder shall indicate what added value items they can offer both included in the bid price and in additional to the bid price Training (provide details) Added Value Items Extended warranty options (provide details) Other (specify) 6 of 15
Part 3 Terms and Conditions, Standard The following Terms and Conditions are standard and are included in most Town of Okotoks tender/proposal packages. Should discrepancies or differences be noted between the terms and conditions stated here and those stated elsewhere in the bid documentation provided, then the terms and conditions stated elsewhere in the documentation will prevail. I. General 1. All prices quoted will be in Canadian dollars. 2. All prices quoted shall be exclusive of the Goods and Services Tax. The successful Bidder will be required to show the G.S.T. separately on their invoices. All other taxes will be included in the bid price. 3. The Town of Okotoks is a Net 30 Day account and all bids will be tendered as such, however, early payment discounts and payment options will be considered if stated on the pricing sheet. 4. Unless directed otherwise, all prices quoted will be inclusive of all freight and delivery charges. Delivery shall be F.O.B. the Town of Okotoks, Okotoks Alberta. 5. There is no expressed or implied obligation for the Town of Okotoks to reimburse responding vendors for any expenses incurred in the preparation of bids or attendance at interviews/presentations in response to this Request for Proposal. II. Acceptance of Submissions 1. Unless explicitly stated otherwise, submission of a quotation indicates acceptance by the Bidder of the terms and conditions contained in the Request for Proposal. 2. The Town of Okotoks reserves the right to withdraw, at its discretion and at any time, this Request for Proposal. The Town will not be held liable for any expenses, costs, loss or damage incurred or suffered by any Proponent as a result of such withdrawal. 3. The Town reserves the right, without prejudice, to reject any or all proposals. III. Accuracy, Confidentiality and Release of Information 1. All information contained in this document with respect to operations, qualities, quantities, values, description of properties, losses, etc., are reasonably and realistically accurate to the best of the Town s knowledge, however, is not guaranteed by the Town. It is each vendor s responsibility to obtain and verify to the best of their ability the information required to respond accurately to this RFP. 2. All proposals submitted to the Town become the property of the Town of Okotoks in their entirety. Quotations and the information contained within will be held in confidence as much as is reasonably possible and subject to the disclosure provisions contained in the Freedom of Information and Protection of Privacy Act (F.O.I.P.). 3. Any information or knowledge gained or obtained by the Vendor as a result of this process will be maintained in confidentiality and will not be sold, distributed or in any way used for profit. 7 of 15
4. Due to the nature of this Request for Proposal, details contained within each submission may not be provided or available to vendors prior to award of contract. Release of information will be governed by the provisions contained in the Freedom of Information and Protection of Privacy Act. IV. Negotiation and Termination of Contract 1. To a reasonable degree, the Town reserves the right to negotiate the final contract with the successful vendor outside of the defined scope of services indicated in the RFP. 2. At any time and at the sole discretion of the Town, the Town reserves the right to terminate any and/or all services provided by the successful vendor should the services provided be deemed to be unsatisfactory. In this event, the Town of Okotoks will provide written notice to the vendor of the unsatisfactory condition and if the vendor does not remedy the unsatisfactory condition within 30 days of the date of written notice the Town will terminate the service(s) on 30 days written notice. V. Conflict of Interest 1. All vendors are required to disclose to the Town of Okotoks any direct or potential conflict of interest in their RFP submission. The disclosure will detail the nature and degree of the direct or potential conflict. The Town reserves the right to reject a proposal and/or to cancel the award of contract if, in the Town s sole opinion, any interest disclosed from any source could give the appearance of a conflict of interest or cause speculation as to the objectivity of the awarding of the contract. VI. Business Licensing 1. It is a requirement of the Town of Okotoks that all successful Contractors who are providing a service will have a valid Town of Okotoks Business License prior to commencement of the work and maintain that license for the duration of the project. 2. It may be a requirement of the Town that all successful Contractors who are providing a tangible product or good will have a valid Town of Okotoks Business License prior to commencement of the work and maintain that license for the duration of the project if they operate within Town s limits. 3. Contractors includes any business, occupation, activity, amusement, entertainment, trade employment, profession or calling and the provision of a service of any kind that is conducted for the purpose of earning income, whether or not it is conducted for the purpose of earning a profit. 8 of 15
Part 4 Terms and Conditions (Special), Instructions to Bidders I. General 1. Notwithstanding the information contained in this Proposal Package it is your sole responsibility to: i) Review and become familiar with this Request for Proposal Package and any associated ii) documents Investigate the operations, facilities and determine work conditions, and potential problems and difficulties iii) Determine costs, equipment needs, personnel needs, and product requirements 2. Prior to the submission of proposals, each vendor shall satisfy himself that he is fully conversant with the requirements and any other conditions which may affect the execution of the contract. II. Proposal Format and Submission Instructions 1. Your proposal will consist of the following, in sequence. Each section will be clearly titled and separated from the other sections: i) Proposal Submission Form a completed and appropriately authorized copy of the attached Proposal Submission Form ii) Specifications Part 2 General Specifications will be completed and returned with your proposal package. Each requirement and/or specification will be addressed with a yes/no answer in the appropriate column and all deviations will be noted and detailed in the details of deviations column. iii) Pricing the attached pricing sheets will be completed and appropriately authorized iv) Performance Record/References Include the organization name, contact person, phone numbers and email addresses v) Delivery Provide a detailed schedule for the process and delivery of the equipment. vi) Viewing/Testing Location indicate the nearest/most convenient location (either a sales/service facility or a client facility) where the same units could be viewed/tested. ix) Training outline the operator and maintenance training program, if included vii) Other Information current brochures, data sheets and factory specifications to be provided Incomplete proposal submissions may be disqualified. 2. Three (3) complete, separately bound copies of your RFP response will be required. Proposals are to be sealed in a box or large envelope and clearly marked as follows: complete with your firm's name and return address. Please ensure that bids are submitted in a clearly marked envelope as to which quotation it is for and addressed to the address indicated below. Vendors are completely responsible for ensuring that their bids reach the correct final location prior to the bid submission deadline. Fax and email submissions will not be accepted. 3. Your proposal will be considered if received not later than 12:00 p.m. (noon local time), October 13 th, at: Town of Okotoks, Municipal Centre 5 Elizabeth Street Okotoks, Alberta T1S 1K1 Attention: Roland Russell, Financial Services Manager 9 of 15
Proposals received by the Town after the designated closing time indicated above will not be accepted. 4. Prior to the submission deadline, all questions relating to the tender process or technical aspects of the equipment and service provision will be directed to: Ken Thevenot, Fire Chief, Telephone: (403) 995-2767 Email: kthevenot@okotoks.ca 5. Requests for information, clarifications, amendments, extensions or any other material change that may affect the content of the proposals or the submission deadline will not be considered by the Town within 96 hours of the submission deadline. 6. Any and all new information made available prior to the submission deadline will be released to all known vendors. III. Proposal Review and Evaluation 1. Proposals will be opened in private immediately following the bid submission deadline. Final results will not be released until a contract has been awarded. 2. All proposals will be evaluated on more than price using the following criteria: i) Conformance to specifications, functionality, suitability, performance, ergonomics, ease of use, reputation of equipment, ii) Maintenance, warranty, availability of parts and services, reputation of dealer, iv) Delivery, v) Price, and vi) References 3. The successful proposal will be determined to be that proposal which, in the sole judgment of the Town, best meets the needs of the Town of Okotoks Fire Department. 4. Following the submission of proposals the Town of Okotoks reserves the right to contact vendors for the purpose of clarification of proposal content or to seek further related information. 5. The Town reserves the right to contact any current or previous client, whether referenced or not, to obtain information required regarding the suitability and performance of the unit and the quality of service provision and to use this information in its sole discretion in the evaluation of the submissions. 6. The Town also intends to visit the nearest service/parts location in order to confirm that locations ability to provide the service and parts necessary to maintain the Town s operations. 7. Upon completion of the evaluations of the submissions, the Town of Okotoks will select the preferred vendor. 8. The Town reserves the right to reject any and all proposals and need not accept the lowest, or any proposal. IV. Award of Contract 10 of 15
1. The award of a contract to the preferred vendor will be contingent upon the successful negotiation of the final equipment configuration, price and contractual obligations between the Town and the successful bidder. 2. If a mutually satisfactory contract is not agreed upon within a reasonable period of time, or should either party withdraw from the negotiations for whatever reason, the Town retains the right to negotiate a contract with any other party at its discretion. 11 of 15
The undersigned agrees that: TOWN OF OKOTOKS PROPOSAL SUBMISSION FORM i) They have reviewed and are familiar with the relevant Request for Proposal documentation and all associated documents; and ii) They are familiar with the various terms and conditions of the proposal process and that the attached proposal submission is fully compliant with the requirements stated in the Request for Proposal documentation iii) They are fully conversant with the requirements and any other conditions, which may affect the execution of the contract; and iv) They have the authority to commit his/her/their firm into this agreement with the Town of Okotoks RFP # / TITLE: DATE: FIRM NAME: MAILING ADDRESS: PHONE/FAX NUMBERS: NAME OF AUTHORIZED SIGNEE: SIGNATURE: In the event that it is necessary for the Town of Okotoks to contact your firm for clarifications or further information regarding your proposal submission, please provide the full contact information for that person: NAME: POSITION: LOCATION: PHONE NUMBER: CELL NUMBER: EMAIL ADDRESS: Provide the information for an alternate contact person in the event that the above person is not available: 12 of 15
NAME: POSITION: LOCATION: PHONE NUMBER: 13 of 15
1. : - 2 Hydraulic Rescue Cutters, - - 2 Hydraulic Rescue Spreaders - 2 Hydraulic Rescue Telescopic Rams - - 2 Hydraulic Pump Units - 4 Hydraulic Hoses - Mounting brackets for all hydraulic rescue tool sets. 2. Total Proposed Price: (all components supplied and delivered excluding G.S.T. Request for Proposal Pricing Sheet #1 3. Time required to deliver the units after receipt of Order 4. Terms of Payment 5. Nearest Authorized Service/Parts/Warranty Location: 6. Standard Warranty UNSIGNED TENDERS WILL NOT BE ACCEPTED! DATE: FIRM NAME: 14 of 15
ADDRESS: CONTACT: PHONE/FAX: EMAIL: SIGNATURE: (Please Print) CELL NUMBER: EMAIL ADDRESS: 15 of 15