Request For Proposal (RFP)
FOR
Granular Crushing and Stockpiling – Approximately 18,500 cubic yards
MUNICIPALITY OF THE DISTRICT OF HUDSON’S HOPE
9904 Dudley Drive
Hudson’s Hope, BC, V0C 1V0
1. Background
The objective of this Request for Proposals (“RFP”) is to invite proposals to crush and stockpile granular material within the District’s Gravel Pit located on Highway #29, at Powell Road. The District requires that the crushed material be a ¾” down fractured rock. Material should be stockpiled (stockpiled at the same location) as fractured rock and a separate pile for sand material.
2. Summary
The District of Hudson’s Hope is requesting Proposals for the crushing and stockpiling of approximately 18,500 yards of granular material to replenish the District’s supply of fractured rock and sand materials. The District requires that the crushed material be a ¾” down fractured rock. Material should be stockpiled as fractured rock and a separate pile for sand material.
The successful proponent will supply all necessary equipment and components for the work.
The information included in this RFP is not prescriptive or overly detailed. We understand that proponents will have to familiarize themselves with the required work and submit their bids accordingly. The project work is included in Appendix A – Crushing and Stockpiling.
3. Proposal Guidelines
3.1 Purpose and Eligibility
The RFP is open. Any firm that is competent may submit bids on the project work listed.
This Request for Proposal represents the guidelines for an open and competitive process. If the organization submitting a proposal must outsource or contract any work to meet the guidelines contained herein, this must be clearly stated in the proposal.
This is a Request for Proposals and is not a contract tender call. No contractual, tort or other legal obligations are created or imposed on the District by this RFP or by submission of any Proposal or by consideration of, or failure or refusal to, consider any Proposal by the District. Further, the award confirmation letter(s), is the sole source of any contractual obligation on the District with respect to the Project.
For each component of the project work, proposals from a proponent received in response to this RFP will be evaluated and the Proponent(s) judged to have the “best overall solutions” in relation to that work component will be designated as the “Preferred Proponent” and awarded the relevant work.
Throughout this document reference is made to the “Proponent” as the entity preparing the response to the RFP including its Prime Members. The term “Contractor” is used to represent the Proponent after the Agreement is signed.
“Preferred Proponent” is the Proponent judged to have the “best overall proposal” which will be awarded the project for the District.
Additionally, all costs included in proposals must be all-inclusive to include any outsourced or contracted work. Any proposals which call for outsourcing or contracting work must include a name and description of the organizations being contracted. All costs must be itemized to include an explanation of all fees and costs.
4. Submission of Proposals
Each proponent must submit 1 copy of their proposal titled “crush and stockpile of ¾” down fractured rock material”, by courier or hand delivered to and must be received by 4:00pm, June 13, 2019 to:
Mokles Rahman, Director of Public Works
District of Hudson's Hope
P.O. Box 330 Hudson’s Hope, BC V0C 1V0
Or by fax to: 250-783-5741
Each Proposal shall be valid for a period of 90 days from the Proposal Due Date.
The District reserves the right to reject any or all Proposals without any obligation or any reimbursement to the Proponents. If, in the sole opinion of the District, the Schedule of Prices provided by a Proponent is unreasonably low (i.e., the Work could not be completed for the quoted price), the District reserves the right to disqualify the submission.
The District may reject any Proposal in which, in the opinion of the District, the figures displayed in the Schedule of Prices are inherently unbalanced and do not properly reflect the cost to perform the Work identified, or if the proposed Project schedule does not accurately reflect the time required to perform the Work.
5. Inquiries
All inquiries related to this RFP, including whether or not the Contract has been awarded, should be directed in writing to the District.
Mokles Rahman, Director of Public Works
District of Hudson's Hope
P.O. Box 330 Hudson’s Hope, BC V0C 1V0
Email: mokles.rahman@hudsonshope.ca
Information obtained from any person or source other than the above District representatives may not be relied upon. The District is not required to provide a response to any inquiry. Inquiries should be made no less than five (5) working days prior to Closing Time.
The District reserves the right not to respond to inquiries made less than five (5) working days prior to Closing Time. Inquiries and responses will be recorded and will be distributed to all Proponents at the discretion of the District.
Proponents finding discrepancies or omissions in the RFP, or having questions as to meaning or intent of any provision, should immediately notify the District representative. If the District determines that an amendment is required to the RFP, the District will issue a written addendum to the Proponents. No oral conversation will affect or modify the terms of this RFP or be relied upon by any Proponent.
6. Addenda
If the District determines that an amendment is required to the RFP, the District will issue a written addendum to all Proponents that shall be incorporated into and become a part of this RFP. Failure to acknowledge and address all addenda in a Proposal may render the Proposal invalid.
7. Right to Modify Terms and Negotiate
The District at its sole discretion, reserves the right to modify the terms of the RFP at any time before the Closing Time. The District reserves the right following the Closing Time, and in accordance with the terms of this RFP, to negotiate with one or more Preferred Proponents any modifications or variation of the terms of the RFP, including any of the documents referred to in the definition of “Contract” herein or any modification or variation of the terms of any Proposal, including price, that the District considers to be in its best interests. For certainty and without limiting the foregoing, the District may, for the purpose of entering into a Contract with any Proponent, amend the description of the work included in this RFP so that it accurately reflects the services to be provided by the Proponent.
8. Examination of Documents and Site
Upon submitting a proposal each Proponent shall be deemed to have carefully examined and understood the guidelines and limitations of the RFP, including all attached Appendices, the contract and the site prior to preparing and submitting a Proposal, with respect to any and all facts which may influence the decision to prepare and submit a Proposal.
Site visits can be scheduled in advance with the District representative named in Section 5.
9. Proposal Submission Form and Contents
9.1 Package
Proposals must be in a sealed package and marked on the outside with the Proponent’s name and title of the Project.
9.2 Form of Proposal
Proponents must submit their Proposal in accordance with the instructions of the RFP and include the form included in Appendix A & B Form of Proposal.
9.3 Signature
The Proposal should be signed by a person authorized to sign on behalf of the Proponent and include the following:
a) If the Proponent is a corporation then the full legal name of the corporation should be included, together with the names of the authorized signatories. The Proposal should be executed by one or more of the authorized signatories.
b) If the Proponent is a partnership or joint venture then the legal name of the partnership or joint venture and the name of each partner or joint venture should be included and each partner or joint venture should sign personally (or, if one or more person(s) having signing authority for the partnership or joint venture should provide evidence to the satisfaction of the District that the person(s) signing have signing authority for the partnership or joint venture). If a partner or joint venture is a corporation then such corporation should sign as indicated in subsection (a) above.
c) If the Proponent is an individual, including sole proprietorship, the name of the Individual should be included.
10. Proposal Evaluation
10.1 Evaluation Team
The evaluation of Proposals will be undertaken by the Evaluation Team. The Evaluation Team may consult with others including other District staff members, third party consultants and references, as the Evaluation Team may in its discretion decide is required.
10.2 Mandatory Guidelines
The following are the mandatory guidelines:
a) The Proposals must be received at the Submission Location before the Submission Time.
b) The proponent must submit the signed form included in Appendix A – Form of Proposal.
10.3 Evaluation Criteria
District of Hudson's Hope will evaluate all proposals based on the following criteria. To ensure consideration for this Request for Proposal, your proposal should be complete and include all of the following criteria:
- Overall: proposed solution(s) must meet the scope and needs included herein and be presented in a clear and organized manner.
- Project methodology: Proponents will be evaluated on their proposed approach to optimization of the systems and their approach to confirming the needs.
- Value and cost: Proponents will be evaluated on the cost of their solution(s) based on the work to be performed in accordance with the scope of this project and the optimization of the potential installations.
- Experience: Proponents will be evaluated on their experience in similar type of projects.
- Innovation: We encourage proponents to show innovating ideas in repair and maintenance
- Project schedule: The submissions will be evaluated based on the proposed schedule compared to the proposed schedule outlined in the RFP and comparing the schedules of other submissions.
Evaluation criterion are included in Appendix B.
11. Award Process
Within thirty (30) days following the Proposal Due Date, the District intends to announce the selection of the Preferred Proponent and the District may negotiate with the Preferred Proponent for a Contract.
The District reserves the right to negotiate changes to the Preferred Proponent’s Proposal.
If at any time the District or the Preferred Proponent reasonably forms the opinion that a mutually acceptable agreement is not likely to be reached within a reasonable time, the District or Preferred Proponent may give written notice to terminate discussions, in which event the District may then either open discussions and/or negotiations with another Proponent or Proponents, or terminate the RFP and retain or obtain the Services in some other manner. Proponents will be notified in writing if and when a Contract has been awarded.
12. Execution of Agreement
Upon successful conclusion of negotiations, the District will provide the Successful Proponent with an Award letter.
Within five (5) business days of the Successful Proponent’s receipt of these documents, the Proponent shall return them to the District fully executed, together with the Performance Security and other guidelines set out in the contract.
The Successful Proponent shall be required to furnish at its own expense a copy of their Workers Compensation Board Clearance and proof of liability insurance in the amount of $5,000,000.
13. Project Scope
13.1 Responsibilities of the District
Pursuant to the provisions of the Agreement, the District will monitor the Project as a knowledgeable Owner and may perform quality audits to verify the Contractor’s delivery of quality, durable, and environmentally acceptable infrastructure in accordance with the Agreement.
The District will, during the execution of the Work, monitor the progress of the Work to verify that the Contractor is conforming to the Agreement. The District will review the Contractor’s conformance to the Agreement, accept payment requests, issue payments, accept substantial performance of the Project and issue the Completion Certificate subject to the procedures defined in the Agreement.
For clarity, nothing in this section creates any contractual or other legal obligation on the District. The Agreement, when executed, is the sole source of any contractual or other obligation on the District with respect to the Project.
13.2 Responsibilities of the Contractor
Responsibilities of the Contractor include, but are not limited to, all responsibilities required to deliver the Project in accordance with the guidelines of the RFP documents. The Contractor’s responsibilities are defined in, but in no way limited to, the guidelines of the RFP and the Agreement.
The Contractor will be responsible for dealing with all agencies having jurisdiction over the Contractor and the Project, adjacent landowners, with the general public, and for resolving all issues that arise from its execution of the Work.
The Contractor will be responsible for securing all Governmental Approvals and Permits required for the Project from those agencies having jurisdiction over the Project, unless noted otherwise in the Agreement.
The contractor is responsible to apply for and obtain necessary permits required for the project. These include but are not limited to electrical permits, and any other permits required as part of the project delivery.
14. Scope of Work
As previously indicated a prescriptive scope of work is not included, but rather project goals and responsibilities that will allow proponents to provide the solution they feel is the best overall approach for the District. The project approach and scope of work should be developed by the proponent based on the following goals;
1) Maintain the integrity of the District’s infrastructure;
2) Create and maintain a hospitable work environment.
The scope of work will include but not be limited to:
- Project management and coordination of all activities. This include regular updates to the District;
- Furthermore, the scope of work have been mentioned in Appendix - A.
15. RFP Submission
The following section describes the components and elements
-
- Site Preparation:
- Remove and stockpile overburden as required to reach material for crushing
- Set up crusher and ensure adequate site room to maneuver and stockpile material.
-
- Crush and Stockpile:
- Crush approximately 18,500 cubic yards of rock to a finish size of 3/4” down fractured.
- Stockpile fractured rock
- Stockpile sand material
Provide records of crushing
The proponent is responsible for any risks and assumptions that were made for in the preparation of this RFP and their respective bids; and
Proponents are also encouraged to visit the site to verify information provided or gather supplemental info that can be used to limit the assumptions in the RFP concepts.
16. Project Schedule
The anticipated general schedule for the design and construction of the project is as follows:
Closing Date for Proposal Submission: June 13, 2019
Selection of Preferred Proponent: June 24, 2019
Proponent Award letters issued: June 28, 2019
Date of Substantial Completion: August 30, 2019
Proponents are encouraged to improve on the Date of Substantial Completion, if possible. A schedule form is included in the proposal form.
17. Site Access
During the RFP stage the proponents are encouraged to visit the site to confirm any required information. The proponents must confirm dates of any site visits with the District.
18. General Conditions
18.1 No District Obligation
This RFP does not commit the District in any way to select a Preferred Proponent, or to proceed to discussions or negotiations for a Contract, or to award any contract, and the District reserves the complete right to at any time reject all Proposals, and to terminate this RFP process for any reason.
18.2. Proponents Expenses
Proponents are solely responsible for their own expenses in preparing, submitting Proposals, and for any meetings, negotiations or discussions with the District or its representatives and contractors relating to or arising from this RFP.
18.3. No Contract
By submitting a Proposal and participating in the process as outlined in this RFP, Proponents expressly agree that no contract of any kind is formed under, or arises from, this RFP, prior to the signing of a formal written Contract.
18.4. Conflict of Interest
A Proponent shall disclose in its Proposal any actual or potential conflicts of interest and existing business relationships it may have with the District, its elected or appointed officials or employees. The District may rely upon such disclosure.
18.5. Solicitation of District Staff, elected members
Proponents and their agents will not contact any member of the District council, District staff or District contractors with respect to this RFP, other than the District Representative named in Section 4, at any time prior to entering into a Contract or the cancellation of this RFP.
18.6. Disclaimers/Limitations of Liability
Neither acceptance of a Proposal nor execution of a Contract constitute approval of any activity or development contemplated in any Proposal that requires any approval, permit or license pursuant to any federal, provincial, regional or municipal statute, regulation or bylaw. It is the responsibility of the Proponent to obtain such approval, permit or license prior to commencement of the work under the anticipated Contract.
The District, its elected officials, appointed officers, employees, agents, contractors and volunteers expressly disclaim any and all liability for representations or warranties expressed, implied or contained in, or for omissions from this RFP package or any written or oral information transmitted or made available at any time to a Proponent by or on behalf of the District. Nothing in this RFP is intended to relieve a Proponent from forming its own opinions and conclusions in respect of this RFP. The District, its elected officials, appointed officers, employees, agents, contractors and volunteers will not be liable to any Proponent for any claims, whether for costs, expenses, losses, damages, or loss of anticipated profits, or for any other matter whatsoever, incurred by a Proponent in preparing and submitting a Proposal, or participating in negotiations for a Contract, or other activity related to or arising out of this RFP. By submitting a Proposal, each Proponent shall be deemed to have agreed that it has no right to make such claims.
18.7. Confidentiality
The RFP documents, or any portion thereof and any other confidential information to which a Proponent may have access as a result of this RFP process, may not be used by a Proponent for any purpose other than submission of Proposals. By submitting a Proposal, every Proponent agrees not to divulge, release or otherwise use any information that has been given to it or acquired by it from the District on a confidential basis as a result of or during the course of the RFP process.
18.8. Ownership of Proposals and Freedom of Information
Each Proposal submitted, as well as any other documents received from a Proponent, becomes the property of the District, and as such subject to the Freedom of Information and Protection of Privacy Act (“FOIPPA”). FOIPPA grants a general right of access to such records, but also includes grounds for refusing the disclosure of certain information.
Proponents are asked to specifically identify information contained in their Proposal that is submitted on a confidential basis.
District will hold in confidence any such information received from a Proponent. However, the District specifically reserves the right to distribute information about any Proposal internally to its own staff, consultants and contractors where the distribution of that information is considered by the District to be necessary to its internal consultation process.
18.9. Time
The timing for the submission and receipt of Proposals and any amendments thereto shall be determined by reference to the District local area network time.
18.10. Acceptance of Terms
The submission of a Proposal constitutes the agreement of the Proponent that all the terms and conditions of this RFP are accepted by the Proponent and incorporated in its Proposal.
