REQUEST FOR PROPOSAL
Competition Number: 2024-41/23-01
Tender Title: Natural Gas Backup Generator Fire/Water
Posted Date: 2024-04-10.
Closing Date: 2024-05-03
Closing Time: 2:00 PM Mountain Time
Last Modified Date:
Status: Open: Open
Awarded:
Description:
The Town of Diamond Valley (The “Town”) is requesting proposals for two natural gas backup generators. One backup generator for the Municipal Fire Hall, the second generator would provide backup power for Municipal Treated Water Reservoir.
The Town of Diamond Valley invites Proponents to submit a proposal for the supply and installation of natural gas backup generators and investigation of backup switch requirements for each facility. This will involve the review of the two municipal facilities located at 121 5th ST SW and 600 1st ST SE, Diamond Valley Alberta.
Contact Information:
Nick Hogarth
Nickh@diamondvalley.town
Craig Beaton, Manager Operations
craigb@diamondvalley.town
Documents:
INTRODUCTION
Both backup generators are 20 plus years in age and are currently diesel fuel operated. The Town wishes to upgrade both generators to natural gas. Current backup switches need to be inspected for compatibility. Project will require removal of existing generators and installation of new backup generators (and switches if necessary).
Project Description
The successful supplier will provide an in-depth recommendation of the two (2) natural gas backup generators required for the Fire Hall and the Water Reservoir. This would include the replacement or upgrade of the backup switches if required.
Fire Hall, current generator.
• Diesel fuel
• 240 V
• 13.64 KVA
• 13.64 KW
• 57.27 A
• 2 Phase
Water Reservoir current generator.
• Diesel fuel
• 180 KW
• .225 KVA
• 3 Phase
• 4/12 wire
• 277/480 V
• 271 AMP
Project Scope
The backup natural gas generator (and switches if necessary) upgrades shall include but are not limited to the following:
• Site inspection to review current site requirements.
• Electrical requirements – That we meet or exceed current specifications.
• Backup Generator Switches - That we meet or exceed requirements for the transfer of power.
• The removal of existing generators and switches if necessary.
• Installation of new backup natural gas generators and backup switches if necessary.
1.0 DEFINITIONS
a) Addenda means all additional information regarding the RFP, including any amendments to the RFP.
b) Acceptance means submitting a proposal indicates acceptance of all the terms and conditions outlined within the RFP which includes any appendices and any Addenda.
c) Alberta Purchasing Connection (APC) means the Government of Alberta’s electronic tendering system.
d) Alberta Time means Mountain Standard Time or Daylight-Saving Time as provided for in the Daylight-Saving Time Act RSA 2000, Chapter D5, as amended;
e) Business Day means from 08:15 to 16:30, Alberta Time, Monday to Friday, excluding holidays observed;
f) Contract means the written agreement resulting from and called for by the RFP executed by the Town and the successful Proponent;
g) Contractor means the successful Proponent to the RFP who enters into a contract with the Town;
h) Evaluation means confirming the RFP meet the necessary requirements;
i) Must or Mandatory means a requirement that must be met for a proposal to receive consideration;
j) Proponent, means a person or entity (excluding its parent, subsidiaries or other affiliates) with the legal capacity to contract, that submits a proposal in response to the RFP;
k) Proposal, means a written response to the RFP that is submitted by Proponent;
l) Town shall mean the incorporated municipality of the Town of Diamond Valley;
m) Request for Proposal or RFP means the solicitation described in the RFP document, which includes any attachments.
2.0 GENERAL
2.1 In this document:
a) headings are used for convenience only and will not affect the meaning or interpretation of the clauses.
b) words in the singular include the plural and vice versa.
c) ‘must’, ‘shall’ and ‘will mean a requirement that must be met for the Proposal to receive consideration.
2.2 All questions regarding the RFP must be directed to the Manager identified in the RFP, prior to the RFP closing date and time. The Proponent is responsible for notifying the said individual of any incorrect part/version number and/or product description, discontinued or scheduled to be discontinued item, ambiguity, error, omission, oversight, contradiction, or item subject to more than one interpretation in the RFP. If deemed appropriate and justified, the RFP will be amended.
2.3 Verbal communication is not binding on any party.
2.4 The RFP is subject to the current Town of Diamond Valley – Procurement Policy and must follow the Canadian Free Trade Agreement (CFTA), and the New West Partnership Trade Agreement (NWPTA).
2.5 Time is of the essence of the Contract.
2.6 The successful Proponent must conform with the laws in force in the Province of Alberta.
2.7 Proposals received from Proponents which are, in the opinion of the Town, owned by any level of government or funded through annual government budgets/appropriations will be rejected.
2.8 The Manager leading the RFP reserves the right, at its sole discretion, to cancel the RFP.
2.9 The Proponent must fully disclose, in writing, to the Manager leading the RFP on or before the closing date of the RFP, the circumstances of any possible conflict of interest or what could be perceived as a possible conflict of interest if the Proponent were to become a contracting party pursuant to the RFP. Submissions received by Proponents under this requirement will be reviewed and maybe rejected if there is perceived to be a possible conflict of interest if the Proponent were to become a contracting party pursuant to the RFP.
2.10 The Proponent, upon request by the Town shall deliver copies of all written ethical standards, conflict of interest policies, and codes of conduct established or observed by the Proponent in its business practices or in relation to its employees or subcontractors.
3.0 RFP PREPARATION/SUBMISSION
3.1 Submitting a Proposal indicates acceptance of all the terms and conditions set out in the RFP.
3.2 A Proposal must be signed in the manner set out in Appendix A by a person authorized to sign on behalf of the Proponent.
3.3 The Proponent should, when submitting a Proposal, obtain the RFP directly from APC to facilitate receiving any RFP amendments issued by the Town. Proposals that do not comply with the RFP requirements, including if the RFP has been amended, will be rejected.
3.4 Where alternative Proposals are submitted, the Proponent should identify each alternative as a separate Proposal.
3.5 The Town will disqualify a Proposal if, in the opinion of the Town, the Proponent submits any false, deceptive, or fraudulent information.
3.6 The Proposal must remain open for acceptance by the Town, without changes, for ninety (90) days from the RFP closing date. However, if a Contract is not awarded within this timeframe, the Proposal may be extended upon written agreement of the Proponent and the Town.
3.7 The Proponent may amend or rescind its Proposal prior to the RFP closing date and time, by submitting written notice to the Town (at the ‘Return Proposal To’ address in the RFP) referencing the RFP number and closing date. Rescinded Proposals will, at the Proponent’s choice, either be returned to the Proponent at the Proponent’s expense, or destroyed by the Town, after the RFP closing date and time. The Proponent cannot amend its Proposal after the RFP closing date and time.
3.8 Proposals, two (2) copies, other than facsimile Proposals, will be accepted during Business Days and should be submitted in a sealed envelope with the RFP number and closing date clearly marked on the envelope. The Proponent may deliver its Proposal to the Town (at the address in the RFQ) by hand, courier, mail (excluding email or any form of digital media such as diskette files, disk files, tape files) or facsimile. Upon receipt, all Proposals are kept in a secure area until after the RFP closing date and time.
3.9 It is the Proponent's responsibility to ensure its Proposal is received before the RFP closing date and time at the location specified in the RFP.
3.10 Proposals received after the RFP closing date and time will, at the Proponent’s choice, either be returned to the Proponent at the Proponent’s expense or destroyed by the Town after the RFP closing date and time. Receipt of this Proposal will be deemed as the Proponent’s acceptance of the RFP terms and conditions.
3.11 Submission of the Proposal shall be deemed agreement by the Proponent that if awarded the Contract, the Proponent will perform the project in accordance with the Contract.
4.0 RFP CLOSING
4.1 The RFP will close at 14:00:59 Alberta Time on the RFP closing date.
5.0 PRICING
5.1 The Proposal should be prepared in Canadian funds. Unless the Proponent indicates otherwise in its Proposal, or unless the RFP requires the Proponent to provide a submission in either Canadian or a specific foreign currency, the Proposal will be deemed to be in Canadian funds.
Where applicable, Proposals in foreign currencies will be converted to Canadian funds by the Town and evaluated on the converted amount. This conversion will be based on the daily average exchange rate per currency pair appearing on the Bank of Canada’s website http://www.bankofcanada.ca/rates/exchange/daily-exchange-rates on the RFP closing date. The Contract will be issued in the converted Canadian funds and payment will be made in this amount.
5.2 The Proponent should provide the following pricing within the Proposal:
a) all Proposals must include proposed costs to complete the tasks described in the project scope. All costs and fees must be clearly described and itemized in the proposal and an appropriate breakdown provided;
b) should extend the net unit price amount in accordance with the quantity specified for the item and total the Proposal. If a net extended amount or total Proposal is incorrect, the net unit price will apply. If there are discrepancies between words and figures, words will apply.
5.3 The Town will accept Proposals where more than one organization or individual is proposed to deliver the services described in the RFP, so long as the Proposal identifies the lead entity that will be the Proponent and that will have sole responsibility to deliver the necessary services to fulfill the project requirements. The Town will enter into a Contract with the Proponent only under the following:
a) The evaluation of the Proponent will include evaluation of the resources and experiences of the proposed subcontractors, if applicable.
b) any subcontractors, including affiliates of the Proponent, should be clearly identified in the Proposal.
c) a Proponent may not subcontract a firm or individual whose current or past corporate or other interests, may in the Town’s opinion, represent a potential conflict of interest in connection with the services as outlined in the RFP.
d) where applicable, the names of the approved subcontracted listed in the proposal will be included in the Contract.
6.0 EVALUATION AND CONTRACT AWARD
6.1 Proposals will be evaluated, based on the following criteria which is based on a combination of quality, service and price:
Criteria Scoring percentage *
Price 30%
Project Team Qualifications 30%
Previous Experience
• Similar Projects (10%)
• Local Experience (10%) 20%
References 10%
Interview 10%
* Percentage amounts shown are an example only and are subject to change to reflect the scope of the project criteria
6.2 The listing of the details as to the criteria is defined below:
a) Project Team Qualifications:
i. Demonstrate relevant qualifications and experience of those individuals that will be involved with the project;
ii. Resumes of those personnel directly involved with the project should be included in the Proposal;
iii. Commitment and availability of expertise to complete the project.
b) Previous Experience:
i. Previous related knowledge and experience;
ii. Demonstrated successful project completion record;
iii. Demonstrated technical expertise;
iv. Superior Health and Safety program and proven track record.
c) Project Understanding and Proposed Work Plan:
i. Demonstrated understanding of the scope of the project;
ii. Effective project controls, risk management plan approach;
iii. work plan meets the necessary guidelines as proposed in the project scope.
d) Proposal Compensation:
i. appropriate breakdown of costs is clear and concise.
ii. the proposal total compensation is appropriate for the project considered.
6.3 The Proponent must be available during Business Days to:
a) respond to the Town during Evaluation;
b) attend an interview;
c) sign the Contract, if applicable.
6.4 The Proponent must, upon request, provide the Town with references, including the name of the organization, contact name and telephone number, who can verify the Proponent’s satisfactory performance. The Town may contact Proponent references, in addition to those provided by the Proponent. If a Proponent receives, in the opinion of the Town, unsatisfactory references, including past unsatisfactory performance with the Town, its Proposal may be rejected.
6.5 Written notice to a Proponent that it has been identified as the successful Proponent and the subsequent full execution of a written Contract will constitute a Contract for the project which includes materials and services, and no Proponent will acquire any legal or equitable rights or privileges relative to the materials and services until the occurrence of both such events.
6.6 All Proponents will be notified at the conclusion of the RFP process.
6.7 If a Contract cannot be finalized within thirty days of notification of the successful Proponent the Town may, at its sole discretion at any time, thereafter, terminate discussions with that Proponent and either commence finalization of a Contract with the next qualified Proponent or choose to terminate the RFP process and not enter into a Contract with any of the Proponents.
6.8 The Contract will be interpreted and applied in the courts, and in accordance with the laws in force, in Alberta.
6.9 The Contractor must not assign, subcontract, or otherwise dispose of any of its rights, obligations or interests, other than identified in the Contract, without the Town's written consent which will not be unreasonably withheld. If the Town consents to subcontracting, the Proponent will remain responsible for the Contract obligations and liabilities. The Proponent may assign its right to payment to any third party.
7.0 WAIVER
7.1 Proponents shall not have any claim for compensation of any kind because of participating in this RFP’s process, and by submitting a Proposal each Proponent shall be deemed to have waived its right to make a claim.
7.2 The Proponent shall be responsible for all costs of preparing its Proposal. Proposals, upon receipt by the Town, will become the property of and be retained by the Town.
8.0 CONFIDENTIALITY AND FREEDOM OF INFORMATION
8.1 The Proponent acknowledges that prior to the Closing Time it may be required to enter into a confidentiality agreement with the Town to obtain access to confidential materials relevant to the RFP.
Schedule ‘A’
Business Information
Legal name of Business:
______________________________________________________________________
Address:
Town/City:
Province:
Postal Code:
Telephone No.:
Fax No.:
Email:
Primary Contact:
The undersigned agrees to be bound by the terms and conditions of this Request for Proposal.
___________________________________
Name
___________________________________
Title
___________________________________ ___________________________________
Signature Signature of Witness or Corporate Seal
___________________________________
Date
