RFT No. 1815 Security Services

Notes to Bidder

Appendix ‘E’ must be submitted in response to RFT No. 1815

Appendix ‘E’Form of Tender 1815 (Fillable Form)

Bidders should address and respond to each Question within this Appendix ‘E’. Any failure by a Bidder not to answer all the Questions may result in preference being given to competing Bidders.

The City is providing Appendix ‘E’ in Microsoft word format for ease of completion. The tables below in the Microsoft Word format will be expandable. If your RESPONSE is considered to be lengthy, Respondents can provide an “initial” RESPONSE and then provide the details as an Appendix referencing the Question No. (i.e. additional information to Q1.).

Note:

  1. Bidders are to provide their response in the area which is not highlighted.
  2. This Form of Tender 1815 must be signed by a person authorized to legally bind the Contractor and the Bidder to statements made in response to this RFT.

Q1. / Provide the following information:
(i)Legal Company Name, address
(ii)Location of Office, if different than listed above
(iii)No. of Years in Business
(iv)Security Business License Number and categories you are licensed under
(v)Experience in similar Security Services as those requested in this RFT
A1.
Q2. / Please provide the location of local office, telephone numbers and hours of operation for regular business hours and after business hours for dispatch services, if and when required for Demand Security Services.
A2.
Q3. / Provide the following information
(i)Contract Manager and Supervisor assigned to this Contract
(ii)Experience of Contract Manager and Supervisor
(iii)Availability of Contract Manager and Supervisor (i.e. hours, similar Security Services), and telephone numbers
A3.
Q4. / Please list the Security Personnel that would perform the Security Services, their experience, portion of the Work assigned length of employment with your company and security worker number and expiry date.
Only those Security Personnel listed in the response to this question may be used for the portion of the Security Services identified, unless prior approval is requested from the City.
A4.
Q5. / Please provide information to verify your company’s ability to respond to a Fire Incident Security Service and Emergency Services within thirty (30) minutes within the City of Nanaimo boundaries 24/7/365.
A5.
Q6. / Please provide information on the procedures your Company has in place to ensure Security Personnel coverage is available during times of absence, sickness, vacation, etc., to ensure no disruption to the performance of the Security Services
A6.
Q7. / Describe how Security Personnel mitigate any potential problems encountered while performing the Security Services requested in Schedule ‘A’ Specifications and Appendix ‘A’ Park Address and Open/Close Schedule.
A7.
Q8. / Provide a list of Vehicles to be used during the performance of the Contract. Include the following minimum information:
(i)Make, Model, Year
(ii)License Plate # and Unit #
A8.
Q9. / State if you are sub-contracting any part of the Security Services. If yes, provide the following minimum information:
(i)Sub-contractor name and address
(ii)Contact Person and Title and Phone number
(iii)No. of years sub-contracting with sub-contractor
(iv)Portion of the work performed by the sub-contractor
(v)Qualification and experience of Sub-contractor, including Sub-Contractor Security Personnel that would perform the Work as it relates to the portion of the Security Services.
(vi)Sub-contractor Security Business License Number and categories licensed under;
(vii)List of vehicles, age, make, model
Only those sub-contractors listed in response to this question may be used for the portion of the Security Services identified, unless prior approval is requested from the City. It is the Contractors responsibility to ensure that all sub-contractors will comply with all terms and conditions described in this RFT and any Contract formed.
A9.
Q10. / Please provide a brief outline of the Contractor’s safety program, which is a safety program that has been accepted and approved by WorkSafe BC. Attach a copy of your approved safety program as an appendix.
A10.
Q11. / Please provide a minimum of three (3) references which you are currently or have recently provided Security Services, which are identical or similar to the Security Services requested in this RFT that the City may contact. Provide company name, contact name, phone and email address, length of relationship, type of work performed and date of Contract.
A11.

Page 1 of 9 (Appendix ‘E’)

RFT No. 1815 Security Services

SECTION 2.0FINANCIAL

2.1General

All Prices perVisit shall:

(a)Be firm and in Canadian dollars;

(b)Exclude the applicable taxes; and

(c)Be inclusive of all labour costs, material, tools, equipment, vehicles, fuel, fuel surcharge, supervision, insurances, licenses permits and all other costs for the fulfilment of the Security Services as generally described in Schedule ‘A’ Specifications and Appendix ‘A’ Park Address and Open/Close Schedule, and elsewhere in this RFT document.

(d)Exclude applicable taxes.

A: Open and Close park gates and public washroom buildings in accordance with Schedule ‘A’ Specifications and the open and close schedule requirements stated in Appendix ‘B’.
Park Name / Gates / Public Washroom
Building / Service Schedule / Total Annual Service Days
(a) / Price per Day
(b) / Extended Total
(a)x (b)
Altrusa Park (Outhouse) / 1 / Year Round / 365 / $ / $
Beaufort Park / 1 / Year Round / 365 / $ / $
Beban Dog-Off Leash Park / 2 / Year Round / 365 / $ / $
Beban Park Artificial Turf Fields / 2 / Year Round / 365 / $ / $
Brannen Lake Boat Launch / 1 / 1 / Year Round / 365 / $ / $
Brechin Boat Ramp / 1 / Year Round / 365 / $ / $
Colliery Dam Park / 2 / 1 / Year Round / 365 / $ / $
Crab Dock / 1 / Year Round / 365 / $ / $
Departure Bay Centennial Park / 1 / Year Round / 365 / $ / $
Deverill Square Gyro Park / 1 / Seasonal April 1-Oct 31 / 214 / $ / $
Diver Lake Park / 1 / Year Round / 365 / $ / $
Elaine Hamilton Park / 1 / Year Round / 365 / $ / $
Harewood Centennial Park / 2 / Year Round / $ / $
Kinsmen Park / 1 / Year Round / 365 / $ / $
Loudon Park / 2 / 1 / Year Round / 365 / $ / $
Park Name / Gates / Public Washroom
Building / Service Schedule / Total Annual Service Days
(a) / Price per Day
(b) / Extended Total
(a)x (b)
Maffeo Sutton Park / 1 / Year Round / 365 / $ / $
Mansfield Park / 1 / Year Round / 365 / $ / $
Pawson Park / 1 / Seasonal April 1-Oct 31 / 214 / $ / $
Pipers Lagoon Park / 1 / 1 / Year Round / 365 / $ / $
Robins Park / 1 / Year Round / 365 / $ / $
Serauxmen Sports Fields / 1 / Year Round / 365 / $ / $
SUB TOTAL ‘A’ / $
B. Mobile Patrol and Lock/Unlock Gates at Cemeteriesin accordance with Schedule ‘A’ Specifications
Site Name / Gates / Service Schedule / Total Annual Service Days
(a) / Price per Day
(b) / Extended Total
(a)x (b)
China Cemetery / 1 / Year Round / 365 / $ / $
Nanaimo Public Cemetery / 2 / Year Round / 365 / $ / $
SUB TOTAL ‘B’ / $
C. Perimeter Patrolin accordance with Schedule ‘A’ Specifications
Site Name / Service Schedule / Total Annual Service Days
(a) / Price Per Day
(b) / Extended Total
(a) x (b)
Community Services Building / Year Round / 365 / $ / $
Community Policing and Services Office / Year Round / 365 / $ / $
City Hall and Service and Resource Centre / Year Round / 365 / $ / $
SUB TOTAL ‘C’ / $
D. Static Guard Service in accordance with Schedule ‘A’ Specifications. Service Days and Service Hours are an estimate only and may be more or less and are not guaranteed.
Site Name / No. of Service Days / No. of Service Hours Each Day / Total Service Hours
(a) / Price per Hour
(b) / Extended Total
(a) x (b)
Westwood Lake / 26 / 8 / 208 / $ / $
Loudon Park / 26 / 8 / 208 / $ / $
SUB TOTAL ‘D’ / $
E. Foot Patrol in accordance with Schedule ‘A’ Specifications
Site Name / Service Schedule / Total Annual Service Days
(a) / Price per Day
(b) / Extended Total
(a) x (b)
Harbour Front, Port of Nanaimo Centre, Bastion Parkades and Downtown Area / Year Round / 365 / $ / $
SUB TOTAL ‘E’ / $
F. Clipper Games. The number of Service Days and Total Annual Service Visits is an estimate only and may be more or less. The Price Per Game is based on a 4-hour Game.
Service Schedule / No. Service Days / Total AnnualGames
(a) / Price per Game (4-Hour)
(b) / Estimated Extended Total
(a) x (b)
Scheduled Clipper Games, including play-offs / To Be Determined / 20 / 20 / $ / $
SUB TOTAL ‘F’ / $
TOTAL CONTRACT PRICE (A+B+C+D+E+F)
Excluding Applicable Taxes / $

2.2Demand Security Services

Unit rate for ‘Demand Security Services’ is not calculated in the Total Contract Price, but may be a consideration for the award of the Contract.

Demand Security Services: Demand Security Services are additional Security Services requested on an as if and when required basis by an authorized City Representative. Demand Security Services are billed for actual time worked.

Unit Rates offered will:

(a)apply 24/7/365

(b)will be firm for contract term;

(c)will exclude all applicable taxes;

(a)be includes of all labour costs, material, tools, equipment, vehicles, fuel, fuel surcharges, insurances, licenses, permits and all other costs for the fulfillment of the Demand Service requested and in accordance with the Contract.

Description / Unit Rate / UOM
Foot Patrol per Security Personnel / $ / Per Hour Per
Bike Patrol per Security Personnel / $ / Per Hour Per
Security Personal with Vehicle (Mobile) / $ / Per Hour
Fire Incident Security Services Per Security Personnel / $ / Per Hour
Static Guard Security Personnel / Provincially Recognized Basic Security Training or equivalent as solely determined by the City. / $ / Per Hour
Static Guard Security Personnel / Provincially Recognized Advanced Security Training or equivalent as solely determined by the City. / $ / Per Hour
Rate for Clipper Games extending past 4-hours Per Security Personnel / $ / Per Hour
Park Gate Call Back: Call back charge to let out vehicles locked behind City Park gate. / $ / Per Visit
Opening or closing gate / $ / Per Gate
Opening or closing public washroom building per Site / $ / Per Public Washroom Building

SECTION 3.0SIGNATURE

This Tender is submitted in response to RFT 1815 Security Services. Through submission of this Tender I/we agree to all of the terms and conditions of the Request of Tenders and have carried out an independent site investigation of the park sites identified in Appendix ‘A’ and the Cemeteries identified in Schedule ‘A.

I/We have carefully read and examined the RFT document and have conducted such other investigations as were prudent and reasonable in preparing this Tender.

I/We understand and agree that it is my responsibility to seek clarification to items I do not understand or that are susceptible to more than one interpretation. I/We understand that oral representations made are not valid unless documented in writing by the City’s Purchasing Department in the form of an addendum.

The undersigned agrees to be bound by the terms and conditions of this Request for Tenders and to provide the Security Services in accordance with the Specifications as generally attached as Schedule ‘A’, the Park Address and Open/Close Schedule attached as Appendix ‘A’, at the established rates submitted in Section 2.0 noted above and in accordance with the terms and conditions of this RFT.

If an Agreement is executed between the City of Nanaimo and the undersigned, the undersigned will be bound by and will comply with the terms and conditions contained in the Agreement and the Agreement will constitute the full Contract between the parties.

The person signing this Form of Tender 1815 declares that they are an individual authorized to legally bind the Bidder to statements made in response to this RFT.

Legal Company Name
Legal Address
Telephone Number
Cell No.
Email Address
Business License No.
WorkSafe BC No.

Authorized Signature

Print Name / Title

Legal Name of Company

Date

Authorized Signature

Print Name / Title

Legal Name of Company

Date

NOTE:If the Tender is by joint venture, add additional forms of execution for each member of the joint venture in the appropriate form or forms as above.

Page 1 of 9 (Appendix ‘E’)