Attachment 2 - Quotation

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ATTACHMENT 2 - QUOTATION

RFQ Title:TOWING SERVICES AND STORAGE

RFQ No:1220-040-2015-018

CONTRACTOR

Legal Name:

Address:

Phone:

Fax:

Email:

CITY OF SURREY

City Representative:Richard D. Oppelt, Purchasing Manager

Address:Surrey City Hall

Finance & Technology Department – Purchasing Section

Reception Counter – 5th Floor West

13450 - 104 Avenue, Surrey, B.C., Canada, V3T 1V8

E-mail for PDF Files:

1.If this Quotation is accepted by the City, a contract will be created as described in:

(a)the Agreement;

(b)the RFQ; and

(c)other terms, if any, that are agreed to by the parties in writing.

2.Capitalized terms used and not defined in this Quotation will have the meanings given to them in the Agreement and RFQ. Except as specifically modified by this Quotation, all terms, conditions, representations, warranties and covenants as set out in the Agreement and RFQ will remain in full force and effect.

3.The City requires that the successful Contractor have the following in place before providing the Services:

(a)Workers’ Compensation Board coverage in good standing and further, if an “Owner Operator” is involved, personal operator protection (P.O.P.) will be provided,

Workers' Compensation Registration Number ______;

(b)Prime Contractor qualified coordinator is Name: ______

and Contact Number: ______;

(c)Insurance coverage for the amounts required in the proposed Agreement as a minimum, naming the City as additional insured and generally in compliance with the City’s sample insurance certificate form available on the City’s Website Standard Certificate of Insurance;

(d)City of Surrey or Intermunicipal Business License: Number ______;

(e)If the Contractor’s Services are subject to GST, the Contractor’s GST Number is ______; and

(f)If the Contractor is a company, the company name indicated above is registered with the Registrar of Companies in the Province of British Columbia, Canada, Incorporation Number ______.

4.If requested by the City, I/we would be prepared to enter into the Agreement, amended by the following departures and additions (list, if any):

SectionRequested Departures / Additions

5.The Contractor acknowledges that the departures it has requested in this Quotation will not form part of the Agreement unless and until the City agrees to them in writing by initialing or otherwise specifically consenting in writing to be bound by any of them.

6.CITY ANNUAL REVENUE SHARE:

(a)Percentage of Gross Revenue is ______% (Refer to Section 1.1 (bb) of the Agreement); and

(b)Guaranteed Minimum Annual Revenue is $______(Refer to Section 10.1 (a) of the Agreement).

7.Administration Fee is $ ______(Refer to Section 1.1 (b) of the Agreement).

8.Towing charges for City owned or RCMP Vehicles and equipment:

Normal Service, less: ______%

Priority Service, less: ______%

Number of Free tows annually throughout the Term ______, less ______%.

(Refer to Section 10.3.3 (b) of the Agreement)

9.General Service Charges (not including towing) for Normal Services, as follows:

(i)dead battery $ ______

(ii)flat tire repair/changeover $ ______

(iii)other $______

less ______%;

10.General Service Charges (not including towing) for Priority Services, as follows:

(i)dead battery $ ______

(ii)flat tire repair/changeover $ ______

(iii)other $______

less ______%;

PROCEEDS OF SCRAP VEHICLE DISPOSAL

11.Remuneration to be paid to the City for each Vehicle disposed of by the Contractor as scrap.

IMPROVEMENTS: Time schedule for Surrey Tow Yard, Fleet and Software Enhancements

12.The Contractor should provide an estimated schedule, with major item descriptions and time indicating a commitment toimplementing and completing the proposed Surrey Tow Yard,site enhancements, software implementation and fleet upgrades as per the following time schedule, (use the spaces provided and/or attach additional pages, if necessary).

ACTIVITY / Schedule
Week 1 / Week 2 / Week 3 / Week 4 / Week 5 / Week 6 / Week 7 / Week 8 / Week 9 / Week 10 / Week 11 / Week 12 / Week 13 / Week 14 / Week 15 / Week 16 / Week 17 / Week 18
Surrey Tow Yard construction
Landscape Improvements
Surrey Tow Yard Security Enhancements /
GPS Equipping of all Towing Vehicles
Customer Service Area Enhancements
Fleet Upgrades
Vehicle Storage Demarcation System
Software Consultation and Customization
Software Planning & Design
Software Construction and Development
Software Testing, Training and Rollout.

Key Personnel & Sub-Contractors:

13.Contractor should provide information on the background and experience of all key personnel proposed to perform the Services, setting out their names (include field operations supervisor, and safety supervisor contact information), responsibilities and relevant experience (use the spaces provided and/or attach additional pages, if necessary):

Key Personnel

Name:
Experience:
Dates:
Project Name:
Responsibility:

14.Sub-Contractor(s)and/orOwner/Operatorsdriverslist:

All sub-contractors are the responsibility of the Contractor. The Contractor shall indicate in writing, if requested by the City, those sub-contractors which the Contractor would be prepared to accept for the performance of the Services.

Experience, and References:

Contractors should be competent and capable of performing the Services requested.

15.Contractor’s relevant experience and qualifications in performing the Services similar in size, scope and complexity to those required by the Agreement (use the spaces provided and/or attach additional pages, if necessary):

16.Contractor’sreferences (name, telephone number and email) (use the spaces provided and/or attach additional pages, if necessary). The City's preference is to have a minimum of three references. Previous clients of the Contractor may be contacted at the City’s discretion.

17.The Contractor agrees to provide a ______(computerized or manual) billing system. The Contractor should enclose with their Quotation various samples of reports that may be made available to the City.

18.Contractor should describe in detail their cash handling and security procedures including the frequency of financial institution deposits, the minimum/maximum amount of cash held overnight and whether a safe will be on site:

19.Report Deadlines:

The Services detailed in Schedule A – Scope of Services are time sensitive. Delayed Services and reports may result in increased costs to the City. Contractor should provide a description how you are prepared to be financially accountable for reporting that does not meet the required timelines or City standards:

20.Overflow Storage Site for By-law Impounded Vehicles:

The Contractor should describe the location(s) and capacity of the proposed By-law Impounded Vehicle storage site in the event the Surrey Tow Yard is at full capacity:

If the site is leased please provide general details of the lease arrangement:

21.PrimaryTowingVehicles:

As part of the response to this Quotation, each Contractor is to provide information which identifies the wreckers and related equipment presently owned or leased and will be used to service vehicles and equipment intended by these specifications. Responses shall list the year, make and class of each wrecker and any other information Contractor feels relevant for consideration

The Contractor shall provide on a 24 hour, 7 days per week basis the following equipment of sufficient numbers and capacity to perform and complete all towing requests on an “as required” and “as directed” basis in accordance with the “Scope of the Services”.

Demonstration of the equipment offered may be required and must comply in all respects with the standards, requirements and governing regulations of the BC Motor Vehicle Act.

(a)A minimum number oflight duty ______ (state quantity); medium duty______(state quantity); heavy duty ______ (state quantity); TowingVehiclesmeetingtherequirementssetoutby ICBCfor registered towersshallbeprovided toperformtheservices.

(b)Primary Towing Vehicles whichwould normally beassigned tothese Servicesarelisted below:

VehicleNo. / LicenseNo. / Make/Model / GVW / Year / VehicleConsideredToBeLD/MD/HD
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.

22.Special Events:

DuringspecialeventstheCitymayrequestadditionalTowingVehicles. InadditiontothenumberofTowingVehicles listedabove,themaximumnumber ofTowing Vehicles theContractor couldprovideas,whenandifrequestedtodo soby the Cityis______.

23.Training and Safety:

(a)Describe the scope of operator driver training and safety training which staff and drivers have had (or will have had) prior to being assigned to provide the Services:

(b)Describe what professional development/training initiatives your organization makes available to your staff to enable ongoing professional development and up to date knowledge:

24.Company Profile:

Insert a brief description of Contractor's company, purpose, and history of successes:

25.Contractor’s Complaint Procedure:

Insert a brief description of Contractor's complaint procedure and complaint resolution process:

26.Quality Assurance and Customer Service:

Describe how quality assurance and customer satisfaction is accomplished:

27.Proposed Surrey Tow Yard (Detail Fully):

(a)Registered Owner(s) of Property:

(Name and Address)

(b)Civic Address:

(c)Legal Description:

(d)Current Zoning:

(e)If proposed site is not owner occupied, please provide relevant details:(i.e. Lease, Terms, Special Condition(s) under which occupancy is granted or limited to, etc.)

(f)Description of site features includinglandscape and fencing/screening in place or proposed:

(g)General description of site buildings should include site plan (include outline of proposed secure storage area/building for vehicles impounded for police investigations):

28.Computerized Business Tow Management Software:

(a)Names, qualifications and experience of personnel that would be assigned to perform the installation and training of the software and project management:

(b)Specific plans for providing the proposed goods including: List of proposed equipment/goods/etc. that would be made available as required to support the system:

29.Contact Phone Numbers:

Contractor should provide one or more telephone numbers for contacting a company representative at anytime, regular time, after daytime working hours and for emergency repair services:

Name and Phone Number
1 / During Regular Business Hours
2 / Outside of Regular Business Hours
3 / Emergency

30.Value Added Services:

Provide information on what makes your firm innovative, what is your competitive advantage, and what other services your firm could provide that would assist or be of benefit to the City:

31.Sustainability:

Provide information on any initiatives, programs implemented and vehicle and fuel choices thatthe Contractor has made that could be considered environmental, financial/economic, social/ethically sustainable value:

32.I/We the undersigned duly authorized representatives of the Contractor, having received and carefully reviewed the RFQ and the Agreement, submit this Quotation in response to the RFQ.

This Quotation is executed by the Contractor this ______day of ______, 2015.

CONTRACTOR

I/We have the authority to sign on behalf of the Contractor.

______
(Legal Name of Contractor)
______
(Signature of Authorized Signatory)
______
(Print Name and Position of Authorized Signatory) / ______
(Signature of Authorized Signatory)
______
(Print Name and Position of Authorized Signatory)

RDO June 11, 2015

Towing Services And Storage - RFQ #1220-040-2015-0181 | Page