Title: District of Sparwood Road Line Painting

TENDER NO. 05/15

TITLE: DISTRICT OF SPARWOOD ROAD LINE PAINTING

THE DISTRICT OF SPARWOOD

TENDER NO. 05/15

TITLE:

DISTRICT OF SPARWOOD ROAD LINE PAINTING

DUE DATE:

MONDAY MAY 25, 2015

TIME:

2:00 p.m.

NAME OF TENDERER______

ADDRESS______

______

TELEPHONE______FAX______

INDEX:

Invitation to Tender 3

Instructions to Bidders4-13

Form of Tender14

Offer Form17

INVITATION TO TENDER

Sealed Tenders, Clearly marked “Tender No. 05/15- DISTRICT OF SPARWOOD ROAD LINE PAINTING” will be received by the District of Sparwood, Main Office. 136 Spruce Avenue Sparwood B.C. V0B 2G0 up to 2:00 p.m.,MONDAY May 25th, 2015 and opened in public at 2:05 p.m. local time on that date in the District of Sparwood Main Office. The clock in the Main Office will be used for the official closing.

Tender documents may be picked up at the District of Sparwood Public Works office, 477 Pine Avenue Sparwood B.C. V0B 2G0, or online at

The lowest or any Tender will not necessarily be accepted.

Melvin Bohmer, CTECH

Director of Operations

Notice of Awards

Bidders will be notified in writing if and when an award has been made. No information will be given out between the time set for Tender openings and the time an award has been made. If you wish tender information prior to an award, please attend the Tender opening.

Instructions to Bidders

1Tender

1.1Tenders will only be considered when properly submitted on the official Form of Tender. All submissions are required to be in a sealed envelope identified as “Tender No. 05/15 –DISTRICT OF SPARWOOD ROAD LINE PAINTING” and delivered to the District of Sparwood Main Office, 136 Spruce Avenue, Sparwood B.C. before 2:00p.m.Local time, MONDAY May 25th, 2015. The clock at the District of Sparwood Main office will be used for the official closing. Tenders received after the closing will be returned unopened.

1.2Tenders will be opened publicly at the District of Sparwood Main Office at 2:05 p.m. local time on MONDAY May 25th, 2015.Interested bidders may be present if so desired. Opening will be in accordance to the District of Sparwood purchasing policy.

1.3Faxed tender submissions will not be accepted. Tenders may be revised by letter or fax, provided that any revisions concerning financial consideration must state only the amount by which a figure is to be increased or decreased, and not any new revised totals. Revisions must be received prior to 1:45 p.m., MONDAY May 25th, 2015to the District of Sparwood Main Office. Respondents assume ALLresponsibilities for fax transmissions.

1.4The lowest or any Tender will not necessarily be accepted. The bids will be considered on their merits and it is not the intention of the District to buy on price alone. Award will be based on meeting or exceeding the specification, price, warranty, local servicing, and delivery time.

2General Conditions

2.1Comprehensive General Liability Insurance

The Contractor shall, at his own expense, provide to the District a comprehensive general liability insurance policy to the satisfaction of the District in an amount of not less than five million dollars all inclusive together with a standard non-owned automobile liability and statutory conditions endorsement. The insurance shall be maintained during the continuance of this agreement and shall insure both the Lessor and the District, and shall contain a cross-liability clause and shall not be capable of cancellation unless 30 days notice is first given. A certified copy of the policy shall be deposited with the District.

2.2The Contractor shall indemnify and save harmless the District from any and all liability whatsoever and against any and all actions, damages, liens, claims and demands of every nature and kind arising out of the performance by the Contractor of his employees, officer or agents of this agreement.

2.3Workers’ Compensation
The Contractor and any subcontractors shall provide WorkSafeBC coverage for all workers on the payroll.
Please state WorkSafeBC Registration Number ______
The Contractor and any subcontractors shall indemnify and save harmless the District from any and all liability whatsoever that might result from the Contractor’s failure to pay WorkSafeBC assessments or any other assessment or taxation that arises out of the Contractor’s providing the services under this agreement.

All contractors and subcontractors must be registered with WorkSafeBC. They shall comply with the current WorkSafeBC Industrial Health and Safety Regulations, Industrial First Aid Regulations, and Occupational Environment Regulations.
2.4Protection of the District of Sparwood against Strikes and Lockouts
In the event that the Contractor, at any time, is unable to fulfill the provisions of this Contract due to work stoppages caused by strikes, lockouts or any other reason, the District shall immediately become empowered to do the work itself or employ some other person or company to do the same.

2.5Dismissal of Contractor
In the event that the Contractor, at any time, fails to comply with the provisions of this contract to the satisfactory of the District, the District immediately shall become empowered to dismiss and discharge the Contractor from any further execution of the contract.
2.6Competency and Qualifications of the Contractor
The Contractor must have the necessary competence, experience, qualified personnel and equipment to carry out all aspects of the work of this contract.
The Contractor must have at least three years experience and/or provide confirmation of at least three municipal/government line painting contracts of equal level of work as a prerequisite of this tender.

2.7Class of Employees
Should the District object to any person employed or subcontractor used by the Contractor on the work, the Contractor shall remove such person from the work, it being understood and agreed that the District’s non-objection to any person or subcontractor employed by the contractor on the work shall not be deemed to be an approval of the District of such person, or such subcontractor employed by the Contractor, shall in no way be relieved from his responsibility for employment of such person and subcontractor or from the performance and fulfillment of the work.

2.7Permits and Regulations
The contractor shall, at his own expense, obtain all permits, certificates and licenses required by law for the construction of road line painting and shall comply with all Federal, Provincial and District Bylaws, regulations and ordinances affecting the execution of the work.

2.8Site Maintenance and Clean up

The working area shall be maintained in an orderly manner and shall not be encumbered with equipment, materials or debris.
2.9Conduct of the Contract

The conduct of the work performed in the contract will be under the direction of the Public Works Director of Operations or his/her representative.

2.10Payment

Payment of the 90% of the contract price will be made upon acceptance of the completed work by the Public Works Director of Operations. The 10% holdback amount will be paid within the 42 days after the initial acceptance.

The price stated in the contract price shall include all labour, materials, equipment and vehicles necessary to perform the work of this contract.

2.11Offer Acceptance
This offer is open for acceptance for a period of 60 days after the closing date for receipt of offers. Within seven days from the date of acceptance of this offer, the Contractor shall enter into a contract with the District to perform the described work.
The Contractor shall, upon entering into a contract with the District, provide security of $1,000.00 in the form of cash or certified cheque. The security will be returned to the Contractor providing that the commencement and completion dates are met.

The lowest of any offer will not necessarily be accepted. Contract award shall be subject to funds being legally available. The District will not be responsible for any costs incurred in preparing the offer.
Award shall be made on offers that will give the greatest value based on quality, service and price.
To determine whether a contractor is qualified to do the work, the following criteria will be used:

The contractor’s ability and agreement to complete the work within the construction schedule.
The contractor’s ability to work with the District of Sparwood and its representatives.
The contractor’s ability to effectively manage and do the work.
The contractor’s history with respect to quality of work, scheduling, and changes in work as well as force account work.

The District may reject the lowest or any offer if, after investigation and consideration, the District concludes that the contractor is not qualified to do the work and/or cannot do the work and perform the contract in a satisfactory manner.

2.12The completed offer form and specifications will become part of any contract entered into between the successful bidder and the District of Sparwood.

2.13The specified quantity of traffic markings required is an estimate of our requirements. The actual amount to be used may be more or less.
2.14The Municipality can cancel this agreement at any time upon ten days notice to the Contractor at the address specified in this document.

3Description and Specifications of Work

3.1Scope of Work

The Contractor shall provide all the necessary equipment, material, labour and supervision, and all things necessary to complete the work. All work is to be carried out within the limits of the District.

3.2Materials

Digital Pavement Marking Measuring Instrument (DPMMI) required for work.
All road marking paint and thinners required to complete the work to be supplied by the Contractor.
Traffic marking paint must be listed on the B.C Ministry of Transportation and Infrastructure recognized products list. Manufacturer’s name and paint specifications to be submitted with offer. Traffic line marking paint shall be applied in strict accordance with manufacturer’s written specifications.
Preference will be given to Ennis Low VOC Solvent, Acetone paint (Alaska Formula) or of equivalent paint. No latex based paint will be accepted.

The Contractor shall overlay the painted lines with glass beading at a rate of 2.5 kilograms per square meter or as directed by the District.

3.3Standards and Procedures

Layout
In most cases the painting will be over existing road markings and no layout will be required. On newly paved streets and where old markings have been erased, the layout will be done by the Municipality in advance of the painting program or by the Contractor for the unit costs as shown in this offer.No extra compensation will be paid for layout.

Street Sweeping
Street sweeping and cleaning will be done by the District in advance to the paint program. The Contractor is required to hand sweep areas as required.
Workmanship
All work must be done in a manner and to be a standard acceptable to the Public Works Director of Operations or his/her representative. If not acceptable to the District, the work will be redone at no cost to the District.

No painting shall be done during inclement weather or when drying time may be delayed due to temperature.

Tangent lines shall be straight, and curved lines shall have a constant radius.

Paint must be applied to meet B.C Ministry of Transportation and Infrastructure specifications (minimum .16mil. wet, drying to a minimum of .12 mil.)

There shall be no overspray in the line width.
The Contractor shall be responsible to find a site for cleaning out the equipment and disposing of waste materials.

All paint shall be one coat application with no thinning.

All surfaces shall be clean, dry and free of loose surface material prior to application to ensure a positive bonding of the new paint.

3.4Construction Time Tables

a)It is intended to have streets swept and prepared for painting. To have this work completed, the Contractor must give the Municipality 72 hours prior to notice to commencement date.

b)Weather permitting, the Contractor is to commence and complete work as indicated in the offer.

c)Work is to be completed before Canada Day(July 1st, 2015)

d)Time is of the essence in this contract. The Contractor shall, upon commencement of work, remain on site until all works are completed.
$2,500 penalty if work is not completed byCanada Day.

4Contract Term

The contract will be held for a one year term only.

5SIGNATURES AND INITIALS REQUIRED

5.1 All Tenders must be signed in the place provided on the final page by an officer or employee having authority to bind the Bidder by signature.

5.2 The signature shall be witnessed and the witness shall give his address and telephone number.

5.3 All other pages of the Tender Document shall be initialed by the Signing Officer in the spaces provided.

6Acceptance and Rejection of Tenders

Notwithstanding any guidelines stated above, the District reserves the fullright to, in its sole discretion and according to its own judgment and best interest:

Reject any and/or all tenders.

Waive any minor technical or formal defect in a tender and accept that tender.

Award the contract to other than the lowest bidder.

To accept any tender.

To reject any /or all irregularities in the tenders submitted.

To make decisions with due regard to quality of service, experience, compliance with requirements and any other such factors as may be necessary in the circumstances.

To work with any Participant, who’s tender, in the opinion of Management, is in the best interest of the District.

Without limiting the generality of the foregoing, any Tender may be disqualified or rejected which is incomplete, obscure or irregular, which has erasures or corrections in the Form of Tender, in which prices are omitted or are unbalanced.

To reject any bid that exceeds the budget for this contract.

To cancel or reissue the tender without any changes, in the event that only one compliant response is received, and /or if the fees submitted exceed the estimated budget for this project.

7Cancellation

The District of Sparwood reserves the right to cancel this Tender at any time and for any reason, and will not be responsible for any loss, damage, cost or expense incurred or suffered by any bidder as a result of that cancellation.

8Conflict of Interest

The Bidder warrants that the bidder is not employed by the District of Sparwood, nor is an immediate relative of such employee, if the goods or services supplied under this tender are intended to be supplied to the department in which such employee works.

9Confidentiality and Security

It is the District’s policy to maintain confidentiality with respect to all confidential information related to the Proposal, but the District is subject to the Freedom of Information and PrivacyAct. If the Proponent considers that any of its information is confidential, the Proponent shall identify that confidential information and advise the District in its Proposal.

10Solicitation

If any director, officer, employee, agent or other representative of a Bidder makes any representation or solicitation to any Mayor, Councilor, officer or employee of the District of Sparwood with respect to the Tender, whether before or after the submission of the Tender, the District shall be entitled to reject or not accept the Tender.

11 Disclaimer

Bidders responding to this competitive process agree to the terms and conditions of the bid opportunity as issued by the District of Sparwood. Submissions shall not contain any alterations to the posted document other than entering data in the spaces provided or including attachments as necessary. Bidders who alter the document as issued may be disqualified from this competition.

12 Jurisdiction

Any dispute arising under this Contract shall be resolved according to the laws of the Province of British Columbia.

13 No Claim for Compensation

Except as expressly and specifically permitted in these Instructions to Bidders, no Tender shall have claim for any compensation of any kind whatsoever, as a result of participating in the tender, and by submitting a bid each bidder shall be deemed to have agreed that it has no claim.

14 Clarifications of Contract Documents

14.1The Bidder must carefully examine the Tender documents. Should the bidder find discrepancies in, or omissions from the document or specifications, or should he be in doubt as to their meaning, he should notify the District of Sparwood Public Works Office. The Bidder may not claim, after submission of a Tender, that there was any misunderstanding with respect to the conditions imposed by the documents.

14.2No Claim by the bidder of unsuitability or unavailability of material will be accepted unless submitted in writing at least THREE (3) calendar days before the Tender closing date, and approval by the owner is granted, prior to tender closing.

14.3 Written Addenda will be issued to amend the Tender documents if required.

14.4 No verbal agreement or conversation made or had at any time with any officer, agency or employee of the Owner shall affect or modify any of the terms or obligations herein stated.

15Addenda

20.1Any and all addendums to this bid opportunity will be posted on BC Bid. It is the sole responsibility of participants to make sure that they are in receipt of all addendums prior totender closing.

20.2The District of Sparwood will not issue addenda less than (3) daysprior to the closing date.

16 All General inquiries must be directed to:

Mel Bohmer, Director of Operations

District of Sparwood,Box 1929

477 Pine Avenue, Sparwood, B.C

V0B2G0

Phone: 250-425-7760 Fax: 250-425-7780

E-mail:

FORM OF TENDER

Unit Prices (Canadian Funds $)

Center Lining (All measurements metric)

# / Item / Unit Price / Net Price
Total (excluding GST)
12.062 / KM of single solid (yellow) / $_____ per KM / $______
0.102 / KM of double solid (yellow) / $_____ per KM / $______
2.873 / KM of solid white/lane dividers / $_____ per KM / $______
Glass beading included in all above costs

Miscellaneous Approximations

923 / Zebra Cross Walk Bars / $_____ each / $______
9 / Combination Arrows / $_____ each / $______
49 / Turn Arrows (include straight and turn) / $_____ each / $______
11 / Straight Ahead Arrows / $_____ each / $______
155 / Stop Bars / $_____ each / $______
14 / Handicap Symbols / $_____ each / $______
2 / STOP Lettering / $_____ each / $______
82 / Yellow Curb Paint for Hydrants / $_____ each / $______
1 / Rail Road Crossings / $_____ each / $______
71 / Crosswalks / $_____ each / $______
1636 / Curbs (m) / $_____ each / $______

Estimated Total Costs for 2015 Line Painting (excluding all taxes)