APPENDIX A SPECIFICATION FOR BOTTLELESS WATER COOLER POINT-OF-USE DRINKING WATER FILTRATION SYSTEM REF: 2014RFP0047

APPENDIX A SPECIFICATION FOR BOTTLELESS WATER COOLER – POINT-OF-USE DRINKING WATER FILTRATION SYSTEM REF: 2014RFP0047 RFP # 2014RFP0047 BOTTLELESS ...
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APPENDIX A SPECIFICATION FOR BOTTLELESS WATER COOLER – POINT-OF-USE DRINKING WATER FILTRATION SYSTEM

REF: 2014RFP0047

RFP # 2014RFP0047

BOTTLELESS WATER COOLER

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CONTENT

PAGE

1.0

Background

3

2.0

Background to the Requirement

4

3.0

Scope of Contract

4

4.0

Dispensers, Filtration Systems & Customer Service Level Options

5

5.0

Product Pricing

6

6.0

Compensation

7

7.0

Environmental Considerations

7

8.0

Key Performance Indicators (KPI’s)

7

RFP # 2014RFP0047

BOTTLELESS WATER COOLER

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1.0

Background

1.1

The University of Calgary is a comprehensive research university, ranked one of Canada’s top seven research universities, combining the best of longestablished university traditions with the city of Calgary’s vibrant energy and diversity.

1.2

The University of Calgary campus occupies a beautiful, park-like setting covering more than 200 hectares, an area larger than Calgary’s entire downtown. The university is home to scholars in 14 faculties (offering more than 100 academic programs) and more than 30 research institutes and centres.

1.3

More than 29,000 students are currently enrolled in undergraduate, graduate and professional degree programs. The University of Calgary has graduated 140,000 alumni over its 44-year history, including the Prime Minister of Canada, Stephen Harper and Canadian astronaut Robert Thirsk.

1.4

The University of Calgary has 2,761 academic staff actively engaged in research, scholarship and teaching in Canada and around the world, and more than 3,000 staff, making it one of the four largest employers in Calgary. The University produces an economic impact of $1 billion in the Calgary area alone.

1.5

The University’s Eyes High strategy says, “By our fiftieth anniversary in 2016, we will be one of Canada’s top five research universities, fully engaging the communities we both serve and lead.” Discussions with the Provost and ViceProvost indicate that, due to the University’s international strategy and new funds recently granted by the Province of Alberta, the University population will grow in the near term by 2,000 students to approximately 36,000 (1,000 additional international students and 1,000 additional students from Alberta). The University’s student population is expected to grow further but not exceed 40,000 in the longer term. Currently, international students make up 5% of the student population. This is expected to grow to 10% in near term (25% of graduate students). The growth of the number of international students is expected to generate additional demand for more ethnicallydiverse food offerings.

1.6

Current main campus developments – new residences will open in September 2015 with some older residences to be demolished resulting in a total of 428 net new beds. This includes a new graduate student residence is being constructed in the north campus on the current Parking Lot #12, which will have a main market mall and a street level cafe. The Schulich School of Engineering complex is currently being expanded. New structures will enclose a courtyard. Population in this complex will expand accordingly. Lastly, the Taylor Institute for Teaching & Learning Centre is being built on the former site of the Nickle Arts Museum.

1.7

West campus developments – in the future, developments will include higher density mixed retail and residences with main floor store front retail. This may include leased food service opportunities.

RFP # 2014RFP0047

BOTTLELESS WATER COOLER

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1.8

Further information on the University of Calgary (University of Calgary) can be obtained on its website at www.ucalgary.ca.

2.0

Background to the Requirement

2.1

In the current economic climate there are increased pressures on the public purse, leading the University on an ever increasing drive to seek best value in all spending. The weighted award criteria within Appendix B details how the quality element of the RFP will be evaluated. However, bidders should ensure that all elements of their response demonstrate a focus on value for money and a commitment to drive down costs throughout service delivery.

2.2

The University of Calgary is seeking a suitably qualified and experienced vendor to supply, install, service and maintain point-of-use drinking water filtration systems (hereinafter, “bottleless water coolers”). The University aims to provide optimal delivery of goods and services commensurate with present and future needs at current and future campus locations.

2.3

The University of Calgary currently has multiple vendors providing bottled drinking water and dispensers to several departments. The objective of the RFP is to reduce the number of vendors to one, and to eliminate the use of bottled drinking water and replace it with bottleless water coolers. Additional locations may be added as need is determined.

3.0

Scope of the Contract

3.1

The successful proponent must supply, install and service the University of Calgary durable, attractive, convenient, and accessible bottleless water coolers.

3.2

The successful proponent shall provide only equipment that has earned the ENERGY STAR mark and meet the ENERGY STAR specifications for energy efficiency. In addition, the equipment must be NSF certified and CSA approved.

3.3

The successful proponent acknowledges that the University has entered into prior contracts with third parties for some or portions of the scope of this RFP. The proponent agrees that it will carry out its services provided under this RFP and subsequent contract in such a manner so as to not interfere with the University’s rights and obligations under any third party agreements. Once these third party agreements expire, the University agrees to assist the successful proponent with contact information of end-users. The proponent will be encouraged to establish business relations with the end-users and install new bottleless water coolers.

3.4

All bottleless water coolers shall display in a prominent place: the successful proponent’s name, local customer service telephone number, and precise details regarding service arrangements. Each bottleless water cooler shall have a serial or identification number that is visible and easily located. The machines will be aesthetically acceptable to the University. The University may reject machine signage or logos if deemed objectionable or a distraction to the activities occurring on campus.

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3.5

The bottleless water cooler shall be quiet and non-disruptive to the general public. The cooler must be adequate in size and capacity to maintain full and uninterrupted service.

3.6

All bottleless water coolers shall be designed, constructed, installed, and operated in accordance with local municipal and provincial codes and regulations as applicable.

3.7

The University of Calgary reserves the right to have final approval on the placement of bottleless water coolers locations in buildings.

3.8

The installation, service, security, and removal of bottleless water coolers and related equipment shall be the sole responsibility of the proponent at no additional cost to the University.

3.9

Periodic preventative maintenance and repair of bottleless water coolers and related equipment shall be the responsibility of the successful proponent. The proponent shall conduct routine service and inspections of machines so as to maintain uninterrupted service.

3.10

Only the proponent’s trained qualified personnel or technicians are permitted to work on the bottleless water coolers.

3.13

The cost of energy and water required to operate the bottleless water coolers is the responsibility of the University.

3.14

Installations shall be scheduled with the University – Facilities Dept. Any damages caused by the successful proponent’s technicians or their subcontractors or agents during the installation or servicing process, to the University of Calgary property or equipment, shall be repaired on a like for like basis at no cost to the University.

3.15

In providing the necessary services, the proponent must ensure that the services performed must be completed in a clean, tidy, safe and professional manner.

3.16

All waste generated by the proponent associated with the supply, service, installation, and maintenance of their equipment (filters included), must be removed by the proponent immediately after the completion of said service.

4.0

Dispensers, Filtration Systems & Customer Service Level Options

4.1

The proponent must offer and promote a variety of dispensers, filtration systems and customer service level options (hereinafter “packages”), for the end-user to review and select. In terms of price and quality, the proponent must provide a full range of packages from an economical to premium level options. It is the responsibility of the proponent to promote these packages fairly and accurately.

4.2

For dispensers – the packages may include wall-mounted, free standing (floor and counter-top), or under the counter-top cooler models. The models may have the option of providing hot, cold and chilled water for the users, or just provide filtered water at room temperature. Other features may include, but not limited to, touch-free dispenser, microprocessor controlled system,

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stainless steel design, leak detention, automatic shutoff, energy saving mode, child-proof feature, etc. As per Appendix B – Quality/Technical Questionnaire, section 2.0 Equipment Requirements: the proponent must provide design specifications for each dispenser proposed. Specifications must include the following:  Overall dimensions of the dispenser – height, width, depth, weight;  Installation requirements – water, electrical, space, etc.  Warranty  Approvals or certifications  Amount of energy required to operate unit  Each dispenser shall have a shut-off value  No extension cords should be used to operate the coolers  Sanitation of the dispenser shall be conducted on at least an annual basis 4.3

The University will only consider proposals that use absorption filters as their treatment technology – no proposals featuring reverse osmosis system will be considered. As per Appendix B – Quality/Technical Questionnaire, section 3.0 Filtration System Requirements: the proponent must provide features and benefits for each filter system proposed. Features and benefits must include the following:  Specify what the system removes  Improves – taste, colour, odour, etc.  How long does the filter last – in terms of time and capacity  Approvals and certifications

4.4

The proponent must offer 24 hours / 7 days a week year round customer service for the duration of the contract. The proponent must be able to manage all end user’s inquiries within 24 hours of the service call.

4.5

The proponent will be responsible for the delivery, installation, and maintenance of the bottleless water coolers. Installation may include water line hook-up through cabinets, ceilings, or walls where required. The University will ensure that an electrical outlet is available at the cooler installation site. All work will be approved by the University prior to any work being performed.

4.6

During the term of the contract, the University may request additional equipment to be supplied, installed, and maintained. All equipment of this type will be provided under the same terms and conditions specified in the proposal.

4.7

All service personnel of the successful proponent must have uniforms and identification badge when conducting a service call on bottleless water coolers.

5.0

Product Pricing

5.1

Proponent must quote on a monthly fixed cost rental rate on the packages. The rate shall include all costs associated with the dispensers, filter changes, system sanitation, maintenance, and part replacement as required.

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5.2

Installation price shall be included with the overall cost of the monthly bid price or listed as an additional cost separately. The proponent will bear the cost of all materials, time, and labour associated with the installation.

5.3

The University of Calgary and the successful proponent shall agree to set end user pricing at a certain rate for the first three years of the contract. Any movement on the pricing, whether it’s an increase or decrease, shall be communicated in writing by the proponent to the University. The University shall not refuse any reasonable request in this situation.

5.4

Estimate cost of the bottleless water cooler (including filters) per litre of water dispensed.

5.5

Estimate total volume of water filtered before filter needs replacing, and associated cost of replacement filter.

6.0

Compensation In consideration of the rights, benefits and privileges that will be granted to the successful proponent, the proponents are asked to submit a proposal that establishes the University’s compensation at a percentage of total gross sales. The University makes no guarantees as to the amount of sales that the successful proponent shall realize within the contract period. The University will not consider any proposal that requires a minimum amount of product sold.

7.0

Environmental Considerations

7.1

The successful proponent should pay particular attention to the ‘no idling’ policy. Vehicles are not permitted to idle unless the temperature falls below 10C.

7.2

Bidders environmental credentials will be further assessed as part of the quality questionnaire.

8.0

Key Performance Indicators (KPI’s)

8.1

The successful bidder’s performance will be assessed against agreed KPI’s.

8.2

The KPI’s will be used during the scheduled contract review meetings as a way of monitoring the overall performance. The KPI’s will be mutually agreed once the contract has been awarded.

RFP # 2014RFP0047

BOTTLELESS WATER COOLER

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