Request for Proposal No Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems

RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems Request for Proposal No. 1168 Main...
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RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems

Request for Proposal No. 1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems Issue Date: February 24, 2012

Closing Location: Purchasing Department 2020 Labieux Road Nanaimo, BC V9T 6J9

Closing Date and Time: Proposals must be received at the Purchasing Department prior to: 2:00 pm (14:00 hrs) Pacific Time, Tuesday, March 20, 2012

Questions and Inquiries are to be send to: Mark Demecha, Manager of Civic Facilities, Email: [email protected] Before close of business day, March 15, 2012.

Mandatory Information Meeting: Will be held at the City of Nanaimo Public Works Yard, Main Office, 2020 Labieux Road, Nanaimo, B.C. at 10:00 a.m. on March 2, 2012.

Inquiries and answers will be recorded and posted on the BC Bid web site: www.bcbid.gov.bc.ca and the City of Nanaimo web site www.nanaimo.ca and forwarded to those Proponents who have submitted the Receipt Confirmation Form [Appendix B]. Proponents are solely responsible for ensuring that they have all the information available on this RFP, and should therefore check the BC Bid and City of Nanaimo websites regularly up to the “closing date and time” of this RFP.

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RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems Table of Contents 1.0

Overview ............................................................................................................. 3

2.0

Definitions ........................................................................................................... 3

3.0

Instructions to Proponents .............................................................................. 3 - 9

4.0

Service Requirements .................................................................................. 9 - 10

5.0

Format of Content and Proposal Submission............................................. 11 – 12

6.0

Evaluation and Selection Process ............................................................. 12 – 14

7.0

General Terms and Conditions ................................................................... 14 - 20

Appendix A: Acceptance of RFP Terms and Conditions Form ..................................... 21 Appendix B: Receipt Confirmation Form ...................................................................... 22 Schedule A: Facility Service Requirements and Fee Schedule ................................ 1 -22

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RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems 1.0

OVERVIEW

1.1

The City of Nanaimo (the “City) invites Proposal submissions on the inspection, testing and maintenance of portable fire extinguishers, fire suppression systems, fire alarms, emergency lighting and sprinkler systems for the period of April 1, 2012 to March 31, 2015 unless terminated, cancelled or extended. The term of the Contract may be extended or renewed at the City’s sole discretion for two (2) additional one (1) year terms subject to satisfactory performance reviews and price negotiations. The City shall not incur any liability, should it choose not to exercise its exclusive option to renew the Contract.

1.2

Firm pricing is required for the initial Contract term.

2.0

DEFINITIONS

2.1

Definitions Throughout this Request for Proposal (RFP), the following definitions will be used: “City” means the City of Nanaimo. “Facility Manager” means the Manager responsible for operation of the specific facility (ies). “Facility” means the worksite location indicated in [Schedule A] where the Services are to be performed. “Contract” means the Purchase Order issued and executed by the City of Nanaimo and consists of the Contract Documents identified in Section 7.0 (7.4) of this RFP document. “Contractor” means the successful Proponent to this Request for Proposal who enters into a Contract with the City for the Services requested in this RFP. “must” “mandatory” means a requirement that must be met in order for a Proposal to receive consideration. “Preferred Proponent” means the Proponent selected by the Evaluation Team to enter into negotiations for a Contract. “Proponent” means an entity that submits a Proposal. “Proposal” means a Proposal submitted by a Proponent in response to this RFP. “RFP” means this Request for Proposal document. “Services” means the services as described generally in [Section 4.0] and [Schedule A], including anything required to be done for the fulfillment and completion of this Contract. “Work” means the furnishings of all labour, materials and modern industrial equipment to perform the Services as set out in the Specifications [Section 4.0] and [Schedule A] Facility Service Requirements and Fee Schedule attached hereto.

3.0

INSTRUCTIONS TO PROPONENTS

3.1

Mandatory Information Meeting An information meeting will be held at the City of Nanaimo Public Works Yard, Main Office, 2020 Labieux Road, Nanaimo, British Columbia, Monday, March 2, 2012 start time 10:00 a.m. to 11:00 a.m. This meeting is mandatory and only Proposals from Proponents attending will be considered. Proponents must sign the attendance sheet.

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RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems 3.2

Non-Mandatory Site Tours Scheduled non-mandatory site tours are being offered to Proponents who are interested in an attempt to give the Proponents the best possible chance of pricing correctly. All interested Proponents are to contact Silvia Reid, Buyer on or before March 6, 2012 by email: [email protected] and state which Facilities you are interested in viewing. The City will compile a list with date, time and location and forward to all interested Proponents March 7, 2012.

3.3

Examination of RFP Proposal Documents and Facilities It is each Proponent(s) responsibility to carefully examine the RFP Documents and Facilities. The Proponent may not claim, after the submission of a Proposal, that there was any misunderstanding with respect to the Services or Work and conditions imposed by the City of Nanaimo. There will be no opportunity to make any additional claim for compensation or invoice for additional charges that were not considered and included in the Proposal Fee submitted, unless the City, at its sole discretion, deems that it would be unreasonable to do so, or there are additional Work requirements due to unforeseen circumstances.

3.4

Proposal Closing Date and Delivery Instructions It is the sole responsibility of the Proponent to submit their Proposal to the Purchasing Department prior to 2:00 p.m. (14:00 hrs), Pacific Time, Tuesday, March 20, 2012 (the “closing date & time”). Proposals may be delivered by one (1) of the following two (2) methods: i.

ii.

By hand/courier delivery: Proponents should submit (1) original hard copy and (1) electronic version in MS Word/PDF format submitted in the form of a CD/DVD or flash drive. The Proposal should be enclosed and sealed in an envelope/package clearly marked: “RFP #1168 MAINTENANCE OF FIRE EXTINGUISHERS, FIRE SUPPRESSION, FIRE ALARMS, EMERGENCY LIGHTING & SPRINKLER SYSTEMS” and delivered and addressed to the Purchasing Department, City of Nanaimo, 2020 Labieux Road, Nanaimo, BC V9T 6J9. By Email: At the only acceptable electronic address: [email protected] Please note: Maximum email file size limit is 8MB, or less.

Electronically submitted Proposals shall be deemed to be successfully received when displayed as new email has been received by the Purchasing Department at the City of Nanaimo. The City of Nanaimo will not be liable for any delay for any reason including technological delays, spam filters, firewalls, job queue, file size limitations, etc. Proposals received by facsimile will not be considered. Late Proposals will not be considered. It is the Proponent’s sole responsibility to ensure they allow themselves enough time to submit their Proposal. The wall clock in the Purchasing Department Office is the official time piece for the receipt of all Proposals.

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RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems 3.5

Mandatory Requirements The City of Nanaimo has several requirements that are deemed as “Mandatory” when submitting a Proposal to this RFP. These mandatory requirements are identified below. Failure to comply with these mandatory requirements will result in disqualification of your Proposal. Mandatory Requirement Proponent’s Check List Proposal(s) must be received prior to 2:00 p.m. (14:00 hr) Yes No Pacific Time on Tuesday, March 20, 2012 (the “closing date and time”). Proponents must attend the Mandatory Information Meeting scheduled on March 2, 2012. Start time: 10:00 a.m. Proponents must sign the sign-in sheet. Proposal must be submitted in English. Yes No Proposal must not be submitted by facsimile. Yes No Appendix A: Acceptance of RFP Terms and Conditions Yes No Form must be signed by an authorized person in a position to legally bind the Contractor and Proponent to statements made in response to this Request for Proposal. [Schedule A] must be completed on the form provided. Yes No Proponents are to provide their Proposal response directly onto [Schedule A].

3.6

Questions and Inquiries All questions inquiries related to this RFP shall be directed in writing to: Mark Demecha Manager of Civic Facilities City of Nanaimo Phone: 250.755.7529 Email: [email protected] Information received from any other persons may be inaccurate and not relied upon. Questions are to be submitted in writing before end of business day on Thursday, March 15, 2012. The City reserves the right not to answer questions after March 15, 2012. If a change or additional information is warranted, the City’s response will be communicated to all Proponents by means of written Addenda issued by the Purchasing Department prior to the closing date and time. The City will attempt to respond to all reasonable inquiries but reserves the right not to respond to inquiries. Proponents finding discrepancies or omissions in the RFP documentation or having doubts as to the meaning or intent of any provision should immediately notify the contact person listed above. If the City determines that an amendment is required to this RFP, the City’s Purchasing Department will issue an addendum and such an addendum will be posted on the BC Bid website, the City’s website and distributed to all Proponents who have returned the Receipt Confirmation Form [Appendix B]. 5

RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems No oral conversation will affect or modify the terms of this RFP or may be relied upon by the Proponent. Proponents are required to check the BC Bid and City of Nanaimo website for any updated information and Addenda issued up the “closing date & time” at the following website address: www.nanaimo.ca www.bcbid.gov.bc.ca 3.7

Addenda Each addendum will be incorporated into and become part of the RFP Document. No amendment of any kind to the RFP is effective unless it is contained in a written addendum issued by the City’s Purchasing Department. Upon submitting a Proposal submission, Proponents will be deemed to have received notice of all addenda that are posted on the BC Bid and City of Nanaimo websites.

3.8

City of Nanaimo Business License The preferred Proponent prior to Contract award will be required to obtain and maintain throughout the term of a Contract a valid City of Nanaimo Business License.

3.9

Proponent Expenses Proponents are solely responsible for their own expenses in preparing and submitting Proposals, and for any sample requests, meetings, negotiations or discussions with or presentations to the City or its representatives and consultants, relating to or arising from this RFP.

3.10

Liability for Errors While the City has used considerable effort to ensure an accurate representation of information in this RFP, the information contained is supplied solely as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by the City, nor is it necessarily comprehensive or exhaustive. Nothing in this RFP is intended to relieve the Proponent from forming their own opinions and conclusions with respect to the work in this RFP.

3.11

Changes to RFP Document Proponent(s) must not alter any portion of this RFP document, with the exception of adding the information requested on [Schedule A] and [Appendix A]. To do so will invalidate the submission of its Proposal.

3.12

Changes to the Proposal Wording and Content The Proponent will not be allowed the opportunity to change the wording or content of its Proposal after closing and no words will be added to the Proposal, including changing the intent or content of the presentation of the Proposal, unless requested by the City (e.g. minor clarifications).

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RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems 3.13

Acceptance and Rejection of Proposals This RFP is not an agreement to purchase goods or services. The City is not bound to enter into a Contract with any Proponent. The City reserves the right to: a. Not accept any Proposal in response to this RFP. b. To reject any and all Proposals, including without limitation the lowest priced Proposal, even if the lowest priced Proposal conforms in all aspects with the RFP. c. To reject any Proposal at any time prior to execution of a Contract. d. To reject Proposals which are incomplete, conditional or obscure or erasures or alterations of any kind. e. To waive immaterial defects and minor irregularities in any Proposal. f. To assess the ability of the Proponent to perform the Contract and reject any Proposal where, in the City’s sole estimation, the personnel and/or resources of the Proponent are insufficient.

3.14

Right to Cancel the RFP Process The City reserves the right in its sole discretion to postpone or cancel this RFP process at any time and may in its discretion, elicit offers from other parties (whether or not such parties have responded to this RFP) or engage in another procurement process, including re-issuing a substantially similar RFP or negotiating with any party if: a. Only one Proposal is received; b. A suitable Proponent has not been selected; c. Proposals may be subject to approval by the City of Nanaimo Council or the Assistant City Manager/GM, Corporate Services or the Director of Finance as outlined in the City of Nanaimo Council Purchasing Policy. In the event approval is not received, the City of Nanaimo reserves the right to Cancel the RFP process and proceed with the Work some other way; or d. All Proposal(s) exceed the City’s set budget; or e. Or Contract negotiations have not been reached within a reasonable time as solely determined by the City.

3.15

Litigation Clause The City may, in its absolute discretion, reject a Proposal submitted by Proponents if the Proponent, or any officer or director of the Proponent is or has been engaged either directly or indirectly through another corporation in a legal action against the City, its elected or appointed officers and employees in relation to: Any other contract for works or services; or Any matter arising from the City’s exercise of its powers, duties or functions under the Local Government Act for another enactment Within five years of the date of this Request for Proposal. In determining whether to reject a Proposal under this clause, the City will consider whether the litigation is likely to affect the affect the Proponent’s ability to work with the City, its consultants and representatives and whether the City’s experience with the Proponent indicates that the City is likely to incur increased staff and legal costs in the administration of this Contract if it is awarded to the Proponent.

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RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems 3.16

Withdrawal of Proposals The Proponent may withdraw their Proposal at any time prior to the Proposal closing time by submitting a written withdrawal letter to the Purchasing Department via email: [email protected], attention: Silvia Reid, Buyer.

3.17

Conflict of Interest By submitting a Proposal, the Proponent warrants that neither it nor any of its officers or directors, or any employee with authority to bind the Proponent, has any financial or personal relationship or affiliation with any elected official or employee of the City or their immediate families which might in any way be seen by the City to create a conflict.

3.18

No Claims The City of Nanaimo and its representatives, agents, consultants and advisors will not be liable to any Proponent for any claims, whether for costs, expenses, losses or damages, or loss of anticipated profits, or for any other matter whatsoever, incurred by the Proponent in preparing and submitting a Proposal, or participating in negotiations for a Contract, or other activity related to or arising out of this RFP.

3.19

Irrevocability of Proposals At the appointed closing time, all Proposals become irrevocable. By submission of a Proposal, the Proponent agrees that should its Proposal be selected, the successful Proponent will enter into a Contract with the City. Proposals shall be irrevocable and shall remain open for acceptance by the City for at least sixty (60) calendar days after the RFP “closing date and time”. The City may elect to extend the Proposal validity duration beyond (60) calendar days with written notice to the Proponents.

3.20

Freedom of Information and Privacy Protection Act (FOIPPA) The contents of the Proposal are subject to the Freedom of Information and Privacy Protection Act (FOIPPA). The Proponent should note within its Proposal whether it considers any part of the Proposal as proprietary or trade secret. The City attempts to keep, to the best of its ability, proprietary or trade secret material confidential, only to the extent permitted by law. Notwithstanding the foregoing, the City has the sole discretion in determining whether any part(s) of Proponent Proposals contain information that is exempt from FOIPPA legislation.

3.21

Ownership of Proposals All Proposals submitted, other than any Proposal withdrawn prior to the opening of Proposals or any late Proposals, become the property of the City and will not be returned to Proponents.

3.22

Working Language The working language of the City is English and all Proposals must be submitted in English.

3.23

Debriefing Proponents may request a debriefing which may be made available at the City’s convenience and must be made within fifteen (15) calendar days of notification of award. The intent of the debriefing is to aid the Proponent in presenting a stronger Proposal in subsequent procurement opportunities. Any debriefing provided is not for the purpose of providing an opportunity to challenge the procurement process. The City will provide a debriefing upon request, after Contract award has been completed. 8

RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems 3.24

Proposals will not be opened in Public.

4.0

SERVICE REQUIREMENTS

4.1

General Scope of Work The City is looking for a qualified Contractor to implement a preventive maintenance program of inspection, testing and maintenance of portable fire extinguishers, fire suppression systems, fire alarms, emergency lighting and sprinklers to ensure they remain operable as designed and required by applicable regulation. In addition, the Contractor will supply replacement parts or extinguishers as requested and will respond to call-outs for service. There are approximately (300) portable fire extinguishers, (2) Facilities with kitchen fire suppression systems, (25) Facilities with fire alarm systems and (9) Facilities with sprinkler systems. Quantities and Facility locations or type of service to be performed listed herein are estimates only and may or may not be accurate. Our preference is to have one Facility completed at a time, bringing each Facility up to an equal standard of maintenance dates. The successful Proponent will the City is unable to commit to any given volume of business.

4.2

It will be the responsibility of the Contractor to contact the Facility Manager in each Facility to determine the location of all fire extinguishers.

4.3

A copy of the Annual Fire Inspection Report is to be forwarded to the Manger of Civic Facilities upon completion of the inspections. The service report should include the Building Name, Extinguisher Location, Type/Size, Manufacturer, Serial No., Manufacturer Date, 6 Yr Due, Hydro Due, and Status (i.e. New Install, Recertified).

4.4

The Contractor will supply a loaner fire extinguisher of the same type when removing an extinguisher for recharging or servicing, if required. Any losses or damage while in the possession of the service company will be at their responsibility. In the case of loss, only new equipment will be accepted as replacements.

4.5

The Contractor will be required to do the inspections of vehicle fire extinguishers on Saturday or Sunday 8:30 a.m. to 4:30 p.m.

4.6

The Contractor must be qualified to test and inspect portable fire extinguishers, fire suppression systems, fire alarm and sprinkler systems. All work must be performed by qualified ASTTBC technicians and the work must be performed as per the latest version of applicable codes and regulations, including, but not limited to, the BC Fire Code, BC Building Code, ULC Standards, and National Fire Protection Association.

4.7

The Contractor must supply all supplementary reports and certification as required.

4.8

Be able to provide a 24-hour/365 days per year service support from which a qualified technician can respond on site within (2) hours of the service requested. All service requests shall be extra to this Contract and shall be supplied at the quoted hourly rates.

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RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems 4.9

Labour The Contractor shall supply sufficient labour to adequately perform the Services and meet schedules and time lines under the Contract.

4.10

Qualifications of Personnel a. Any person employed to perform fire alarm, emergency lighting, exit lights and sprinkler systems must be qualified to test and inspect fire alarms, emergency lighting, exit lights and sprinkler systems; and b. Any person employed to perform fire suppression testing must be qualified to inspect, test and service fire suppression testing; and c. Any person employed to perform inspecting, testing and servicing of fire extinguishers must be qualified to inspect, test and service fire extinguishers.

4.11

Security Clearance a. The Contractor must have sufficient personnel with security clearance for normal hours or after hours maintenance and repair call-outs for the Police Operations Building or other security designated Facilities. Persons without pre-approved security clearance cannot enter the Police Operations Building or other security designated Facilies. b. Any costs for obtaining security clearance will be the responsibility of the Contractor.

4.12

Coordination of Work Scheduling of annual inspection and testing shall be co-ordinated with each Facility Manager or appointed designate at all times. A list of contacts will be provided to the Contractor after Contract award.

4.13

Invoicing a. Separate invoicing will be prepared for each Facility; b. All invoices will be sent to Accounts Payable by one of the following method: i. By mail: City of Nanaimo, 455 Wallace Street, Nanaimo, BC V9R 5J6; or ii. Email: [email protected] c. All invoices to contain the following information:  The Contractor’s name and address  Invoice date, billing period;  City purchase order number;  Quantities, description of services, unit price, extended price;  Separate invoices will be required for every Facility;  Each invoice must be accompanied by the detailed service report for the Facility being invoiced:  HST shown as a separate line item d. The City’s standard payment terms is NET (30) days from invoice date.

4.14

Adding /Removing City Facilities or Services The City reserves the right to add or remove City Facility locations, or Services during the term of the Contract.

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RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems 5.0

FORMAT OF CONTENT AND PROPOSAL SUBMISSION Each Proposal submission should be arranged as follows and should include a response to each “Section” to ensure the submitted Proposal receives fair evaluation and consideration during the evaluation process. Pages should be consecutive numbered. All items identified in each section are important to the City and the Proponents response will form part of the evaluation. Proponents are encouraged to respond to all items. Title Page

The title page will show the RFP title and number, Closing Time and Date, Proponent name, address, telephone number, email address and the name and title of the contact person.

Appendix A

Acceptance of RFP Terms and Conditions Form [Appendix A] must be included with your Proposal submission and in order to be entitled to consideration, a person authorized to sign on behalf of the Supplier and to bind the Proponent to statements made in response to this Request for Proposal, must sign [Appendix A]. Proposals that do not contain an authorized signature will be deemed “non-compliant and non-responsive” and will not be accepted for evaluation.

Table of Content

Page numbers should be indicated.

Section 5.1 Company Profile and Experience Proposal content for this section should include the following information:  Overview of the Company experience, including company’s background, age, number of Personnel and approach to similar Contracts, including licenses and the infrastructure your company has in place to support and operate your business in a professional manner.  Describe how your Company would manage the City’s account.  Describe the process for keeping accurate records. Detail if your system is manual or computerized and if computerized any software and standard reports you can produce that would benefit the City.  Describe your company’s “green” approach to managing your business and disposing of unwanted items.  Brief description of your Company’s safety program. Section 5.2 Technical, Qualifications and Experience of Personnel Proposal content for this section should include the following information:  Provide technical qualifications and experience of personnel that will be performing the service work and assigned to this Contract for portable fire extinguishers, fire suppressions system, fire alarm, emergency lighting and sprinkler systems. Provide copies of personnel certifications (ASTTBC, etc).  Advise what Fire Alarm manufacturer’s your personnel are factory qualified to install, service and maintain.  Advice if any personnel is trained Sprinkler Fitters.  Provide a transition and implementation plan.  State in your proposal if you are intending to sub-contract any part of this Contract. If yes, provide sub-contractor information, experience and qualifications. Proof of qualifications may be requested by the City. Only those 11

RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems sub-contractors listed in this section may be utilized in this Contract for the provision of any Services and all sub-contractors will comply with all the terms and conditions described in this RFP. The Contractor may only use the subcontractors listed below, unless prior approval is granted by the Manager of Civic Facilities. Include at a minimum the following information in your response: o Description of Services provided by sub-contractor. o Sub-contractor names, address, contact information. o Years of working with sub-contractor. Sample Reports and Verification Documents  Include a sample of your Inspection and Testing of Fire Alarm Systems Checklist Report  Include a sample of your Inspection Report for Fire Alarm System Testing  Include a sample of your Inspection, Testing and Maintenance of Portable Fire Extinguishers Report;  Include a sample of your Inspection, Testing and Maintenance of Fire Sprinkler system report  Verification of Certification of Personnel assigned to this Contract.  Confirmation of Insurance Verification  WorkSafe BC Verification. Provide a copy of the WorkSafe BC Clearance Letter. Section 5.3 References Provide a minimum of three (3) references including names, addresses, contact persons, telephone numbers, brief description of services performed, contract $ value. The City prefer the references be other Municipal clients. If none, provide other public sector clients if possible. Do not list the City of Nanaimo as a reference. References will only be contacted of the preferred Proponent. Section 5.4 Financial Considerations Include the completed [Schedule A]. Section 5.5 Value Added Within its response, the Proponent has the opportunity to offer or describe any value added services as to what it is prepared to supply as part of the Contract. Unless otherwise stated it is understood that there are no extra costs for these services, however if there are any additional costs pertaining hereto, the summary and explanation of those costs should be submitted in the Value Added Section. Proponents may also submit a rate sheet for all additional services your company has the capability to offer and any other information the Proponent deems appropriate to support why the city should select your company. 6.0

EVALUATION AND SELECTION PROCESS

6.1

Evaluation Team The evaluation of Proposal submissions will be undertaken on behalf of the City by an Evaluation Team appointed by the City, which may consist of one or more persons. The City reserves the right and at its sole discretion to choose the Evaluation Team members.

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RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems 6.2

Proposal Evaluation Process i. Proposals received by the “closing time” will be screened for compliance with the mandatory requirements as stated in Section 3.0 (3.5). The Evaluation Team reserves the right to (at its sole discretion) determine whether or not any Proposal is compliant. Non-compliant Proposals will be rejected. ii. Compliant Proposals will be reviewed and evaluated against the Desirable Criteria to determine the Proposal offering “Best Value” to the City. The Evaluation Team may apply the evaluation criteria on a comparative basis, evaluating the Proposals by comparing one Proponent’s Proposal to another Proponent’s Proposal. ii. After an initial review of all Proposals, the City may, at its option, develop a shortlist of Proponents and conduct interviews. This will provide the City an opportunity to meet the Proponent and ask questions regarding the contents of their Proposal. Alternatively, if in the City’s sole discretion, the City determines there is a clear leading Proponent, the City retains the right to bypass the interview process and proceed directly to award. iii. It is the intent of the City to award the Contract to the highest ranking Proponent. Notwithstanding the foregoing, the City reserves the right to award the Contract to the Proponent other than the one with the most points if, in its sole determination, another Proposal is determined to be “Best Value” to the City, taking into consideration the evaluation criteria of the RFP. iv. Any award of a Contract will be subject to satisfactory references checks in the sole opinion of the City. The City will not enter into any Contract with a Proponent whose references are found to be unsatisfactory. Upon selection of Preferred Proponent references may be contacted. v. No award will be made to any Proponent who cannot give satisfactory assurance of their ability to carry out the Contract. No award will be made to any Proponent that is legally constrained or not authorized to conduct the required acquisition. vi. Preference shall be given to local Contractors where quality, service, and price are equivalent. vii. All Proponents will be notified in writing by the City of the status of their Proposal within a reasonable period of time after award.

6.3

Additional Information The Evaluation Team may, at its sole discretion, request clarifications or additional information from a Proponent with respect to its Proposal, and the evaluation team may make such requests to only selected Proponents. The evaluation team may consider such clarifications or additional information in evaluating Proposals.

6.4

Desirable Criteria Proposals meeting all of the mandatory criteria will be further assessed against the desirable criteria. The Evaluation Team will compare, evaluate and score Proponents Proposal based on the Proposal submission responses to [Section 5.0] Format of Content and Proposal Submission and [Schedule A] Facility Service Requirements and Fee Schedule. Proponents are encouraged to respond following the format sequence and to all items in [Section 5.0] and [Schedule A] to ensure their Proposal receives full consideration.

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RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems Desirable Criterion Point Value Company Profile and Experience For this evaluation criterion the Evaluation Committee will give 15 particular reference to the Proponents responses Section 5.0 (5.1). Technical, Qualifications and Experience of Personnel For this evaluation criterion the Evaluation Committee will give 25 particular reference to the Proponents responses Section 5.0 (5.2) Fees Offered. Total cost implications of Contract. For this evaluation criterion the Evaluation Team will give particular 40 reference to the Proponents response to Fees submitted on [Schedule A]. Value Added For this evaluation criterion the Evaluation Committee will give 10 particular reference to the Proponents responses Section 5.0 (5.5) Interview (Optional) 10 TOTAL 100 6.5

Negotiation of Contract and Award It is the intent of the City to ensure the City has the flexibility it needs to arrive at a mutually agreeable final Contract. Negotiations may be held with the first Preferred Proponent including, but not limited to, matters such as:  Price adjustments.  Minor Changes to Services.  Contract details.  Contract payment details. It is not the intent of the City to allow for new or significantly altered Proposals. The City reserves the right to terminate negotiations with the Preferred Proponent if a Contract cannot be negotiated within a reasonable time and negotiate a Contract agreement with the next highest ranked Proponent, or may choose to terminate the RFP process and not enter into a Contract with any of the Proponents.

7.0

GENERAL TERMS AND CONDITIONS

7.1

Acceptance of Terms All the terms and conditions of this RFP are assumed to be accepted by the Proponent and incorporated in its Proposal, except those revisions that are proposed or requested in the Proposal and accepted by the City.

7.2

Conduct of the Contract The City’s Manager of Civic Facilities will have the conduct of the Contract.

7.3

Term of Contract The term of the contract commences April 1, 2012 to March 31, 2015 unless terminated, cancelled or extended. The term of the Contract may be extended or renewed at the City’s sole discretion for two (2) additional one (1) year terms subject to satisfactory performance reviews and price negotiations. Any request for a price adjustment, must be submitted to the City in writing with a minimum of ninety (90) calendar days prior to the commencement of the optional 14

RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems year(s). The City will then review the submission and will at its sole discretion either accept, negotiate, or reject and re-bid the requirements. The City shall not incur any liability, should it choose not to exercise its exclusive option to renew the Contract. 7.4

Contract and Contract Documents The City’s preferred form of Contract is the City of Nanaimo’s official Purchase Order and the Contract documents will include and consist of: a. Proponent’s Proposal Submission; b. The Following referenced sections of the RFP 1283 document:  Section 2.0 Definitions  Section 4.0 Service Requirements  Section 7.0 General Terms and Conditions c. Appendix A: Acceptance of RFP Terms and Conditions Form; d. Schedule A: Facility Service Requirements and Fee Schedule [Schedule A (as modified) from the RFP Proposal]; e. City of Nanaimo Business License f. Certificate of Insurance g. WorkSafe BC Clearance Letter h. All amendments and attachments i. The City’s official purchase order(s); and j. Those parts not referenced above but agreed upon by both Parties. The City is not obligated to any Proponent in any manner until a City of Nanaimo Purchase Order has been issued and signed by an authorized person of the City.

7.5

Agreements with Sub-Contractors The Contractor will preserve and protect the rights of the City with respect to any Work performed under sub-contract and incorporate the terms and conditions of this Contract into all sub-contracts as necessary to preserve the rights of the City under this Contract. The Contractor will be as fully responsible to the City for acts and omissions of subcontractors and of persons directly or indirectly employed by them as for acts and omissions of persons directly employed by the Contractor.

7.6

Assignment/Sub-Contracting of Contract The Contractor shall not assign or sub-contract its obligations under this Contract, in whole or in part, without prior written approval of the City Manager of Civic Facilities in consultation with the Purchasing Agent.

7.7

Amendment of Contract Documents The Contract Documents shall not be amended except as specifically agreed in writing signed by both the City Manager of Civic Facilities and the Contractor.

7.8

Occupational Health and Safety Requirements The Contractor shall strictly comply with the current Industrial Health and Safety Regulations of WorkSafe BC and the safety policies/procedures of the City of Nanaimo. Other applicable federal, provincial and local regulations and policies concerning the health and safety of workers and general public shall also be followed.

15

RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems 7.9

Compliance with Laws The Contractor shall give all notices and obtain all the licenses and permits required to perform the Work. The Contractor will comply with all laws applicable to the work or performance of the Contract.

7.10

Licenses and Permits The Contractor will provide and pay for all licenses and permits required to carry out the work.

7.11

Laws of British Columbia Any Contract resulting from this Request for Proposal will be governed by and will be construed and interpreted in accordance with the laws of the Province of British Columbia.

7.12

Indemnity The Contractor agrees to indemnify, defend and save harmless the City of Nanaimo, including without limitation, its Council Members, agents, servants and employees from and against all suits, claims, demands, losses, damages, expenses and costs made against or incurred, suffered or sustained by the City at any time or times (either before or after the expiration or sooner termination of this Contract) where the same or any of them are based upon or arise out of or from anything done or omitted to be done by the Contractor or by any servant, employee, officers, director or sub-contractor, the Contractor pursuant to the Contract excepting always liability out of the independent acts of the City.

7.13

Insurance Requirements The Contractor shall submit, upon award by the City of Nanaimo, a Certificate of Insurance signed by the Insurance Company licensed in the Province of British Columbia certifying that the required insurance policies are in force and that: a. The City of Nanaimo is added as an additional named insured; b. The policy shall not be cancelled, lapsed, transferred, assigned or materially altered without at least thirty (30) days written notice to the City of Nanaimo and the City’s written approval of the cancellation, transfer, assign; c. The Contractor shall carry Commercial General Liability Insurance satisfactory to the City in the amount of TWO MILLION DOLLARS ($2,000,000) inclusive per occurrence. d. Automobile Liability Insurance, in an amount of not less than TWO MILLION DOLLARS ($2,000,000) is required on all licensed vehicles owned or used by the Contractor; e. Contractor’s Equipment Insurance is required for all equipment owned or rented by the Contractor and employees that provides coverage against all risks of loss or damage; f. Employee Dishonesty Insurance/Fidelity Bonding with limits of not less than FIVE THOUSAND ($5,000) per employee. The Contractor shall ensure that all sub-contractors carry insurance in the form and limits specified in this clause. All insurance described in this section must be primary and not require the sharing of any loss by an insurer of the City. 16

RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems 7.14

Independent Contractor The Contractor is an independent Contractor and this Contract does not render the Contractor an agent or employee of the City.

7.15

Business Licence The Contractor shall maintain a valid City of Nanaimo Business License for the term of the Contract, including any extensions granted by the City.

7.16

WorkSafe BC The Contractor and any approved sub-contractors must be registered in good standing with WorkSafe BC, in which case WorkSafe BC coverage must be maintained for the duration of the Contract. The Contractor agrees and shall: a. Provide at its own expense the necessary WorkSafe BC compensation coverage for all its employees and partners employed or engaged in the execution of the Work; b. Remain current with all assessment reporting and payments due there under and shall comply in every respect with the requirement of the WorkSafe BC Act and Regulations; and c. Be solely responsible for to ensure that all sub-contractors have proper WorkSafe BC coverage. The Contractor will ensure compliance with and conform to all health and safety laws, by-laws or regulations of the Province of British Columbia, including without limitation the Workers Compensation Act and Regulations pursuant thereto. The Contractor understands and undertakes to comply with all the Workers' Compensation Board Occupational Health and Safety Regulations for hazardous materials and substances, and in particular with the "Workplace Hazardous Materials Information System (WHMIS)" Regulations. All "Material Safety Data Sheets (MSDS)" will be shipped along with the Goods and any future MSDS updates will be forwarded.

7.17

CSA All items where applicable must be approved by the Canadian Standard Association (CSA) and will bear the appropriate approval sticker prior to arriving at the designated Facility. For items arriving without this approval, the City of Nanaimo may deduct the necessary dollar amount per item from the price and arrange for the necessary approval, or return the item(s) at the Contractor’s expense for replacement or full credit.

7.18

Inspection of Work a. All Work performed shall be subject to inspection and shall meet the approval of the Facility Manager. If the Work is not approved, the Facility Manager shall have the right to reject them or to require correction. b. Acceptance or rejection of the Work shall be made as promptly as practical, but failure to accept or reject the Work shall not relieve the Contractor from responsibility for the Work provided not in accordance with the Contract. c. The City will not be deemed to have accepted the Work by virtue of a partial or full payment for it. d. The City shall be the final judge of all Work and its decisions of all questions in dispute will be final.

17

RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems 7.19

Damage and Defects The Contractor shall use due care so that no persons are injured, or no property damaged or lot in providing the Work. The Contractor shall be solely responsible for all loss, damages, costs and expenses in respect of any injury to persons, damage of property, or infringement of the rights of others incurred in the performance of the Work or caused in any other manner whatsoever by the Contractor or its employees. The Contractor shall rectify any loss or damage for which, in the opinion of the City, the Contractor is responsible, at no charge to the City and to the satisfaction of the City. Alternatively, the City may repair the loss or damage and the Contractor shall pay to the City the costs of repairing the loss or damage upon demand from the City. Where, in the opinion of the City, it is not practical or desirable to repair the loss or damage, the City may estimate the cost of the loss or damage and deduct such estimated amount from the amount owing to the Contractor.

7.20

Personnel and Sub-Contractors Contractors who are using sub-contractors must only use the sub-contractors identified in their Proposal submission and the Contractor will not add or remove any such listed sub-contractors from the Contract without prior written approval of the City. Should the City object to any person employed or sub-contractor used by the Contractor on the Work, the Contractor shall remove such person from the Work, it being understood and agreed that the City's non-objection to any person or sub-contractor employed by the Contractor on the Work shall not be deemed to be an approval of the City of such person, or such sub-contractor, and the Contractor, by reason of such nonobjection or by the reason of the City's approval of any person or sub-contractor employed by the Contractor, shall in no way be relieved from his responsibility for the employment of such person or sub-contractor or from the performance and fulfillment of the Work. The Contractor will preserve and protect the rights of the City with respect to any Work performed under sub-contract and incorporate the terms and conditions of this Contract into all sub-contracts as necessary to preserve the rights of the City under this Contract. The Contractor will be as fully responsible to the City for acts and omissions of subcontractors and of persons directly or indirectly employed by them as for acts and omissions of persons directly employed by the Contractor.

7.21

Termination of Contract The City reserves the right, at its sole discretion, to terminate the Contract, in whole or in part, if the Contractor receives three (3) written letters consecutively for any one or more of the following reasons:  Failure to deliver the promised Services at the required time and location; or  Failure to provide qualified personnel to perform the Services; or  Failure to provide satisfactory Work; or  Fails to meet the City’s standard of expected and agreed level of Services and performance; or  Unsafe acts while on City property that could pose a threat to the safety of the City Staff or Public:  Safety infractions; or  Unknown Personnel, sub-contractor or assignment of the Services to others; or  Default or arrears standing at WorkSafe BC; or 18

RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems   

Expired insurance (CGL or Auto); or Expired business license; or Any other reason considered appropriate, at the sole discretion of the City.

Upon termination of the Contract, the City will be under no further obligation to the Contractor, except to pay to the Contractor such amount as the Contractor may be entitled to receive up to the date of termination. Such termination will not result in any penalty to the City, unless otherwise agreed to and as specified in this Contract. 7.22

Cancellation The Contract may be cancelled by either party for any reason without cause or penalty upon sixty (60) calendar day’s written notice.

7.23

Force Majeure Neither party will be liable for any failure or delay to perform that party's obligations resulting from any cause beyond that party's reasonable control, including but not limited to fires, explosions, floods, strikes, Work stoppages or slowdowns or other industrial disputes, accidents, riots or civil disturbances, acts of civil or military authorities, inability to obtain any license or consent necessary in respect of use with any telecommunications facilities, or delays caused by carriers, Contractors or material shortages.

7.24

Dispute Resolution The parties will make reasonable efforts to resolve any dispute, claim, or controversy arising out of this Contract or related to this Contract (“Dispute”) using the dispute resolution procedures set out in this section. a. Negotiation: The parties will make reasonable efforts to resolve any Disputes by amicable negotiations and will provide frank, candid and timely disclosure of all relevant facts, information and documents to facilitate negotiations. b. Mediation: If all or any portion of a Dispute cannot be resolved by good faith negotiations within (30) days, either party may by notice to the other party refer the matter to mediation. Within (7) days of delivery of the notice, the parties will mutually appoint a mediator. If the parties fail to agree on the appointment of the mediator, then either party may apply to the British Columbia International Commercial Arbitration Centre for appointment of a mediator. The parties will continue to negotiate in good faith to resolve the Dispute with the assistance of the mediator. The place of mediation will be Nanaimo, British Columbia. Each party will equally bear the costs of the mediator and other out-of-pocket costs, and each party will bear its own costs of participating in the mediation. c. Litigation: If within (90) days of the request for mediation the Dispute is not settled, or if the mediator advises that there is no reasonable possibility of the parties reaching a negotiated resolution, then either party may without further notice commence litigation.

7.25

Litigation Clause The City may, in its absolute discretion, reject a Proposal submitted by Proponents if the Proponent, or any officer or director of the Proponent is or has been engaged either directly or indirectly through another corporation in a legal action against the City, its elected or appointed officers and employees in relation to: Any other contract for Work; or 19

RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems Any matter arising from the City’s exercise of its powers, duties or functions under the Local Government Act for another enactment Within five years of the date of this Request for Proposal. In determining whether to reject a Proposal under this clause, the City will consider whether the litigation is likely to affect the affect the Proponent’s ability to Work with the City, its consultants and representatives and whether the City’s experience with the Proponent indicates that the City is likely to incur increased staff and legal costs in the administration of this Contract if it is awarded to the Proponent. 7.26

Notices Any notice required to be given in this Contract shall be deemed to be duly given to the City if send by: i. ii. iii.

Registered Mail: City of Nanaimo, Purchasing Department, 455 Wallace Street, Nanaimo, BC V9R 5J6 Fax: 250.756.5327, Attention: Purchasing Email: [email protected] Attention: Purchasing

AND To the Contractor if send by registered mail addressed to the Contractor, fax or email at the addresses, fax number or email address set forth in [Appendix A] Acceptance of RFP Terms and Conditions Form. 7.27

Time is of the Essence The Contractor acknowledges that time is of the essence with respect to the Services.

20

RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems APPENDIX A:

ACCEPTANCE OF RFP TERMS AND CONDITIONS FORM

In order to be entitled to consideration, [Appendix A] must be signed by a person authorized to sign on behalf of the Contractor and to bind the Proponent to statements made in response to this Request for Proposal. I/We have read and accepted all of the terms and conditions of this RFP #1168 document which includes the following sections: Table of Contents Section 1.0 Overview Section 2.0 Definitions Section 3.0 Instructions to Proponents Section 4.0 Specifications Section 5.0 Format of Content and Proposal Submission Section 6.0 Evaluation and Selection Process Section 7.0 General Terms and Conditions Appendix A: Acceptance of RFP Terms and Conditions Form Schedule A: Facility Service Requirements and Fee Schedule

Company name (Please Print)

_______________________________________________

Name (Please Print)

_______________________________________________

Title (Please Print)

_______________________________________________

Telephone Number

_______________________________________________

Fax

_______________________________________________

Email

_______________________________________________

Date

_______________________________________________

Signature

_______________________________________________

By submission of a Proposal, the Proponent agrees that should its Proposal be successful, the Proponent will enter into a Contract with the City in accordance with the terms of the Contract and Contract Documents, Section 7.0 (7.4) of this RFP document.

21

RFP #1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems APPENDIX B:

RECEIPT CONFIRMATION FORM

City of Nanaimo Request for Proposal No. 1168 Maintenance of Fire Extinguishers, Fire Suppression, Fire Alarms, Emergency Lighting & Sprinkler Systems Closing date and time: Prior to 2:00 PM (14:00hrs) Pacific Time, Tuesday, March 20, 2012 As receipt of this document, and to directly receive any further information about this Request for Proposal, please return this form to: Attention:

Silvia Reid, Buyer City of Nanaimo Purchasing Department 2020 Labieux Rd, Nanaimo, BC V2T6J9 Fax: 250.756.5327 Email: [email protected]

COMPANY NAME: ________________________________________________________ STREET ADDRESS: ______________________________________________________ CITY/PROVINCE: _________________________________________________________ POSTAL CODE: __________________________________________________________ PHONE NUMBER: ________________________________________________________ FAX NUMBER: ___________________________________________________________ CONTACT PERSON: ______________________________________________________ EMAIL ADDRESS: ________________________________________________________ SIGNATURE: ____________________________________________________________

22

RFP #1168 Maintenance of Portable Fire Extinguishers, Fire Suppression, Fire Alarms & Sprinkler Systems SCHEDULE A: FACILITY SERVICE REQUIREMEMT AND FEE SCHEDULE (Proponents are to provide their response directly onto this [Schedule A].) 1.

2. 3. 4.

Rate for annual inspection & test of fire alarms, sprinkler systems, fire suppression systems, can be at a fixed lump sum fee per inspection or be quoted at an hourly rate. Proponents who are submitting an hourly rate, must state the number of people required to perform the work and the total estimated hours to complete the work. Rates are in Canadian Funds and include the furnishing of all labour, materials, travel, fuel surcharge, etc. and equipment to perform the services / work, including anything required to be done for the fulfilment and completion of this Contract. GST is extra. Parts are extra. While the City has used considerable effort to ensure an accurate representation of the type of services to be performed, the information is not guaranteed or warranted to be accurate by the City. Facility Name

Beban House

Facility Address

2300 Bowen Road

Type of Service to Be Performed

Service Can be Performed During the Following Hours

Annual Fire Extinguisher Inspection

8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday

Annual Inspection & Test of Fire Alarm Annual Inspection of Sprinkler Systems Test and Inspect all Emergency Lighting and Exit Signs

Rate Per Inspection

Hourly Rate Per Person

Number of People Required to Perform Work

Number of Total Estimate Hours

Total cost Per Inspection Based on Hourly Rates

$

$

$

$

$

$

$

$

$

Page | 1

RFP #1168 Maintenance of Portable Fire Extinguishers, Fire Suppression, Fire Alarms & Sprinkler Systems

Facility Name

Beban Park Social Centre

Facility Address

2300 Bowen Road

Type of Service to Be Performed

Annual Fire Extinguisher Inspection Annual Inspection & Test of Fire Alarm Kitchen Fire Suppression System (4 Ga. Kidde) Annual Inspection of Sprinkler Systems Test and Inspect all Emergency Lighting and Exit Signs

Service Can be Performed During the Following Hours 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday

Rate Per Inspection

Hourly Rate Per Person

Number of People Required to Perform Work

Number of Total Estimate Hours

Total cost Per Inspection Based on Hourly Rates

$

$

$

$

$

$

$

$

$

$

$

$

Page | 2

RFP #1168 Maintenance of Portable Fire Extinguishers, Fire Suppression, Fire Alarms & Sprinkler Systems Facility Name

Beban Pool

Facility Address

2300 Bowen Road

Type of Service to Be Performed

Annual Fire Extinguisher Inspection Annual Inspection & Test of Fire Alarm Annual Inspection of Sprinkler Systems Test and Inspect all Emergency Lighting and Exit Signs

Service Can be Performed During the Following Hours 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday

Rate Per Inspection

Hourly Rate Per Person

Number of People Required to Perform Work

Number of Total Estimate Hours

Total cost Per Inspection Based on Hourly Rates

$

$

$

$

$

$

$

$

$

Page | 3

RFP #1168 Maintenance of Portable Fire Extinguishers, Fire Suppression, Fire Alarms & Sprinkler Systems Facility Name

Bowen Park Complex

Boys and Girls Club

Facility Address

500 Bowen Road

1400 Cranberry Ave.

Type of Service to Be Performed

Service Can be Performed During the Following Hours

8:30 a.m. – 4:30 p.m. Monday to Friday Annual 8:30 a.m. – Inspection & 4:30 p.m. Test of Fire Monday to Alarm Friday Inspection & 8:30 a.m. – Test Kitchen 4:30 p.m. Fire Suppression Monday to System Friday (2.5 Gallon Kidde WHDR 260) Test & Inspect 8:30 a.m. – all Emergency 4:30 p.m. Lighting & Exit Monday to Signs Friday

Rate Per Inspection

Hourly Rate Per Person

Number of People Required to Perform Work

Number of Total Estimate Hours

Total cost Per Inspection Based on Hourly Rates

Annual Fire Extinguisher Inspection

Annual Fire Extinguisher Inspection Annual Inspection & Test of Fire Alarm Test & Inspect all Emergency Lighting & Exit Signs

8:00 am. – 5:00 p.m. Monday to Friday 8:00 am. – 5:00 p.m. Monday to Friday 8:00 am. – 5:00 p.m. Monday to Friday

$

$

$

$

$

$

$

$

$

$

$

$

$

$

$

Page | 4

RFP #1168 Maintenance of Portable Fire Extinguishers, Fire Suppression, Fire Alarms & Sprinkler Systems Facility Name

Facility Address

Centennial 2300 Building Bowen Road

Type of Service to Be Performed

Annual Fire Extinguisher Inspection Annual Inspection & Test of Fire Alarm Test & Inspect all Emergency Lighting & Exit Signs

Service Can be Performed During the Following Hours 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday

City Hall

455 Wallace Street

Annual Fire Extinguisher Inspection

8:30 a.m. – 4:30 p.m. Monday to Friday.

City Hall Annex

238 Franklyn Street

Annual Fire Extinguisher Inspection

8:30 a.m. – 4:30 p.m. Monday to Friday. 8:30 a.m. – 4:30 p.m. Monday to Friday.

Annual Inspection & Test of Fire Alarm

Rate Per Inspection

Hourly Rate Per Person

Number of People Required to Perform Work

Number of Total Estimate Hours

Total cost Per Inspection Based on Hourly Rates

$

$

$

$

$

$

$

$

Page | 5

RFP #1168 Maintenance of Portable Fire Extinguishers, Fire Suppression, Fire Alarms & Sprinkler Systems Facility Name

Facility Address

Type of Service to Be Performed

Service Can be Performed During the Following Hours

City Hall Annex Lockup

238 Franklyn Street

Annual Fire Extinguisher Inspection

8:30 a.m. – 4:30 p.m. Monday to Friday.

City of Nanaimo Pound

1260 Nanaimo Lakes Road

Annual Fire Extinguisher Inspection

8:00 a.m. – 5:00 p.m. Monday to Friday

Cliff McNabb Arena

2300 Bowen Road

Annual Fire Extinguisher Inspection

8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday

Annual Inspection & Test of Fire Alarm Annual Inspection of Sprinkler Systems Test & Inspect all Emergency Lighting & Exit Signs Annual Inspection & Test of Fire Alarm

Rate Per Inspection

Hourly Rate Per Person

Number of People Required to Perform Work

Number of Total Estimate Hours

Total cost Per Inspection Based on Hourly Rates

$

$

$

$

$

$

$

$

$

$

$

$

Page | 6

RFP #1168 Maintenance of Portable Fire Extinguishers, Fire Suppression, Fire Alarms & Sprinkler Systems Facility Name

Facility Address

Departure Bay Activity Centre

1413 Wingrove Street

Type of Service to Be Performed

Annual Fire Extinguisher Inspection Annual Inspection & Test of Fire Alarm

Frank Crane Arena

2300 Bowen Road

Annual Fire Extinguisher Inspection Annual Inspection & Test of Fire Alarm Annual Inspection of Sprinkler Systems Test & Inspect all Emergency Lighting & Exit Signs

Service Can be Performed During the Following Hours 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday

Rate Per Inspection

Hourly Rate Per Person

Number of People Required to Perform Work

Number of Total Estimate Hours

Total cost Per Inspection Based on Hourly Rates

$

$

$

$

$

$

$

$

$

$

$

$

Page | 7

RFP #1168 Maintenance of Portable Fire Extinguishers, Fire Suppression, Fire Alarms & Sprinkler Systems Facility Name

Harewood Activity Centre

Facility Address

751 Howard Avenue

Type of Service to Be Performed

Annual Fire Extinguisher Inspection Annual Inspection & Test of Fire Alarm

Kin Hut

2730 Departure Bay Road

Annual Fire Extinguisher Inspection Annual Inspection & Test of Fire Alarm Test & Inspect all Emergency Lighting & Exit Signs

Service Can be Performed During the Following Hours 8:00 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday

Rate Per Inspection

$

Hourly Rate Per Person

$

Number of People Required to Perform Work

Number of Total Estimate Hours

Total cost Per Inspection Based on Hourly Rates

$

$ $

$

$

$

$

$

$

Page | 8

RFP #1168 Maintenance of Portable Fire Extinguishers, Fire Suppression, Fire Alarms & Sprinkler Systems Facility Name

Lions Sports Pavilion

Lost Lake Pump Station

Facility Address

2300 Bowen Road

Type of Service to Be Performed

Service Can be Performed During the Following Hours

8:30 a.m. – 5:00 p.m. Monday to Friday Annual 8:30 a.m. – Inspection & 5:00 p.m. Test of Fire Monday to Alarm Friday Annual 8:30 a.m. – Inspection of 5:00 p.m. Wet Pipe Monday to Sprinkler System Friday with Single Riser Test & Inspect 8:30 a.m. – all Emergency 5:00 p.m. Lighting & Exit Monday to Signs Friday

Rate Per Inspection

Hourly Rate Per Person

Number of People Required to Perform Work

Number of Total Estimate Hours

Total cost Per Inspection Based on Hourly Rates

Annual Fire Extinguisher Inspection

Fire Suppression 8:00 a.m. – 4:30 p.m. Monday to Friday

$

$

$

$

$

$

$

$

$

$

$

$

Page | 9

RFP #1168 Maintenance of Portable Fire Extinguishers, Fire Suppression, Fire Alarms & Sprinkler Systems Facility Name

Facility Address

Nanaimo Aquatic Centre

741 Third Street

Type of Service to Be Performed

Service Can be Performed During the Following Hours

8:30 a.m. – 5:00 p.m. Monday to Friday Annual 8:30 a.m. – Inspection & 5:00 p.m. Test of Fire Monday to Alarm Friday Annual 8:30 a.m. – Inspection of 5:00 p.m. Wet Pipe Monday to Sprinkler System Friday Single Stage 8:30 a.m. – Pull Station 5:00 p.m. (Main Entry Monday to West) Friday Test & Inspect 8:30 a.m. – Emergency 5:00 p.m. Lighting Monday to Friday

Rate Per Inspection

Hourly Rate Per Person

Number of People Required to Perform Work

Number of Total Estimate Hours

Total cost Per Inspection Based on Hourly Rates

Annual Fire Extinguisher Inspection

$

$

$

$

$

$

$

$

$

$

$

$

Page | 10

RFP #1168 Maintenance of Portable Fire Extinguishers, Fire Suppression, Fire Alarms & Sprinkler Systems Facility Name

Nanaimo Bastion

Facility Address

6 Front Street

Type of Service to Be Performed

Annual Fire Extinguisher Inspection Annual Inspection & Test of Fire Alarm Annual Inspection of Wet Sprinkler System

Nanaimo District Museum

100 Cameron Street

Annual Fire Extinguisher Inspection Annual Inspection & Test of Fire Alarm Test & Inspect all Emergency Lighting

Service Can be Performed During the Following Hours

Rate Per Inspection

Hourly Rate Per Person

Number of People Required to Perform Work

Number of Total Estimate Hours

Total cost Per Inspection Based on Hourly Rates

8:00 a.m. – 4:30 p.m. Monday to Friday

8:00 a.m. – 4:30 p.m. Monday to Friday 8:00 a.m. – 4:30 p.m. Monday to Friday 8:00 a.m. – 4:30 p.m. Monday to Friday 8:00 a.m. – 4:30 p.m. Monday to Friday

$

$

$

$

$

$

$

$

$

$

$

$

Page | 11

RFP #1168 Maintenance of Portable Fire Extinguishers, Fire Suppression, Fire Alarms & Sprinkler Systems Facility Name

Nanaimo Fire Rescue Admin. Building

Nanaimo Fire Rescue St. #1

Facility Address

580 Fitzwilliam

Street

666 Fitzwilliam

Street

Type of Service to Be Performed

Annual Fire Extinguisher Inspection

8:00 a.m. – 4:30 p.m. Monday Friday

Annual Inspection & Test of Fire Alarm Test & Inspect all Emergency Lighting

8:00 a.m. – 4:30 p.m. Monday Friday 8:00 a.m. – 4:30 p.m. Monday Friday

Annual Fire Extinguisher Inspection

8:30 a.m. – 4:30 p.m. Monday to Friday 8:30 a.m. – 4:30 p.m. Monday to Friday

Inspect all Exit Lights

Nanaimo Fire Rescue St. #2

2499 Dorman Road

Service Can be Performed During the Following Hours

Annual Fire Extinguisher Inspection

8:30 a.m. – 4:30 p.m. Monday to Friday

Inspect all Exit Lights

8:30 a.m. – 4:30 p.m. Monday to Friday

Rate Per Inspection

Hourly Rate Per Person

Number of People Required to Perform Work

Number of Total Estimate Hours

Total cost Per Inspection Based on Hourly Rates

$

$

$

$

$

$

$

$

$

$

Nanaimo Fire Rescue St. #2 $

$

Page | 12

RFP #1168 Maintenance of Portable Fire Extinguishers, Fire Suppression, Fire Alarms & Sprinkler Systems Facility Name

Nanaimo Fire Rescue St. #3

Facility Address

6230 Hammond

Bay Road

Type of Service to Be Performed

Annual Fire Extinguisher Inspection Inspect all Exit Lights

Nanaimo Fire Rescue St. #4

1425 Cranberry

Ave.

Service Can be Performed During the Following Hours 8:30 a.m. – 4:30 p.m. Monday to Friday 8:30 a.m. – 4:30 p.m. Monday to Friday

8:30 a.m. – 4:30 p.m. Monday to Friday Annual 8:30 a.m. – Inspection & 4:30 p.m. Test of Fire Monday to Alarm Friday Annual 8:30 a.m. – Inspection of 4:30 p.m. Wet Pipe Monday to Sprinkler System Friday with Single Riser Test & Inspect 8:30 a.m. – all Emergency 4:30 p.m. Lighting Monday to Friday

Rate Per Inspection

Hourly Rate Per Person

Number of People Required to Perform Work

Number of Total Estimate Hours

Total cost Per Inspection Based on Hourly Rates

$

$

$

$

$

$

$

$

$

$

$

$

Annual Fire Extinguisher Inspection

Page | 13

RFP #1168 Maintenance of Portable Fire Extinguishers, Fire Suppression, Fire Alarms & Sprinkler Systems Facility Name

Facility Address

Nanaimo Fire Rescue St. #7

26 Pirates Lane

Type of Service to Be Performed

Annual Extinguisher Inspection Test & Inspect all Emergency Lighting & exit lights

Nanaimo Ice Centre

750 Third Street

Annual Fire Extinguisher Inspection Annual Inspection & Test Fire Alarm System Annual Inspection of Dry Pipe Sprinkler Systems Annual Inspection of Wet Pipe Sprinkler System Test & Inspect all Emergency Lighting & Exit Signs

Service Can be Performed During the Following Hours 8:00 a.m. – 4:30 p.m. Monday Friday 8:00 a.m. – 4:30 p.m. Monday Friday

Rate Per Inspection

Hourly Rate Per Person

Number of People Required to Perform Work

Number of Total Estimate Hours

Total cost Per Inspection Based on Hourly Rates

$

$

$

$

$

$

$

$

$

8:30 a.m. – 5:00 p.m. Monday to Friday

$

$

$

8:30 a.m. – 5:00 p.m. Monday to Friday

$

$

$

8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday 8:30 a.m. – 5:00 p.m. Monday to Friday

Page | 14

RFP #1168 Maintenance of Portable Fire Extinguishers, Fire Suppression, Fire Alarms & Sprinkler Systems Facility Name

Oliver Woods Community Centre

Facility Address

6000 Oliver Road

Type of Service to Be Performed

Annual Fire Extinguisher Inspection Annual Inspection & Test of Fire Alarm Annual Inspection of Wet Pipe Sprinkler system with Single Riser Test & Inspect all Emergency Lighting

Service Can be Performed During the Following Hours 7:00 a.m. – 5:00 p.m. Monday to Friday 7:00 a.m. – 5:00 p.m. Monday to Friday 7:00 a.m. – 5:00 p.m. Monday to Friday

7:00 a.m. – 5:00 p.m. Monday to Friday

Rate Per Inspection

Hourly Rate Per Person

Number of People Required to Perform Work

Number of Total Estimate Hours

Total cost Per Inspection Based on Hourly Rates

$

$

$

$

$

$

$

$

$

Page | 15

RFP #1168 Maintenance of Portable Fire Extinguishers, Fire Suppression, Fire Alarms & Sprinkler Systems Facility Name

Facility Address

Parks 89 Maintenance Prideaux Yard Street

Type of Service to Be Performed

Annual Fire Extinguisher Inspection Annual Inspection & Test of Fire Alarm Test & Inspect all Emergency Lighting & exit lights

Parks Annex

1050 Nanaimo Lakes Road

Annual Fire Extinguisher Inspection Annual Inspection & Test of Fire Alarm

Pryde Avenue Pump Station

Fire Suppression

Service Can be Performed During the Following Hours 8:00 a.m. – 4:30 p.m. Monday Friday 8:00 a.m. – 4:30 p.m. Monday Friday 8:00 a.m. – 4:30 p.m. Monday Friday 8:00 a.m. – 4:30 p.m. Monday Friday 8:00 a.m. – 4:30 p.m. Monday Friday 8:00 a.m. – 4:30 p.m. Monday to Friday

Rate Per Inspection

Hourly Rate Per Person

Number of People Required to Perform Work

Number of Total Estimate Hours

Total cost Per Inspection Based on Hourly Rates

$

$

$

$

$

$

$

$

$

$

$

$

Page | 16

RFP #1168 Maintenance of Portable Fire Extinguishers, Fire Suppression, Fire Alarms & Sprinkler Systems Facility Name

Public Works Yard

Facility Address

2020 Labieux Road

Type of Service to Be Performed

Annual Fire Extinguisher Inspection

Annual Fleet Vehicle Extinguisher Inspection Annual Inspection & Test of Fire Alarm

Test & Inspect all Emergency Lights

Service Can be Performed During the Following Hours 8:00 a.m. – 4:30 p.m. Monday to Friday, Saturday Sunday 8:00 a.m. – 4:30 pm. Saturday or Sunday 8:00 a.m. – 4:30 p.m. Monday to Friday, Saturday or Sunday 8:00 a.m. – 4:30 p.m. Monday to Friday or Saturday / Sunday

Rate Per Inspection

Hourly Rate Per Person

Number of People Required to Perform Work

Number of Total Estimate Hours

Total cost Per Inspection Based on Hourly Rates

$

$

$

$

$

$

$

$

$

Page | 17

RFP #1168 Maintenance of Portable Fire Extinguishers, Fire Suppression, Fire Alarms & Sprinkler Systems Facility Name

Facility Address

Public Operations Annex

575 Fitzwilliam Street

Type of Service to Be Performed

Annual Fire Extinguisher Inspection Test & Inspect all Emergency Lighting & Exit Signs.

Public Operations Building

303 Prideaux Street

Annual Fire Extinguisher Inspection Annual Inspection & Test of Fire Alarm Annual Inspection of Wet Pipe Sprinkler systems with Single Riser Test & Inspect all Emergency Lighting & Exit Signs.

Service Can be Performed During the Following Hours 8:00 a.m. – 4:00 p.m. Monday to Friday 8:00 a.m. – 4:00 p.m. Monday to Friday 8:00 a.m. – 4:00 p.m. Monday to Friday 8:00 a.m. – 4:00 p.m. Monday to Friday 8:00 a.m. – 4:00 p.m. Monday to Friday

8:00 a.m. – 4:00 p.m. Monday to Friday

Rate Per Inspection

Hourly Rate Per Person

Number of People Required to Perform Work

Number of Total Estimate Hours

Total cost Per Inspection Based on Hourly Rates

$

$

$

$

$

$

$

$

$

$

$

$

Page | 18

RFP #1168 Maintenance of Portable Fire Extinguishers, Fire Suppression, Fire Alarms & Sprinkler Systems Facility Name

Rotary Field House

Facility Address

850 3rd Street

Type of Service to Be Performed

Annual Fire Extinguisher Inspection Annual Inspection & Test of Fire Alarm Test & Inspect all Emergency Lighting

Will’s Road & Brookwood

Annual Extinguisher Inspection

Service Can be Performed During the Following Hours 8:00 a.m. – 4:00 p.m. Monday Friday 8:00 a.m. – 4:00 p.m. Monday Friday 8:00 a.m. – 4:00 p.m. Monday Friday

Rate Per Inspection

Hourly Rate Per Person

Number of People Required to Perform Work

Number of Total Estimate Hours

Total cost Per Inspection Based on Hourly Rates

$

$

$

$

$

$

8:00 a.m. – 4:30 p.m. Monday to Friday

$

$

SUBTOTAL HST TOTAL

$ $

$ $

$

$

INDICATE HOW HOURLY RATES ARE CALCULATED IF THE ESTIMATED TOTAL HOURS INCREASE OR DECREASE: (I.E. 15 MINUTES INCREMENTS).

Page | 19

RFP #1168 Maintenance of Portable Fire Extinguishers, Fire Suppression, Fire Alarms & Sprinkler Systems FEES FOR FIRE EXTINGUISHERS RECHARGING OF PORTABLE FIRE EXTINGUISHERS

UNIT PRICE INSPECTION & RECERTIFICATION

UNIT PRICE REFILL

UNIT PRICE HYDROSTATIC TESTING & RECHARGING

2-1/2 lb. 5 lb. 6 lb. 10 lb. 20 lb.

$ $ $ $ $

$ $ $ $ $

$ $ $ $ $

ABC Multipurpose Dry Chemical 2-1/2 lb. 5 lb. 6 lb. 10 lb. 20 lb.

$ $ $ $ $

$ $ $ $ $

$ $ $ $ $

$ $ $ $ $

$ $ $ $ $

$ $ $ $ $

10 lb. $ 20 lb. $

$ $

$ $

$ $

$ $

$ $

Standard Dry Chemical

Carbon Dioxide 2-1/2 lb. 5 lb. 10 lb. 15 lb. 20 lb. Co2 Cartridge & Bushing

K-Class 2.5 gal. 6 ltr.

Page | 20

RFP #1168 Maintenance of Portable Fire Extinguishers, Fire Suppression, Fire Alarms & Sprinkler Systems FEES FOR HYDROSTATIC TESTING HYDROSTATIC TESTING Low Pressure Hydrostatic Tests

UNIT PRICE $

High Pressure Hydrostatic Test of SCBA

$

Visual Plus 3 Eddy Current Test for Cylinder Neck cracks

$

PURCHASE COSTS PURCHASE COST 5 lb ABC Fire Extinguisher

UNIT PRICE $

Universal Bracket for 5lb Extinguisher

$

“K” Class Extinguishers

$

Battery packs for Emergency Lights

$

LABOUR COSTS FOR ADDITIONAL WORK IF AND WHEN REQUESTED LABOUR COSTS

PROPONENT TO STATE HOURS

Alarm Technician – Regular Hours

HOURLY RATE PER TECHNICAN $

Sprinkler System Technician – Regular Hours

$

Emergency call-out Alarm Technician: Weekends and after hours. Emergency call-out Alarm Technician: Weekends and after hours.

$

MINIMUM CALL-OUT

$

Page | 21

RFP #1168 Maintenance of Portable Fire Extinguishers, Fire Suppression, Fire Alarms & Sprinkler Systems MARK UP ON MATERIALS Materials

=

_____________%.

Sub-contractor

=

_____________%

OPTIONAL PRICING Proponents to provide a price to provide a comprehensive fire extinguisher inventory for the specified locations listed below. The information to include for each of the following Facilities: o Building Name and Extinguisher Location o Type/Size o Manufacturer o Serial No. o Manufacturer Date o 6 Yr Due, Hydro Due o Status (i.e. New Install, Recertified). Report to be in an excel spreadsheet. LOCATION Beban House, 2300 Bowen Road Beban Park Social Centre, 2300 Bowen Road Beban Pool, 2300 Bowen Road Bowen Park Complex, 500 Bowen Road City Hall, 455 Wallace Street City of Nanaimo Pound Cliff McNabb Arena Frank Crane Arena Nanaimo Aquatic Centre Nanaimo Fire Administration Building Nanaimo Ice Centre Oliver Woods Community Centre Parks Maintenance Yard Public Works Yard Police Annex Police Operations Building

TOTAL FEE EXCLUDING HST $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $

Page | 22