request for quotation no. 2010 street light pole

REQUEST FOR QUOTATION No. 2010

STREET LIGHT POLE STRUCTURAL ASSESSMENT

ISSUED: June 30, 2017

CLOSING LOCATION: Purchasing Department

2020 Labieux Road Nanaimo, BC

V9T 6J9

CLOSING DATE AND TIME: Quotations must be received at the Purchasing Department prior to:

July 17, 2017 at or before 3:00 PM (15:00 hrs) Pacific Time

Quotations will not be opened publicly

STREET LIGHT POLE STRUCTURAL ASSESSMENT REQUEST FOR QUOTATION No. 2010

of 31 Date Posted: June 30, 2017

Table of Contents

1.0 Introduction ........................................................................................................................ 4

1.1 Purpose ......................................................................................................................................... 4

1.2 Definitions ..................................................................................................................................... 5

2.0 Instructions to Bidders ........................................................................................................ 6

2.1 Closing Date/Time/Location/Submission Formats ....................................................................... 6

2.2 Signature ....................................................................................................................................... 6

2.3 Inquiries and Clarifications ............................................................................................................ 7

2.4 Amendment to Quotations ........................................................................................................... 7

2.5 Addenda ........................................................................................................................................ 7

2.6 Error in Quotation ......................................................................................................................... 7

2.7 Withdrawal of Quotations ............................................................................................................ 8

2.8 Ownership of Quotations .............................................................................................................. 8

2.9 Opening of the Quotations ........................................................................................................... 8

3.0 General Terms and Conditions .......................................................................................... 9

3.1 Right of the City to Cancel the RFQ Process ................................................................................. 9

3.2 Acceptance and Rejection of Quotations ..................................................................................... 9

3.3 No Claim for Compensation .......................................................................................................... 9

3.4 Conflict of Interest ........................................................................................................................ 9

3.5 Gifts and Donations .................................................................................................................... 10

3.6 Solicitation of Council Members and City Staff .......................................................................... 10

3.7 Business Licence .......................................................................................................................... 10

3.8 Invoicing and Payment ................................................................................................................ 10

3.9 Ownership of Submission ........................................................................................................... 10

3.10 Confidentiality and Freedom of Information .............................................................................. 11

3.11 Insurance ..................................................................................................................................... 11

3.12 Safety / WorkSafe BC .................................................................................................................. 12

3.13 Contractor is “Prime Contractor”................................................................................................ 12



3.14 Sub-Contractors .......................................................................................................................... 13

3.15 Independent Contractor ............................................................................................................. 13

3.16 Governing Law ............................................................................................................................ 13

3.17 Form of Contract ......................................................................................................................... 13

3.18 Fuel Consumption Data Reporting .............................................................................................. 14

3.19 Litigation Clause .......................................................................................................................... 14

4.0 Project Specifications ....................................................................................................... 15

4.1 Scope of Work ............................................................................................................................. 15

4.2 Licensing and Certification .......................................................................................................... 16

4.3 Changes to the Quantities of Work ............................................................................................ 16

4.4 Deliverables ................................................................................................................................. 17

4.5 Work Schedule ............................................................................................................................ 17

5.0 Quotation Form - Checklist .............................................................................................. 18

6.0 Bidder’s Information Form ................................................................................................ 19

Schedule A - Rate Sheet ............................................................................................................ 20

Schedule B - Prime Contractor Agreement ................................................................................. 21

Appendix A - Prime Contractor General Information Form ......................................................... 25

Appendix B - Prime Contractor Preconstruction Meeting Form .................................................. 28

Appendix C - Contractor Fuel Reporting Consumption Worksheet ............................................ 31



1.0 Introduction

1.1 Purpose

The City is seeking a qualified Consultant to complete a review and structural condition assessment of the Street Light Poles installed prior to 1990. The objective of this structural assessment is to provide a rating for the light poles and determine a replacement strategy, as well as point out any safety concerns that require immediate attention. The survey is to be carried out by non-destructive testing including assessment of corrosion, welds, paint condition, metal thickness, and foundation defects.

Once inspection is complete, a detailed assessment report outlining recommendations for maintenance, corrosion prevention and any necessary structural reinforcement is to be provided to the City. The report should also provide recommendations for immediate repairs (if necessary).



1.2 Definitions

The following definitions apply to the interpretation of the Bid Document;

i. “ADDENDUM/ADDENDA” means a change, or addition, or correction significant enough to be formally made to this RFQ within the competitive time period. Addendums are posted on the City’s website and or on BC Bid’s website.

ii. “BIDDER” means the Person, Company or Corporation providing a response to this RFQ.

iii. “BUSINESS DAY” means any day from Monday to Friday inclusive, excluding statutory or civic holidays observed in British Columbia.

iv. “CITY” means the City of Nanaimo or CON

v. “CLOSING DATE AND TIME” means the deadline for the submission of Quotations as set out herein.

vi. “CLOSING LOCATION” means the location that all bids for this RFQ will be accepted at.

vii. “CONTRACT” means a legal document and any attachments that bind the City and all other parties subject to the provisions of the Contract(s).

viii. “CONTRACTOR/CONSULTANT” means the successful Bidder(s) to this RFQ who enters into a Contract with the City for the Services requested in this RFQ.

ix. “MANDATORY REQUIREMENTS” means those requirements described herein, which shall be fully satisfied in order for any Bid to be considered by the City as a qualified Bid

x. “MAY” used in this document denotes permissive.

xi. “PROJECT” is the project defined herein.

xii. “REQUEST FOR QUOTATION” (RFQ) means the document issued by the City used to solicit submissions to provide goods, services or construction for the City.

xiii. “SHALL” or “WILL” or “MUST” used in this document denotes imperative.

xiv. “SUB-CONTRACTOR/SUB-CONSULTANT” means a legal entity approved by the City that may undertake the execution of a part of the Work pursuant to an agreement with the Bidder, and includes both “brokers” and “sub-contractors”.

xv. “SUBMISSION” or “QUOTATION” means the information submitted by a Bidder in response to this RFQ.

xvi. “SUCCESSFUL BIDDER(S)” means a Bidder who the City will award the agreement to resulting from this document.

xvii. “WORK” means the total services required by the Call for Quotation.



2.0 Instructions to Bidders

2.1 Closing Date/Time/Location/Submission Formats

Submissions must be received by the Purchasing Department on July 17, 2017 no later than 3:00 pm (1500 hrs) Pacific Time, the Closing Date and Time by one (1) of the following two (2) methods:

i. By hand/courier delivery to the only acceptable address and department: Purchasing Department, 2020 Labieux Road, Nanaimo, BC V9T 6J9. The Quote should be enclosed in a sealed envelope clearly marked “RFQ No. 2010 Street Light Pole Structural Assessment” attention: Debbie Bezenar, Buyer and should include one (1) electronic version of the document on a memory stick. The City shall not be liable for any discrepancy between the hard copy submission and the electronic version.

OR

ii. Electronically submitted quoting RFQ to the only acceptable email address: [email protected]. The subject line should be identified with the following; “RFQ No. 2010 Street Light Pole Structural Assessment”.

Please note: Maximum email file size is 8MB.

Late Quotations or Quotations received by facsimile will not be considered. Also Quotations delivered to an incorrect location will not be considered. Quotations should be in a sealed opaque envelope, marked on the outside with the Bidders name, title of the Project and reference number.

It is the Bidder’s sole responsibility to ensure their Quotation is received when, where and how it is specified in this RFQ document. The City is not responsible for lost, misplaced or incorrectly delivered Quotations.

The time clock in the Purchasing Department office is the official time piece for the receipt of all Quotations delivered by hand/courier.

Electronically submitted Proposals will be deemed to be successfully received when the time as posted on the email is at or before the Closing Date and Time. 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, and alike.

2.2 Signature

The Quotation should be signed by a person authorized to legally bind the Bidder to the statements made in the Response to this RFQ.



2.3 Inquiries and Clarifications

All inquiries regarding this RFQ are to be directed in writing or by email to the following person(s):

Quotation Inquiries to: Debbie Bezenar, Buyer [email protected]

Information obtained from any other source is not official and should not be relied upon. No verbal communication will affect or modify the terms of this RFQ.

All inquiries must be received by July 6, 2017, and any resulting Addendum will be posted on July 7, 2017. Questions received after this date will be answered at the discretion of the City and a response cannot be guaranteed.

2.4 Amendment to Quotations

Bidders may amend their Quotations after submission provided each revision is submitted and is received at the Closing Location and before the Closing Date and Time.

Revisions must be signed by an authorized signatory of the Bidder.

Revisions received after the Closing Time will not be considered or accepted.

2.5 Addenda

If the City determines that an Addendum is necessary, the City’s Purchasing and Stores Department will post an Addenda/Addendum on the City’s and on BC Bid’s websites, and shall become part in parcel of the RFQ Document(s). Bidders are required to acknowledge each Addenda/Addendum in the Bidder’s Information Form with their submission.

It is the responsibility of the Bidder to ensure that it has received any Addenda/Addendum issued.

2.6 Error in Quotation

No Quotation shall be altered, amended, or withdrawn after the Closing Date and Time of the RFQ. Negligence on the part of the Bidder in preparing the Quotation confers no right for withdrawal of the Quotation after it has been opened.

While the City has taken considerable efforts to ensure an accurate representation of information in each respective RFQ, the information contained in the RFQ is supplied solely as a guideline for the Bidder and is not necessarily comprehensive or exhaustive. Nothing in a City



RFQ is intended to relieve the Bidder from forming their own opinions and conclusions in respect of the matters addressed in the RFQ.

2.7 Withdrawal of Quotations

The Bidder may withdraw their Quotation at any time prior to the RFQ Closing Date and Time by submitting an email to [email protected]; subject line should be identified with the following; “RFQ No. 2010 Street Light Pole Structural Assessment”, and thereafter the Quotation will not be considered.

2.8 Ownership of Quotations

All Quotations, including attachments and any documentation, submitted to and accepted by the City in response to this RFQ become the property of the City.

2.9 Opening of the Quotations

There will not be a public opening for this RFQ.



3.0 General Terms and Conditions

3.1 Right of the City to Cancel the RFQ Process

The City is not bound to select a preferred Bidder or accept any Quotation and reserves the right in its sole discretion to postpone or cancel this RFQ process at any time for any reason whatsoever at the sole discretion of the City and to proceed with the Services in some other manner separate from this RFQ process. The City also reserves the right to cancel this RFQ if all Quotes are over budget.

3.2 Acceptance and Rejection of Quotations

The City reserves the right to: i. Assess the ability of the Bidder to perform the contract and may reject any

Quotation where, in the City’s sole estimation, the personnel and/or resources of the Bidder are insufficient;

ii. In the event of an obvious uneven quote, the City reserves the right to attain clarification from the Bidder.

ii. Reduce the Scope of Services required within the RFQ and adjust the price to reflect such change after award of a Contract; and

The City may accept or waive a minor and inconsequential irregularity, or where applicable to do so, the City may, as a condition of acceptance of the Quotation, request a Bidder to correct a minor or inconsequential irregularity with no change in the Quotation.

The determination of what is or is not a minor or inconsequential irregularity, the determination of whether to accept, waive, or require correction of an irregularity and the final determination of the validity, will be the sole discretion of the City.

3.3 No Claim for Compensation

All costs and expenses with respect to the preparation and submission of a Quotation pursuant to this RFQ, if any, shall be the sole responsibility of the Bidder and the City assumes no liability whatsoever for any Bidder costs and expenses.

3.4 Conflict of Interest

By submitting a Quotation, the Bidder warrants that neither it nor any of its officers or directors, or any employee with authority to bind the Bidder, 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.



3.5 Gifts and Donations

The Successful Bidder will ensure that no representative of the Successful Bidder will offer or extend any entertainment, gift, gratuity, discount, or special service, regardless of value, to any employee of the City. The Successful Bidder will report any attempt by any employee of The City to obtain such favours to the City of Nanaimo’s City Manager.

3.6 Solicitation of Council Members and City Staff

Bidders and their agents will not contact any member of the City Council or City Staff with respect to this RFQ, other than the City Representative named in this document or authorized by Purchasing, at any time.

3.7 Business Licence

The Contractor shall obtain and maintain a City of Nanaimo Business License or an Inter-Municipal business license from the municipality in which its business is located for the duration of the Contract. Failure to verify possession of a valid Business License is cause for Contract cancellation.

3.8 Invoicing and Payment Invoices should be sent to the City Accounts Payable Department at [email protected] and should include as a minimum:

a. Purchase Order number; b. Contract Document Number, if applicable; c. City contact full name (first and last); d. Applicable taxes shown as a separate line item

Payment term is Net (30) days from receipt of invoice. Electronic Funds Transfer (EFT) is the preferred method of payment. EFT is a direct deposit into the Contractor’s bank account.

The City reserves the right to reject and/or return invoices containing discrepancies for correction and/or re-invoicing.

No payment for extras shall be made by the City, unless such extras are authorized by the City’s Contract Manager or authorized designate.

3.9 Ownership of Submission

All Quotations, including attachments and any documentation, submitted to and accepted by the City in response to this RFQ become the property of the City.



3.10 Confidentiality and Freedom of Information

All Submissions are subject to the Freedom of Information and Protection of Privacy Act (FIPPA). Bidders shall clearly identify any specific information and/or records that it provides in their Submission that constitute a trade secret, is supplied in confidence; and, the release of which could significantly harm its competitive position.

Bidders agree to hold the City harmless against any claims and any damages for release of any information and/or records by the City in response to a FIPPA access request.

3.11 Insurance

The Contractor shall, without limiting its obligations or liabilities herein and at its own expense, provide and maintain throughout the Contract Term hereby granted the following insurance with insurers licensed in the Province of British Columbia and in forms and amounts acceptable to the City of Nanaimo.

Commercial General Liability Insurance in an amount not less than two million ($2,000,000) inclusive per occurrence against bodily injury, personal injury and property damage and including liability assumed under this Contract and this insurance must:

i. Include the City of Nanaimo as an additional insured;: ii. Be endorsed to provide the City of Nanaimo with (30) days advance written notice of

cancellation or material change; and iii. Include a cross liability clause. iv. Automobile Liability Insurance covering both owned and non-owned automotive

vehicles. This policy shall be written with a minimum two million ($2,000,000) inclusive and shall provide coverage for this amount against legal liability for bodily injury or death or damage to property of others and passenger hazard.

v. Contractors' Equipment Insurance in an all risks form covering construction machinery and equipment used for the performance of the Work.

Professional Liability Insurance (Errors and Omissions); coverage of a minimum of $500,000 per occurrence, $1,000,000 aggregate.

All insurance must be primary; and not require the sharing of any loss by an insurer of the City.

If the insurance policy(ies) expire before the end of the term of this Contract, the Contractor must provide within ten (10) working days of expiration, evidence of new or renewal policy(ies) of all expired insurance in a form acceptable to the City.

The Contractor shall provide, maintain, and pay for, any additional insurance which it is required by law to carry, or which it considers necessary to cover risks not otherwise covered by insurance specified in this section in its sole discretion.



Copies of all insurance renewals shall be provided to the City on an annual basis as requested, for the duration of the Contract.

The Contractor shall place and maintain, or cause any of its sub-contractors to place and maintain, such other insurance or amendments to the foregoing policies as the City may reasonably direct.

The Contractor hereby waives all rights of recourse against the City for loss or damage to the Contractor's property.

3.12 Safety / 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:

i. Provide at its own expense the necessary WorkSafe BC compensation coverage for all it employees and partners employed or engaged in the execution of the Work;

ii. Remain current with all assessment reporting and payments due there under and shall comply in every respect with the requirements of the Workers’ Compensation Act and Regulations; and

iii. Be solely responsible for ensuring all sub-contractors have proper Work Safe 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 of 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 "Safety Data Sheets (SDS)" will be shipped along with the Goods and any future SDS updates will be forwarded.

3.13 Contractor is “Prime Contractor”

The Contractor to this Contract is designated and assumes the responsibility as the Prime Contractor per WorkSafe BC OH&S Regulations Section 20.2 Notice of Project and 20.3 Coordination of Multiple Employer Workplaces and Workers’ Compensation Act, Section 118 Coordination of Multiple-Employer Workplaces subsections (1) and (2). The Bidder should also understand the general duties of the Owner as defined in the Workers’ Compensation Act, Section 119 General Duties of Owner. The Bidder should have the necessary qualification and be willing to accept the responsibilities as Prime Contractor for this Contract.



Prime Contractor information is included in:

Appendix A Prime Contractor General Information Form; and

3.14 Sub-Contractors

Where there are sub-contractors to be employed throughout the term of this Contract, then:

i. The Contractor will bind all approved sub-contractors to the terms of the Contract, as applicable to the sub-contractors Work.

ii. 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.

iii. The Contractor shall require each of its sub-contractors to provide comparable insurance to that set forth herein

iv. The sub-contractor must comply with all conditions and safety regulations of WorkSafe BC and must be in good standing and must maintain this standing throughout the term of the Contract.

v. All sub-contractor(s) are the responsibility of the Contractor. vi. The Contractor will be as fully responsible to the City for acts and omissions of sub-

contractors and of persons directly or indirectly employed by them as for acts and omissions of persons directly employed by the Contractor.

3.15 Independent Contractor

The Contractor, its sub-contractors, the officers, directors, shareholders, partners, personnel, affiliates and agents of the Contractor and sub-contractors are not, nor are they to be deemed to be partners, appointees, employees or agents of the City.

3.16 Governing Law

This agreement shall be governed by the laws of the Province of British Columbia.

3.17 Form of Contract

The Agreement Documents include and consist of: This RFQ document, including any Addenda and attachments as issued by the City; The Bidder’s submission, as accepted by the City; Any Schedules and or Appendices City’s Purchase Order; and May contain other documentation not mention herein, but maybe and an additional

requirement, and mutually agreed upon.



3.18 Fuel Consumption Data Reporting

The City, along with 95% of other local BC governments, signed the BC Climate Action Charter in 2007. As part of the Charter requirements, the City must measure and report on the City’s overall greenhouse gas (GHG) emissions each year, which includes contracted emissions. As a result, the City of Nanaimo is required to track and report on contracted emissions that are derived from fossil fuel consumption used to operate vehicles, equipment and machinery. These include (but are not limited to) gasoline, diesel, propane, and bio-fossil fuel blends.

The successful Proponent will be required to report vehicle and fuel consumption data specific to the contract in an annual report. A sample form is attached as Appendix X.

The Contractor shall communicate the quantity of fuel used to operate vehicles, equipment, and machinery as part of the delivery of Landscape Services described in this Agreement on an annual basis. Fuel consumption associated with the provision of these Landscape Services must be provided to the City of Nanaimo within thirty-one (31) days of the calendar year ending December 31 annually. Data provided should be completed as outlined on the Contractor Fuel Reporting Consumption Worksheet Appendix C.

The City’s contact person for any questions and to send this report to is as follows: Michelle Loree email; [email protected] (email is the preferred form of communication); or Phone: 250-754-4251

3.19 Litigation Clause

The City may, in its absolute discretion, reject a Quotation submitted by Bidders if the Bidder, or any officer or director of the Bidder 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:

(a) Any other Contract for works or Services; or

(b) 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 Quotation.

In determining whether to reject a Quotation under this clause, the City will consider whether the litigation is likely to affect the Bidder’s ability to work with the City, its consultants and representatives and whether the City’s experience with the Bidder indicates that the City is likely to incur increased employees and legal costs in the administration of this Contract if it is awarded to the Bidder.



4.0 Project Specifications

4.1 Scope of Work The purpose of the Street light Pole Structural Assessment is to provide a rating for all of the light poles in the City installed prior to 1990 so that the City can determine a replacement strategy. The City will provide the Successful Bidder, a map identifying all the street light poles installed prior to 1990. There are approximately 1278 street light poles to be assessed under this RFQ. In addition there are 23 Traffic Signal Poles to be inspected at the following intersections:

• Wallace Street and Fitzwilliam Street • Rutherford Road and Uplands Drive • Bastion Street and Commercial Street • Bowen Road and Northfield Road • Norwell Drive and Departure Bay Road • Wallace Street and Comox Road

The structural assessment shall reference the Light ID’s provided to the Successful Bidder by the City.

The Contractor is to confirm all locations, and identify any additions or deletions observed in the field.

The Condition Assessment should include but not be limited to the following:

1. Update all information on the database including pole and Luminaire type using MMCD specifications as per the most current version

2. Perform a visual inspection of each pole in the dataset: a. from the base to 3m up the pole; b. inspect all sides for surface rust; c. check anchor bolts for corrosion, and sufficient anchor bolt length protruding

beyond the nuts; d. check pole base for cracks and rust; e. record if pole base Is below grade; f. check concrete base for visible cracking/spalling; g. survey sidewalk in a 3 ft radius from pole for cracking or signs of instability; h. record all findings; i. record the type of pole using MMCD specifications as per the most current

version, and; j. take digital photos of all poles.



3. Perform ultrasonic testing on each pole to measure thickness at the base, 8” up the pole and 12” up the pole, determine a base/reference thickness at 48” height for comparison, record all findings and include a percentage loss for each pole.

4. Inspect poles for overloading.

5. Record any unusual conditions such as: a. Scrapes, dents, cracks b. Leaning, unusual sidewalk cracks, movement c. Missing hand hole covers

6. The Contractor is to provide a rating for each of the poles indicating which poles require immediate action or repairs and which poles are in good condition and require no action.

The Contractor is to provide a summary report indicating the description of the defect and if there is any action required. The report is to include photographs of defects, pole type, pole ID, location, luminaire type, and results of inspection. The poles shall be rated for future replacement planning. Rating system shall be clearly defined in the summary report.

4.2 Licensing and Certification

The Contractor must furnish the necessary certifications and approval as evidence that the work performed conforms with all laws and regulations of authorities having jurisdiction.

All employees must be trade certified where required. Proof of Certification must be provided upon request. All equipment used to perform work must bear applicable certifications as required by any jurisdiction having authority. Proof of certification may be requested.

4.3 Changes to the Quantities of Work

The City, without invalidating this Contract, reserves the right, to make changes by altering, adding or deducting from the required tests or adding and removing Work during the term of the Contract. The Successful Bidder shall proceed with the Work as changed, and the Work shall be executed under the provisions of the Contract. No changes shall be undertaken by the Successful Bidder, without written authorization from the City’s Designate. The value of the addition or reduction from the Contract amount, and the method of determining such value, shall be by the unit prices as submitted in Schedule A.

The City does not guarantee that the estimated quantities will be met throughout the term of the Contract. Actual quantities may be more or less.



4.4 Deliverables

Upon completion of the field assessment, the Successful Bidder is to provide a hard copy summary report as well as an electronic version which is to include comprehensive field inspection results.

4.5 Work Schedule

All work must be done during regular working hours unless authorized in writing by the City’s Roads Management Specialist or authorized designate. Regular working hours are defined as being during the period of 7:00am and 5:00pm, Monday to Friday, except statutory holidays. The Successful Bidder is required to provide a work schedule outlining timeframe for start of Work, Completion of Work as well as submission of results and summary report. All Work must be completed and summary report submitted to the City no later than August 31, 2017.



5.0 Quotation Form - Checklist

THE CITY OF NANAIMO

PURCHACING LOCATION:

2020 LABIEUX ROAD

NANAIMO, BC

REQUEST FOR QUOTE No. 2010

Street Light Pole Structural Assessment

DOCUMENTS TO BE ENCLOSED WITH THIS QUOTATION FORM

Quotation Form - Checklist

Bidders Information Form

Schedule A – Pricing

Insurance – Professional Liability as per clause 3.11

DOCUMENTS TO BE PROVIDED UPON AWARD

Work Schedule as per clause 4.5

City Business License

WorkSafeBC

Insurance as described herein

And any other documentation the may required and agreed upon



6.0 Bidder’s Information Form Bidders must complete this form and include with the Quotation Submission Please ensure all information is in ink and legible.

Company Name

Bidder’s Main Contact Individual

Address (include postal code)

Office Phone #

Toll Free #

Cellular #

Fax #

e-mail address

Website

PST Account # (if applicable)

GST Account # (if applicable)

Acknowledgement to receipt of Addenda/Addendum

Addendum No. Dated / Issued

Check here if NO Addenda received.

PROPONENT SIGNATURE DATE



Schedule A - Rate Sheet The Bidder is to provide billing rates for items of work described in the RFQ. All prices are in Canadian Dollars, exclusive of PST and GST. The taxes, if applicable are shown as separate line items below. Rates are to remain firm for the first term of the Agreement. All hourly rates are to include all labour, machinery, tools, plant, vehicles, mobile equipment, and all other equipment, materials, labour, traffic control, signage, travel expenses, assessments for Workers’ Compensation, Unemployment Insurance, Canadian Pension Plan or any similar statue, costs of sub-contracts, insurance premiums, royalties, permits and licences, overhead, profit and all other expenditures in connections with the Work.

Item Billing Rates Total

Street Light Pole Structural Assessment; 1278 Light Poles

Traffic Light Pole Structural Assessment; 23 Traffic Light Poles Summary Report

Subtotal

PST (if applicable)

Subtotal

GST (if applicable)

Total

PROPONENT SIGNATURE DATE

SCHEDULE B

PRIME CONTRACTOR AGREEMENT

PRIME CONTRACTOR

AGREEMENT

Date: Meeting Location: Firm Name:

CITY OF NANAIMO Contract #:

Prime Contractor: Prime Contractor’s Superintendent: City’s Contract Representative: AGREEMENT The Prime Contractor:

Acknowledges appointment as Prime Contractor defined by WorkSafeBC OH&S Regulations Sections 20.2 and 20.3, and in the Workers’ Compensation Act, Sections 118 Clauses 1 and 2.

Understands the Owners duties as defined in the Workers’ Compensation Act, Section 119. Understands for any discrepancy establishing health and safety protocol, WorkSafeBC OH&S Regulation and/or the Workers’ Compensation Act (Part 3) shall prevail.

Acknowledges being informed of any known workplace hazards by the owner or owner’s delegate, by signing attached “Existing Known Hazard Assessment” form.

Shall communicate known hazards to any persons who may be affected and ensure appropriate measures are taken to effectively control or eliminate the hazards.

Shall ensure all workers are suitably trained and qualified to perform the duties for which they have been assigned.

Shall ensure or coordinate first aid equipment and services as required by WorkSafeBC OH&S Regulation.

Shall coordinate the occupational health and safety activities for the project. Assumes responsibility for the health and safety of all workers and for ensuring compliance by all workers with the Workers Compensation Act (Part 3) and WorkSafeBC OH&S Regulation.

Understands any WorkSafeBC violation by the Prime Contractor may be considered a breach of contract resulting in possible termination or suspension of the contract and/or any other actions deemed appropriate at the discretion of the City.

Understands any penalties, sanctions or additional costs levied against the Prime Contractor will be the responsibility of the Prime Contractor.

Accepts the following required documents shall be maintained and made available upon request from the City and/or WorkSafeBC Prevention officer at the workplace.

The documents required to be maintained and available by the Prime Contractor will include, but not be limited to:

All notices which the Prime Contractor is required to provide to WorkSafeBC as per WorkSafeBC OH&S Regulation.

Any written summaries of remedial action taken to reduce occupational health and safety hazards within the area of responsibility.

All directives and inspection reports issued by WorkSafe BC. Records of any incidents and accidents occurring within the Prime Contractor’s area of responsibility.

Completed accident investigations for any incidents and accidents occurring within the Prime Contractor’s area of responsibility.

On a construction workplace, these additional documents are required to be maintained and available by the Prime Contractor: • Records of all orientation and regular safety meetings held between contractors and their

workers, including topics discussed, worker names and companies in attendance. • Written evidence of regular inspections within the workplace. • Occupational first aid records. • Worker training records. • Current list of the name of a qualified person designated to be responsible for each

subcontractor (employer’s) site health and safety activities. • Diagram of the emergency route to the hospital. The following information must be provided to the City Contract Representative:

WorkSafeBC Notice of Project

WorkSafeBC Clearance Letter

Prime Contractor’s OH&S Safety Program

Prime Contractor’s OH&S Safety Program Document

First Aid Attendants:

Safety Supervisor:

Location of First Aid Station: Signature of Prime Contractor:

Signature of City Contract Representative:

EXISTING KNOWN HAZARD ASSESSMENT Discussion between the Prime Contractor and the City Contract Representative Date: Meeting Location: Prime Contractor: Prime Contractor Representative: City Contract Representative to make the Prime Contractor aware of any known extraordinary

pre-existing hazards peculiar to the contract. It is recognized the known pre-existing hazards identified may not be a comprehensive list and

due caution is always required. Use additional pages if necessary.

Identified Extraordinary Hazards Action required to eliminate or control

hazards and ensure worker safety Comment:

Comment:

Comment:

Prime Contractor Representative (signature)

City Contract Representative (signature)

Prime Contractor Representative (printed)

City Contract Representative (printed)

1

APPENDIX A - PRIME CONTRACTOR GENERAL INFORMATION FORM

Prime Contractor General Information Form

APPENDIX “A”

This document does not replace the Workers Compensation Act or OH&S Regulations Sections 118 of the Workers Compensation Act: “multiple employer workplace” means a workplace where workers of 2 or more employers are working at the same time. Note: Workers of one employer do not necessarily have to come in contact with workers of the

other They do not have to be in the same place at the same time Workers’ activities could affect the health and safety of another employer’s workers. This

is true even if the workers at the workplace are workers of the owner or contractor. “prime contractor” means, in relation to a multiple-employer workplace,

(a) the directing contractor, employer or other person who enters into a written agreement with the owner of that workplace to be the prime contractor for the purposes of this Part, or

(b) if there is no agreement referred to in paragraph (a), the owner of the workplace. The prime contractor of a multiple employer workplace must Ensure that the activities of all employers, workers (including the owners), and other

persons at the workplace relating to occupational health and safety are coordinated and

Do everything that is reasonably practicable to establish and maintain a system or process that will ensure compliance with the WC Act and the Regulation in respect of the workplace

Each employer of workers at a multiple employer workplace must give to the prime contractor the name of the person the employer has designated to supervise the employer’s workers at that workplace. For the sake of clarity, the following apply in determining whether there is a “multiple-employer” workplace: Two or more adjacent workplaces do not constitute a “multiple-employer workplace”,

even though the activities at one place might affect the health and safety of workers at an adjacent workplace.

In contrast, the workplace will generally be a “multiple-employer” workplace in the following situations:

-Workers of different employers are present at the same time working on the different projects; or

2

-Workers of different employers are present at the same time working on the same project.

In either case the workplace would be considered a “multiple-employer” worksite.

In determining whether “workers of 2 or more employers are working at the same

time”, the phrase “at the same time” will be given such fair, large and liberal construction as may best attain the objectives of section 118. “At the same time” does not mean that, at any precise point in time, there are workers of 2 or more employers present in the workplace. Rather, it means that, over an appropriate interval, there are workers of 2 or more employers present in the workplace, whether or not the 2 or more groups of workers are actually present together in the workplace at any precise point in time at all. The duration of the interval of time to be considered will depend upon the circumstances of the individual workplace.

Whether the workers of the one employer come into actual contact with the workers of the other employer does not generally affect the determination of whether the workplace is a “multiple-employer workplace”. An employer, the employer’s workers and their activities could well affect the health and safety of another employer’s workers who come into the workplace later in the day or on another day, even though there may be no actual contact between the two groups of workers. However, the degree to which the activities of the first employer and its workers affect the health and safety of the second employer’s workers will generally affect the determination of the responsibilities of the prime contractor and of the two employers under Part 3 and the regulations

Virtually all workplaces will be visited by workers of other employers. For example,

workers may deliver or pick up mail, goods or materials or enter to inspect the premises. Short term visits of this type, even if regular, do not make the workplace a “multiple-employer workplace” for purposes of section 118(1).

The written agreement referred to in section 118(1) of the Act must be made available within a reasonable time if requested by a Board officer. There can be only one "prime contractor" at a workplace at any point in time. If an owner enters into more than one agreement purporting to create a "prime contractor" for the same period of time, the owner is considered to be the prime contractor. Section 119 of the Workers Compensation Act: Every owner of a workplace must

(a) provide and maintain the owner's land and premises that are being used as a workplace in a manner that ensures the health and safety of persons at or near the workplace, (b) give to the employer or prime contractor at the workplace the information known to the owner that is necessary to identify and eliminate or control hazards to the health or safety of persons at the workplace, and (c) comply with this Part, the regulations and any applicable orders.

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Prime Contractor Qualified Coordinator OH&S Regulations 20.3: If a work location has overlapping or adjoining work activities of 2 or more employers that create a hazard to workers, and the combined workforce at the workplace is more than 5, (a) the owner, or if the owner engages another person to be the prime contractor, then that person must (i) appoint a qualified coordinator for the purpose of ensuring the coordination of health and safety activities for the location, and (ii) provide up-to-date information as specified in subsection (4), readily available on site, and (b) each employer must give the coordinator appointed under paragraph (a)(i) the name of a qualified person designated to be responsible for that employer's site health and safety activities. (3) The duties of the qualified coordinator appointed under paragraph (2)(a)(i) include (a) informing employers and workers of the hazards created, and (b) ensuring that the hazards are addressed throughout the duration of the work activities. (4) The information required by subsection (2)(a)(ii) includes (a) the name of the qualified coordinator appointed under subsection (2)(a)(i), (b) a site drawing, which must be posted, showing project layout, first aid location, emergency transportation provisions, and the evacuation marshalling station, and (c) a set of construction procedures designed to protect the health and safety of workers at the workplace, developed in accordance with the requirements of this Regulation.

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Appendix C - Fuel Reporting Consumption Worksheet SAMPLE DO NOT COMPLETECompany Name:

Address:

Phone Number:

Contact Person:

Title:

Contact Phone:

Contract Description:

Contract Number / Identifier:

Reporting Period:* *(Annual reporting is the minimum requirement) FROM: dd/mm/yyyy TO: dd/mm/yyyy

Fuel Consumption Categories: Type of Fuel Total Consumption Unit of Measure

Light Duty Vehicle - Two door passenger cars Gasoline 325 Litres - Four door passenger cars Diesel ______________ ______________ - Station wagons Propane ______________ ______________

Natural Gas ______________ ______________Other ________________ ______________ ______________

Light Duty Truck - SUV's Gasoline 1234 Litres

Minivans Diesel - Minivans Diesel ______________ ______________ - Full size vans Propane ______________ ______________ - Pickup trucks GVWR under 3856Kg (8,500 lbs) Natural Gas ______________ ______________ and curb weight under 2722 Kg (6,000 lbs) Other ________________ ______________ ______________

Heavy Duty Truck - Road vehicles with a GVWR over 3,856 Kg (8,500 lbs) Gasoline ______________ ______________ and curb weight over 2722 Kg (6,000 lbs) Diesel ______________ ______________

Propane ______________ ______________Natural Gas ______________ ______________Other ________________ ______________ ______________

Off Road Vehicles and Portable Equipment - Vehicles and equipment not licensed for road use Gasoline ______________ ______________ - Snowmobiles Diesel ______________ ______________ - ATV's Propane ______________ ______________ - Lawnmowers and trimmers Natural Gas ______________ ______________ - Tractors Other ________________ ______________ ______________ - Construction equipment

I / we certify that the above fuel consumption data represents the most accurate estimate of fuel consumption available for the reporting period.

_______________________________________________Signature Title Date (dd/mm/yyyy)