Procurement Services
450 Cowie Hill Rd., PO Box 8388, RPO CSC
Halifax, NS B3K 5M1
Telephone: (902) 490-4998
REQUEST FOR STANDING OFFER
#PA08.2016
SUPPLY OF CARBON DIOXIDE (CO2)
for the Department of
Water Treatment Facilities
Sealed bids submitted on this Bid Form only in a vendor identified envelope marked:
“Standing Offer #PA08.2016 – Supply of Carbon Dioxide (CO2)”
Addressed to:
Brent Hickman, S.C.M.P.,
Procurement Officer
Halifax Water
450 Cowie Hill Road
PO Box 8388, RPO CSC
Halifax, NS B3K 5M1
Will be received until 2:00 p.m. local time, Thursday May 26, 2016 for the above Standing Offer as per the
specifications and terms and conditions.
Check for changes to this request – before submitting your bid, visit the Provincial Government Web Portal at
www.gov.ns.ca/tenders or contact our office to see if any Addenda detailing changes have been issued on this
tender. Changes may be posted up until the tender closing time. It is the bidders’ responsibility to acknowledge
and take into account all Addenda.
Bidders shall be solely responsible for the delivery of their bids in the manner and time prescribed. Bids received
after the date and time specified shall be rejected.
Electronic and facsimile bids are not accepted
The lowest or any Bid submission will not necessarily be accepted.
RSO Issue Date – Monday May 16, 2016
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Closing Date: Thursday May 26, 2016 @ 2pm Atlantic Time
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PROPONENT’S SUBMISSION SHEET
The undersigned hereby acknowledges that he/she, as an officer of the stated corporation, has read and
understands the specifications, requirements, and proposed agreement regarding the Supply and
Delivery of Carbon Dioxide (CO2) to Halifax Water. He/she further acknowledges that the seller’s
proposed products, equipment, materials, and services fully meet or exceed those as specified in Halifax
Water’s Tender. Additionally, the Proponent agrees that all its bid documents and responses to the
aforementioned Tender will, at the option of Halifax Water, become a legally binding and essential portion
of the final contract between the successful Proponent and Halifax Water .
The following information must be completed to ensure tender acceptance.
*ADDENDA No. ______________ to ______________ INCLUSIVE WERE CAREFULLY EXAMINED.
DATED THIS
DAY OF
, 2016
PROPONENT’S COMPANY NAME:
_____________________________________________________________
ADDRESS:
_____________________________________________________________
_____________________________________________________________
CITY/ PROVINCE:
____________________________
PHONE NO.:
______________________
POSTAL CODE: ________________
FAX NO.: ___________________________
EMERGENCY / AFTER HOURS NO.: _____________________________________________________________
EMAIL ADDRESS:
_____________________________________________________________
WEBSITE:
_____________________________________________________________
CONTACT NAME (please print): _________________________________________________________________
TITLE (please print): ________________________________
PHONE NO.: _____________________
CONTACT NAME FOR EMERGENCY / AFTER HOURS: _____________________________________________
AUTHORIZED SIGNATURE: ________________________________________________
HST REGISTRATION NO: _________________________________________________
WCB COVERAGE:
YES
NO
* The proponent shall list and initial all addenda received during the period and shall take them into consideration when
preparing their bid submission. A signed copy of each Addendum must be included with the bid submission. Failure to
comply may be cause for rejection of bid submission.
HALIFAX WATER RESERVES THE RIGHT TO REJECT ANY OR ALL SUBMISSIONS. THE LOWEST OR ANY SUBMISSION
WILL NOT NECESSARLIY BE ACCEPTED.
This tender will adhere to Halifax Water’s Standard Terms & Conditions. They can be found on our website at
http://www.halifax.ca/hrwc/Purchasing.php
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INTRODUCTION
Halifax Water will be accepting sealed quotations for the supply and delivery of carbon dioxide (CO2) for
use at the following plants;



J. Douglas Kline Water Supply Plant - 1749 Pockwock Road
Lake Major Water Supply Plant - 341 Cherry Brook Road
Bennery Lake Water Supply Plant – 980 Bennery Lake Road
Andrew Houlihan (902) 835-2628
Colin Waddell
(902) 435-8300
Kerry-Anne Taylor (902) 873-4582
CONTRACT TERM
This contract will be for a five (5) year period commencing June 1, 2016 to May 31, 2021.
The unit bid prices must be quoted for the first 12 month period of the contract. Prices for subsequent 12
month periods of the contract must not exceed the Consumer Price Index (CPI). Bidders must quote one
price for all three locations.
GUIDELINES
All suppliers/manufacturers responding to this quotation are deemed to have familiarized themselves with
Halifax Water’s facilities. Anyone wishing to view the facilities may do so by contacting the Plant
Supervisors listed above in the Introduction section.
Both the supplier and manufacturer must be participants in an industry sponsored stewardship program or
independent accreditation program intended to promote safe and responsible use of the chemical and
environmental responsibility. Submit evidence of this participation with the quotation.
Halifax Water may, at its option, request that the supplier/manufacturer visit each of the plants up to one
time per year to provide refresher instruction to staff on safe use of the chemical.
A bulk carbon dioxide tank and supply system consists of a bulk storage tank at each location,
vaporization and pipeline pressure control. The successful supplier is responsible for tank installation,
interconnecting piping and components, setup testing and ongoing maintenance. Halifax Water is
responsible for adequate foundation including fencing, bumper posts and safe 24 hour access and utilities
that include electrical power.
It is the responsibility of the successful supplier to ensure all components need to be registered in the
Province of Nova Scotia with a CRN (Canadian Registration Number). The tank specifically will need to be
registered with the Province of Nova Scotia, in relation to the boiler and pressure vessel regulations at
each location. The successful supplier must provide Halifax Water with an inspection certificate as part of
their ongoing operations and maintenance requirements.
Tanks to be owned by the successful supplier and Halifax Water will pay the same monthly rental fee for
all three (3) locations. This includes rental of the tank and feeder equipment, as well as, service and
maintenance of the tanks. If the successful supplier is not the incumbent supplier of this chemical, it is
their responsibility to switch out the tank and provide any temporary facilities. Halifax Water should incur
no cost as a result of the tank switchover to a new supplier. The successful supplier if not the incumbent
supplier must indicate the length of time it will take to install the new tank at each location. The successful
supplier must coordinate with the incumbent supplier the removal of the current tank and the transferring
of the remaining contents to the new tank. The successful supplier must ensure Halifax Water has a
functioning storage system at all times. Please indicate the number of years that the new tank will be in
service before it needs to be replaced.
The quantities shown are only estimates of Halifax Water’s annual requirements; Halifax Water does not
guarantee purchase of these amounts. Halifax Water reserves the right to increase or decrease total
annual consumption at the quoted unit price.
The successful supplier is responsible for complying with all relevant road transport requirements and
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Supply of Carbon Dioxide (CO2)
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regulations. The successful supplier must provide a valid Letter of Good Standing of the Certificate of
Recognition Program issued to the Supplier by the Nova Scotia Construction and Safety Association or
another recognized association, indicating the Suppliers current status. These include:





East Coast Mobile Medical Inc.
HSE Integrated Limited
Nova Scotia Trucking Safety Association
Occupational Health & Educational Services (2002) Inc.
Safety Services Nova Scotia
Halifax Water receives chemical deliveries between 8:00 am and 3:00 pm, Monday through Friday. All
deliveries outside this period must be arranged with the Plant Supervisor twenty-four (24) hours in
advance.
Any carrier delivering to any plant must have a program in place to ensure that drivers have appropriate
training for Transportation of Dangerous Goods and appropriate response, in the event of a vehicle
accident or spill. All drivers delivering to any plant must have received such training.
MSDS must be supplied for the product quoted as well as manufacturer’s specifications. Halifax Water
Plant Supervisor’s shall be the sole judge as to the product suitability for application, operational
requirements and budget.
The successful supplier will employ a plan for ensuring the security of the product while in storage or in
transit. The plan shall address all steps in the journey from the manufacturer’s facility to the point of
delivery to Halifax Water, and allow the supplier to provide assurance that the product has not been
compromised in transit. Submit details of the plan within fourteen (14) days of notification of award.
Halifax Water reserves the right up to two (2) times per year, request a certified analysis of a sample taken
from the product delivered to one of the plants. Further analyses may be required, at no additional cost, in
the event the aforementioned analyses indicate that the chemical supplied does not meet the referenced
standard.
In the event the successful supplier is not the incumbent supplier of this chemical, the successful supplier
will visit each plant prior to the first delivery, to review delivery and off loading procedures with Halifax
Water staff.
No other charges, i.e. surcharges for fuel, or any other reason are acceptable.
The successful supplier must be available for Emergency Service / breakdown or equipment
malfunction, 24 hours a day, 7 days a week.
ISO 14001 Environmental Management System (EMS)
Halifax Water has established and is committed to maintaining an EMS which is consistent with the
principles set out in the National Standard of Canada CAN/CSA-ISO 14001-04 (ISO 14001:2004).
The scope of the Halifax Water EMS includes potential environmental impacts and risks associated with
the activities and operations of the specific facilities identified in this tender. The scope of this EMS is
formally stated as follows:
“The J. Douglas Kline Water Supply Plant, the Lake Major Water Supply Plant, the
Bennery Lake Water Supply Plant are facilities owned and operated by the Halifax
Regional Water Commission. The EMS encompasses the activities specific to the plant
operations including: water treatment processes, sludge handling, fuel and chemical
management, miscellaneous waste management, and dam management.”
Halifax Water has developed an Environmental Policy to document its commitment to the effective
management of its environmental priorities and staff at the J. Douglas Kline, Lake Major and Bennery
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Lake water supply plants, and is committed to operating the facility and conducting associated operations
in a manner which ensures implementation of these policy commitments. The policy has been endorsed
by the General Manager of Halifax Water, and will be circulated to all staff and personnel working on
behalf of Halifax Water.
Environmental aspects have been developed based on Halifax Water’s EMS scope and environmental
policy that can have significant impact on the environment. Halifax Water shall ensure that any person
performing tasks on its behalf will comply with the scope and the environmental policy.
WORKERS’ COMPENSATION
The successful supplier must provide proof of good standing status with the Workers’ Compensation
Board (WCB) for the entire period of the contract.
The successful supplier will notify Halifax Water if their status with the WCB changes and is to provide
Halifax Water with the updated proof of status as required.
INSURANCE COVERAGE
The successful supplier shall provide proof of the following insurance coverage:
Certificate of Insurance stating the contractor has Public General Liability insurance with minimum limits of
two million dollars ($2,000,000.00). The policy shall include:







Operations of the contractor in connection with this tender;
Products and completed operations coverage:
Contractual liability with respect to this tender;
Halifax Water added as an additional insured:
Thirty (30) days’ notice of cancellation of this policy "will" be given to Halifax Water, by the
insurers.
non-owned automobile;
Standard automobile insurance for owned automobiles with at least the minimum limits allowed by
law. This coverage is to remain in effect for the entire time frame of the contract.
The supplier will notify Halifax Water if their insurance coverage changes.
Certificated copies of all the Certificates must be submitted with the bidder’s quotation
documents.
POLICE RECORDS CHECK / SECURITY REQUIREMENTS
All contractors, suppliers, consultants and their employees working for Halifax Water must obtain an up to
date “Police Record Check” (PRC), which is valid for a three year period. See Appendix “A”.
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Supply of Carbon Dioxide (CO2)
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SPECIFICATIONS
TERMS OF SUPPLY BY CHEMICAL
1.
CARBON DIOXIDE (CO2)
J. Douglas Kline, Lake Major and Bennery Lake Water Supply Plants
a. Carbon dioxide (CO2) shall be delivered in bulk tanker trucks. Bennery Lake accepts deliveries by
mini bulk trucks. Tank sizes:



J. Douglas Kline Plant – 50 MT
Lake Major Plant – 25 MT
Bennery Lake Plant – 6 MT
b. Unless specified otherwise here, the material shall be supplied in conformance with ANSI/AWWA
– B-510-06 – Carbon Dioxide CO2 - Gas.
c.
This material shall be certified as suitable for contact with treated drinking water by an accredited
certification organization in accordance with ANSI/NSF Standard 60 Drinking Water Treatment
Chemicals – Health Effects. Submit evidence of this certification with the quotation.
d. Anticipated usage of the material is indicated on the Quotation Bid Form attached under the
“Estimated Annual Quantity” column.
e. The quoted price shall be per kg of carbon dioxide delivered, and shall be inclusive of all costs
charged to Halifax Water excluding HST. Quotations shall be in Canadian funds.
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Supply of Carbon Dioxide (CO2)
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Quotation Form
Chemicals
Chemical Description
Delivered in/
Packaging
Water or
Wastewater
Treatment Facility
Carbon Dioxide (CO2)
Bulk Metric
Tonne
Carbon Dioxide (CO2)
Bulk Metric
Tonne
Carbon Dioxide (CO2)
Bulk Metric
Tonne
Monthly
Tank Lease
Price
Estimated
Annual
Quantity
Billing Unit
J. Douglas Kline
Water Supply Plant
500,000 kg/ year
KG
$
Lake Major Water
Supply Plant
168,000 kg/ year
KG
$
Bennery Lake Water
Supply Plant
18,000 kg/ year
KG
$
KG
$
Total Est.
Annual
Quantity
686,000 kg/
year
A.
Not quoting on this chemical
B.
Evidence of ANSI/NSF 60 certification attached
C.
Evidence of company stewardship program attached
D.
Name of manufacturer and location of originating plant, if other than company submitting bid:
___________________________________________________
Quoted Price/
Billing Unit
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Price Agreement # PA08.2016
Supply of Carbon Dioxide (CO2)
Closing Date: Thursday May 26, 2016 @ 2pm Atlantic Time
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TERMS AND CONDITIONS
1.
INQUIRIES
All questions related to this Request for Standing Offer shall be submitted in writing, at least five business
days before closing date, only to the attention of:
Brent Hickman, S.C.M.P.
Procurement Officer
Halifax Water
Email: [email protected]
Fax: (902) 490-1583
Responses to inquiries will be in writing in the form of an Addenda or Clarification and posted on the
Province of Nova Scotia web portal indicated on the cover page of this document. The source of the
question will not be identified in the response. Verbal information shall not be binding upon Halifax Water.
Inquiries after the above deadline will not receive a response.
2.
DATE, TIME AND PLACE OF CLOSING; LATE BIDS
Tenders will close at the time, date and location specified in the tender document.
All Bids must be received in their entirety at or before the closing time specified; Bidders are responsible for
ensuring that their Bid, however submitted, is received on time and at the location specified.
All times are local times for the Procurement Office in Halifax.
Bids received after the time and date as shown on the request for quotation shall not be considered, and
will be returned unopened to the bidder.
3.
ALTERNATIVE BIDS; ALTERING BIDS ALREADY SUBMITTED; WITHDRAWL OF BID
Multiple Bids submitted by the same Bidder and not clearly identified as Bid revisions will be assumed to be
an Alternative Bid.
Bids already submitted may be amended prior to closing a) by submitting an amendment identifying the
plus or minus variance to the original Bid, or b) by sending in a complete new Bid, clearly indicating it
replaces the previously submitted Bid. Any such revision must clearly identify the tender number and
closing date of the Bid being submitted. A Bid revision replaces any other Bid revisions previously
submitted by the Bidder; only the last of any Bid revisions received will be accepted.
Any Bid submitted in response to a tender may be withdrawn by written request to the Procurement Office,
but cannot be withdrawn, altered or changed in any way after the tender closing date and time.
All requests for withdrawal, amendment or submission of a replacement Bid must be submitted in writing
on company letterhead or equivalent, and be signed by an authorized official of the Bidder.
4.
UNIT PRICING and EXTENSIONS
The bid price shall include all wages, fringe benefits, insurance, handling, freight, duty, transportation,
working tools, equipment costs, and other charges incurred to provide the required services.
All prices should be extended and totalled. The extended price is derived by multiplying the unit price by the
quantity of units required.
In the event of an error in calculation of the extended price, the unit price will be taken as correct and will
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govern in the Bid evaluation and contract administration.
5.
TAXES EXCLUDED
The Bid prices shall exclude HST. Do not include any Provincial or Federal Sales tax.
6.
CURRENCY
All Bid prices shall be quoted in Canadian dollars and include freight, duty and all rates and charges that
are applicable at the time of Bid submission.. Please submit your net price on the above commodity, F.O.B.
Destination Halifax Water, freight prepaid.
7.
PAYMENT
Payment shall be based on Net 30 Days from date of invoice or receipt of goods/ services, whichever is
later. If special payment terms are required, these mustr be specified in the Bid; otherwise, Halifax Water
payment terms (net 30 days) will apply.
Invoices are to be sent to:
Halifax Water
Attn: Accounts Payable
P.O. Box 8388, RPO CSC
Halifax NS, B3K 5M1
Halifax Water administers its payables via an electronic payment process known as EDI payment.
Payments for this solicitation and following contract will be administered via the electronic payment
process.
8.
EXPLANATION TO BIDDERS
No verbal agreement or conservation with any officer, agent or employee of Halifax Water either before or
after execution of the contract shall effect or modify any of the terms or obligations contained in any of the
documents comprising the said contract.
9.
RIGHT TO REJECT; FINANCIAL STABILITY; NON-COMPLIANCE
Failure to comply with any of the mandatory terms or conditions contained or referenced in the tender
documents may result in the rejection of the Bid.
All of the terms, conditions and/or specifications stated or referenced in the tender are assumed to be
accepted by the Bidder and incorporated in the Bid.
Bidders may be required to demonstrate financial stability, authorization to provide the goods/services
being acquired, and/or regulatory agency approval, licensing or registration as needed, or otherwise clarify
Bidder’s capability to satisfy the tender requirements. Halifax Water reserves the right to reject Bids from
any Bidder that it feels is incapable of providing the necessary labour, materials, equipment, financing or
management resources to perform the work or supply the goods in a satisfactory and timely manner.
Halifax Water reserves the right to waive minor non-compliance where such non-compliance is not of a
material nature in its sole and absolute discretion, or to accept or reject, in whole or in part any or all Bids,
with or without giving notice. Such minor non-compliance will be deemed substantial compliance and
capable of acceptance. Halifax Water will be the sole judge of whether a Bid is accepted or rejected.
Halifax Water reserves the right to split an award amongst Bidders as deemed in the best interest of
Halifax Water.
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This agreement in no manner, commits Halifax Water to an exclusive contract for this service. Halifax
Water reserves the right to set price agreements for similar work with other suppliers and to have this work
performed by other suppliers at the sole discretion of Halifax Water staff.
10.
CANCELLATION; NO AWARD
Issuing a tender implies no obligation on Halifax Water to accept any Bid or a portion of any Bid submitted.
Halifax Water does not bind itself to accepting the lowest or any bid received, but reserves the right to
award the tender to its best advantage.
Tenders may be cancelled in whole or in part without penalty, when a) the price Bid exceeds the funds
allocated for the purchase; b) there has been a substantial change in the requirements after the tender has
been issued; c) information has been received by Halifax Water after the tender has been issued that
Halifax Water feels has substantially altered the procurement; or d) there was insufficient competition in
order to provide the level of service, quality of good or pricing required.
If no compliant Bids are received in response to a tender, Halifax Water reserves the right to enter into
negotiations with one or more vendors in order to complete the procurement.
Halifax Water will be the sole judge of whether there is sufficient justification to cancel any tender. No
action or liability will lie or reside against Halifax Water in its exercise of its rights under this section.
11.
INDEMNIFICATION
The contractor agrees to indemnify and save harmless Halifax Water from and against all claims, actions,
losses, expenses, costs or damages of every nature and kind whatsoever which Halifax Water may sustain
or incur by reason of any act or omission of the vendor or its servants, agents or manufacturer of the
products sold to Halifax Water or through the performance of this contract.
12.
ADDENDA, CORRECTIONS OR EXTENSIONS OF THE TENDER
Periodically, Halifax Water is required to issue notification of changes or corrections to a bid document.
Normally these notifications will have a direct bearing on the cost of a project and will influence the way you
bid. Therefore, it is important that Halifax Water has assurances that you in-fact received the notification.
Halifax Water reserves the right to modify the terms of the tender at any time prior to closing, at its sole
discretion.
Halifax Water will make information available to all bidders, listed as having received a copy of the tender,
regarding any changes made to the tenders, or any change in the closing date or time. Bidders are
responsible for ensuring that they are aware of and have complied with any Addenda.
Bidders are instructed to sign the Addenda and return it either by fax or in person, to the Procurement
Officer, prior to the tender closing. A signed copy of each Addendum must also be included with the tender
bid.
Failure to comply with the instructions on an advisory or addendum may result in rejection of your
quotation, regardless as to whether the changes noted in the advisory or addendum are included in the
tender or not.
13.
COOPERATIVE PURCHASING
Halifax Water reserves the right to extend this offer to other governmental entities, including HRM,
Province of Nova Scotia and other MASH sector entities.
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Appendix “A” – Police Records Check (PRC)
PROCESS FOR OBTAINING
POLICE RECORD CHECK FOR CONTRACTORS/CONSULTANTS
1.
All contractors, suppliers, consultants and their employees working for Halifax Water must obtain a “Police
Record Check” (PRC).
2.
It is the responsibility of the Halifax Water staff member that engages a contractor/supplier/consultant to
ensure that a PRC is conducted.
3.
To obtain a PRC, contractors, suppliers or consultants should either:
a) Book an appointment with or visit their local Police Department. Once completed, the results of the PRC
should be sent to the address below indicating the organization the individual is currently employed with,
the HW Project Manager, and the name of the project that the PRC’s relate to.
Halifax Water
Safety & Security Dept.
450 Cowie Hill Road
Halifax, NS B3P 2V3
or by email: [email protected]
b) Go online to http://backcheck.net/hrwc/. If this method is chosen, the individual will have to create a
personal account with mybackcheck. They have the option of verifying their ID either online by
answering a couple of quick questions regarding their credit history or in person at any of the 5000
participating Canada Post locations nationwide. Once verified, the Police will complete the PRC. The
individual will receive an email indicating the results are in. They will then have to login to their
mybackcheck account and choose to “Share” the results with Halifax Regional Water Commission again
indicating the organization the individual is currently employed with, the HW Project Manager and the
name of the project that the PRC’s relate to.
For residents of the United States, a FBI record check is acceptable.
4.
The Safety & Security Department will notify the Halifax Water Project Manager who requested the PRC
whether the contractor/supplier//consultant has received clearance.
5.
If a contractor/supplier/consultant requires Card Access to a Halifax Water facility(s) the Project Manager
will schedule an appointment with the Human Resources Department to have a Contractor Card created
and access granted, based on the contractors/supplier/consultant’s needs.
6.
Certain contractors/suppliers/consultants, depending on the work or services they are providing, may
require a fingerprint-based check. Halifax Water reserves the right to request fingerprints where applicable.
7.
All contractors, suppliers, consultants and their employees are required to renew their PRC every 3 years.