District of Central Saanich
Engineering Department
1903 Mount Newton Cross Road
Central Saanich, BC, V8M 2A9
Telephone: 250-544-4224 x 3221
Facsimile: 250-652-9647
Request for Proposals
Proposal No. RFP2017-008
Drainage Improvement to Diamond # 5
A.
Background
The District of Central Saanich is seeking the services of a qualified individual/firm to
design, supply and install drainage improvements to Diamond #5 at Centennial Park. The
area is located at the north-west corner of the intersection of Wallace Drive and Hovey
Road.
B.
Nature and Scope of Work
The selected individual/firm will undertake all duties associated with the design, supply &
installation of the approved drainage upgrade.
The successful vendor will:
 Determine field elevations and required grades for drainage pipe installation. However,
an elevation report may be available for the approved contractor in mid-August, but
prospective vendors cannot rely on this possibility,
 Connect field drainage to MH 13-132,
 Install Inspection Chamber with stub (e.g. directional tee) for possible future use,
 Perform all work in accordance with the current MMCD standard specifications and the
District of Central Saanich standards unless otherwise specified by the Parks Foreman
or his designate,
 Design, supply and install in accordance with:
o Environmental regulations (Federal, Provincial and Municipal).
o Work Safe BC Safety regulations (Provincial and Municipal).
 Restore Infrastructure in accordance with Parks Foreman’s or his designate’s
requirements:
o Sidewalks, shoulders & driveways,
o Ground surfaces, and
o Damaged irrigation systems.
_____________________________
Name of Firm
____________________
Initials of Signing Officer
District of Central Saanich
Request for Proposals
Proposal No. RFP2017-008
Design, Supply and Install Drainage Upgrade to Diamond # 5 in Centennial Park
Page 2 of 8
Central Saanich will provide the following:
 The ground is assumed to be soil, but that cannot be relied upon as fact,
 A not-to-scale drawing is attached as a separate document to provide the vendor with
the scope of the project,
 Expected depth of drainage is approximately 18 inches.
 Manhole # 13-132 will be exposed for prospective vendors to confirm that the current
drainage pipe running north along Wallace Drive is 200mm PVC,
 Identify the general location for the Inspection Chamber and stub for possible future
use.
 Locations of Irrigation pipes and sprinkler heads,
 Staging on municipal roadways would be permitted with the restriction that traffic flows
and park pathways would not be impeded, excepting the need to restrict access to the
construction zone itself with the approval of the Parks Foreman or his designate.
C.
General Conditions
1. The District of Central Saanich assumes no responsibility or liability for costs incurred
by vendors pursuant to the request for proposal (RFP).
2. Vendors must certify their proposals as firm for acceptance for a period of ninety (90)
days following the closing date of the RFP. Vendors cannot change the pricing
structure or content of their proposals during this time.
3. The RFP and the proposal of the successful vendor will become part of any contract
awarded as a result of this RFP.
4. The District of Central Saanich reserves the right to do any of the following:
1) Negotiate with any bidder at any time, including for the purpose of negotiating
changes to a proposal after the proposal opening,
2) Accept any proposal even if the proposal contains material defects or omissions
and even if the bidder has failed in any respect, whether material or not, to fully
comply with the RFP.
3) Evaluate proposals on any basis whatsoever and accept any proposal that the
District of Central Saanich considers will best serve its interests.
5. By submitting a proposal, a vendor agrees that the liability of the District of Central
Saanich to that vendor for any breach or breaches of any contract “A” arising in
connection with the request for proposal process is limited to $500 in total.
6. Proposals are to indicate prices in Canadian funds.
_____________________________
Name of Firm
____________________
Initials of Signing Officer
District of Central Saanich
Request for Proposals
Proposal No. RFP2017-008
Design, Supply and Install Drainage Upgrade to Diamond # 5 in Centennial Park
Page 3 of 8
7. Proposals may be withdrawn by written notice only (or acknowledged e-mail), provided
that such notice is received in the office of the Public Works Clerk-Buyer prior to the
time and date set for the opening of the proposals.
8. Proposals should be prepared simply and economically while providing a
straightforward and concise explanation of the proposed design, supply and
installation of the drainage upgrade. Vendors may, however, include any additional
data, information, or samples deemed pertinent. All material contained in the proposal
must be clearly legible.
9. Alternate proposals may be considered. The main proposal must be complete and
comply with all the instructions of this RFP. However, alternate bids must be submitted
as completely separate Request for Proposal replies, as defined in section G,
“Instructions to Vendors and Format of Reply”.
10. Submissions in response to this RFP may become public information, in accordance
with FOI/POP legislation, unless vendors specifically request that certain parts of their
proposals, other than costs, remain confidential.
11. The District of Central Saanich Parks Foreman or his designate shall have the conduct
of this contract.
12. Any notice required to be given in this contract shall be deemed to be duly given to the
District of Central Saanich if sent by registered mail (or acknowledged e-mail)
addressed to the Public Works Clerk-Buyer, District of Central Saanich, 1903 Mount
Newton Cross Road, Central Saanich, BC, V8M 2A9 and to the Contractor if sent by
registered mail (or acknowledged e-mail) addressed to the Contractor at the address
set forth in the proposal.
13. The District of Central Saanich will assume no responsibility for oral instructions or
suggestions. All correspondence in regard to this proposal must be directed to and will
be issued by the Public Works Clerk-Buyer.
14. Any vendor who finds any uncertainties, discrepancies, errors or omissions from any
part of the Request for Proposal shall notify the Public Works Clerk-Buyer in writing.
Such notification does not obligate the District of Central Saanich to make changes
but, if the Public Works Clerk-Buyer deems that changes are desirable, the District of
Central Saanich will, at the discretion of the Public Works Clerk-Buyer, notify all
vendors in writing and/or by posting amendments to the Invitation to Tender on the BC
Bid website at http://www.bcbid.gov.bc.ca/open.dll/welcome.
15. All prices and notations must be typewritten or written in ink. No erasures are
permitted. Mistakes must be crossed out and corrections typewritten or written in ink
adjacent thereto, and initialed in ink by the proper signing officer of the vendor.
_____________________________
Name of Firm
____________________
Initials of Signing Officer
District of Central Saanich
Request for Proposals
Proposal No. RFP2017-008
Design, Supply and Install Drainage Upgrade to Diamond # 5 in Centennial Park
Page 4 of 8
16. Any dispute arising under this contract shall be resolved according to the laws of the
Province of British Columbia and adjudicated within the Greater Victoria area.
17. Vendors will be notified in writing if and when an award has been made. No
information will be given out between the time set for proposal openings and the time
the award has been made.
18. The contractor shall fully indemnify the District of Central Saanich from and against
any and all liability or expense by way of legal costs or otherwise in respect of any
claim which may be made for a lien or charge at law or in equity, or to any attachment
for debt, garnishee process or otherwise.
19. Prospective vendors must submit proof of current liability insurance greater than or
equal to $5,000,000.
20. Prospective vendors must submit proof of current WorkSafeBC coverage.
21. During the process of supplying the goods/services awarded as a result of the RFP,
the successful vendor must conform to all regulations as stipulated in the current
Workers’ Compensation Board Occupational Health & Safety Regulations and the
District of Central Saanich Safety Policy and Procedures manual.
22. The successful vendor must maintain a valid Greater Victoria inter-municipal business
license for the duration of the contract.
23. The District of Central Saanich may, by notice of default to the Contractor, terminate
the whole or any part of this contract if the Contractor fails to perform any provision of
this contract within the time specified, and to the satisfaction of the District of Central
Saanich.
24. In the event the District of Central Saanich terminates this contract, in whole or in part
as provided in clause 23, the District of Central Saanich may procure services similar
to those terminated, and the Contractor shall be liable to the District of Central Saanich
for any excess costs for such similar services.
25. The contractor shall not be liable for any excess costs under clause 24 if failure to
perform the contract arises by reason of strikes, lockouts, acts of God or the acts of
the District of Central Saanich.
26. For anything done or supplied in connection with this contract, the Contractor shall
indemnify and save harmless the District of Central Saanich, its servant and agents
from and against all claims relating to labour, materials, inventions, copyrights,
trademarks or patents, and from all such claims in the subsequent use and operation
thereof after delivery to the District of Central Saanich.
27. The successful vendor will provide the full name, address and particulars of any
subcontractors that they will be using during the course of the project.
_____________________________
Name of Firm
____________________
Initials of Signing Officer
District of Central Saanich
Request for Proposals
Proposal No. RFP2017-008
Design, Supply and Install Drainage Upgrade to Diamond # 5 in Centennial Park
Page 5 of 8
D.
Special Conditions
1. A mandatory site meeting will be held on Wednesday July 5, 2017 at 10:00 AM.
2. Upon completion of the project, 90% of the total contract price will be paid, the
remaining 10% will be held back pending the resolution of any deficiencies.
3. The project should be completed no later than August 31, 2017 to avoid working in wet
field conditions. A one-percent interest charge of the total contract price, at the
discretion of the District, may be levied for each day of non-compliance.
E.
Evaluation of Proposals
Each proposal will be evaluated on the basis of overall best value to the District of Central
Saanich. The evaluation team will consist of the Parks Foreman or his designate, the
Public Works Clerk-Buyer and the Public Works Superintendent. The following factors will
be considered in the evaluation process:
1. Potential for effectiveness,
2. Ability to meet program schedule,
3. Cost, broken down by individual components,
4. Professional services provided,
5. Company experience, and
6. References.
7. Weighted bid price (total bid price/total points awarded)
F.
VENDOR APPROVAL
Final approval of the contract is contingent upon, but not limited to the following criteria:
1. Budgetary considerations,
2. Approval of the appropriate Manager or Council in accordance with current purchasing
policy guidelines, and
3. Acceptance of the lowest-priced qualified proposal may be subject to further
negotiations.
_____________________________
Name of Firm
____________________
Initials of Signing Officer
District of Central Saanich
Request for Proposals
Proposal No. RFP2017-008
Design, Supply and Install Drainage Upgrade to Diamond # 5 in Centennial Park
Page 6 of 8
G.
Instructions to Vendors and Format of Proposals
1. Vendor proposals, enclosed in a sealed, return-addressed envelope, clearly marked
“RFP2017-008: Drainage Upgrade to Diamond #5”, must be submitted to the attention of the
Public Works Clerk-Buyer, the District of Central Saanich, 1903 Mount Newton Cross Road,
Central Saanich, BC, V8M 2A9, by 3:00 p.m. on Wednesday July 19, 2017.
2. Proposals received and not conforming to item 1(above) will be returned to the bidder(s),
unopened and without consideration.
3. The proposal package must consist of one copy of the signed and initialed RFP document
and four copies of the accompanying proposal document.
4. Proposals submitted via facsimile are unacceptable.
5. All proposals must be signed in the place provided on the final page by an officer or
employee having authority to bind the vendor by his signature. The signature shall be
witnessed and the witness shall give his/her address and telephone number. The signing
officer in the spaces provided shall initial all other pages of the RFP document.
6. The format and content of the proposals must adhere to the following requirements:
(a) Covering Letter
Vendors must include a letter of introduction, including the name, address and telephone
number of the person(s) authorized to represent the vendor firm. This letter must be
signed by an officer of the vendor firm who is authorized to bind the firm to all
commitments made in its proposal.
(b) Table of Contents
Vendors must include an index to all material included in the proposal.
(c) Executive Summary
Vendors must include an overview of the proposal.
(d) Breakdown of Costs
Proposals must provide clear detailed cost breakdowns. ALL costs must be clearly
identified.
The final cost to the District of Central Saanich must be clearly indicated and ideally, but
not necessarily, should be less than or equal to the budget of $40,000 (including GST &
PST). All applicable taxes must be clearly indicated below the total cost, so that the final
cost to the District of Central Saanich is clearly identifiable.
_____________________________
Name of Firm
____________________
Initials of Signing Officer
District of Central Saanich
Request for Proposals
Proposal No. RFP2017-008
Design, Supply and Install Drainage Upgrade to Diamond # 5 in Centennial Park
Page 7 of 8
Modifications to individual costs or cost appropriations will not be permitted during the
proposal evaluation period.
(e) Qualification of Vendor
Vendors must provide a brief overview of their firm, its history, and a summary of
relevant background experience with respect to its ability to undertake this project. This
should also include the number of staff and a list of previous and current similar
contracts. If the vendor is subcontracting any portion of the work, qualifications of the
subcontractor must also be provided.
(f) Equipment
Vendors must include a complete, clear and comprehensive description of the vehicles
and equipment to be used in completing this project.
(g) Method and Schedule of Payment
Vendors must indicate their terms of payment and a detailed description of their billing
procedures.
(h) Appendices
Vendors may provide additional information in support of their proposals.
H.
Enquiries
All enquiries regarding the proposed design, supply & installation of the drainage upgrade
must be directed to the Public Works Clerk-Buyer.
I.
Implementation Schedule
Event
Date
RFP Issued ...................................................................................... Thur. June 22, 2017
Mandatory Site Meeting .................................................................... Wed. July 5, 2017
Vendor Responses Due ................................................................... Wed. July 19, 2017
Presentation to Municipal Council .................................................... Mon. Aug. 7, 2017
Award of Contract ............................................................................. Tues. Aug. 8, 2017
Start Contract ................................................................................... Wed. Aug. 9, 2017
Complete Contract ........................................................................... Thur. Aug. 31, 2017
_____________________________
Name of Firm
____________________
Initials of Signing Officer
District of Central Saanich
Request for Proposals
Proposal No. RFP2017-008
Design, Supply and Install Drainage Upgrade to Diamond # 5 in Centennial Park
Page 8 of 8
PROPOSAL
Date of Proposal _____________________
Provided that this proposal is accepted within ninety (90) calendar days from the date of
opening, the undersigned offers and agrees to furnish or supply the District of Central Saanich
design, supply and installation within the specifications of the proposal of this RFP.
The individual is an individual _____________ partnership _________ company ____________
Incorporated under the laws of ___________________________________________________.
Name and address of
Individual, partnership,
or company (print or type)
Signature and Address
of Witness
Signature and title of person
authorized to sign proposal.
(Print or type name under
Signature)
________________________
____________________
_______________________
________________________
____________________
_______________________
________________________
____________________
_______________________
________________________
____________________
_______________________
________________________
Telephone Number
____________________
Telephone Number
_______________________
Telephone Number
ACCEPTANCE
Acceptance by the District of Central Saanich will be formalized by the issuance of a written
purchase order.
_____________________________
Name of Firm
____________________
Initials of Signing Officer