REQUEST FOR QUOTATIONS
TITLE:
RESURFACING RUNNING TRACK
BEAR CREEK PARK
REFERENCE No.:
1220-040-2011-019
FOR THE SUPPLY OF GOODS AND SERVICES
RDO V (FINAL). 2011 05 24
TABLE OF CONTENTS
1. INTRODUCTION................................................................................................................. 01
2. TERM
............................................................................................................................. 01
3. ADDRESS FOR DELIVERY ................................................................................................ 01
4. DATE .................................................................................................................................. 01
5. INQUIRIES .......................................................................................................................... 01
6. ADDENDA .......................................................................................................................... 01
7. DURATION OF QUOTATION ............................................................................................. 02
8. NO CONTRACT .................................................................................................................. 02
9. ACCEPTANCE.................................................................................................................... 02
10. CONTRACTOR‟S EXPENSES ............................................................................................ 02
11. CONTRACTOR‟S QUALIFICATIONS ................................................................................. 02
12. CONFLICT OF INTEREST .................................................................................................. 02
13. SOLICITATION OF COUNCIL MEMBERS AND CITY STAFF ............................................ 02
14. CONFIDENTIALITY ............................................................................................................ 02
15. SIGNATURE ....................................................................................................................... 03
16. INFORMATION MEETING .................................................................................................. 03
17. BONDING ........................................................................................................................... 03
Schedule A – Specifications of Goods and Scope of Services ........................................... 04
Schedule B – Sample Agreement .......................................................................................... 05
Schedule B – Appendix 1 - Special Provisions .......................................................................... 19
Schedule B – Appendix 2 - Supplementary Specifications ........................................................ 23
Schedule B – Appendix 3 - Site Photographs and As-Builts ...................................................... 33
Schedule B – Appendix 4 - Schedule of Prices ......................................................................... 35
Schedule B – Appendix 5 - Construction Schedule ................................................................... 35
Schedule B – Appendix 6 - Key Personnel, Subcontractors and Material Suppliers .................. 35
Schedule B – Appendix 7 - Prime Contractor Designation ........................................................ 35
Schedule B – Appendix 8 - Risk, Health and Safety .................................................................. 35
Schedule B – Appendix 9 - Statutory Declaration ...................................................................... 35
Schedule B – Appendix 10 - Certificate of Substantial Performance ......................................... 35
Schedule B – Appendix 11 - Notice of Certification of Substantial Performance ........................ 35
Schedule B – Appendix 12 - Post Compliance Form Certificate of Substantial Performance..... 35
Schedule C – Form of Quotation............................................................................................ 36
RFQ (Goods and Services) No.: 1220-040-2011-019
i
REQUEST FOR QUOTATIONS
1.
INTRODUCTION
The City of Surrey (the “City”) invites contractors to provide a quotation on the form attached as
Schedule C (the "Quotation") for the supply of the goods (if any) and services described in
Schedules A (the "Goods and Services"). The description of the Goods and Services sets out the
minimum requirements of the City. A person that submits a Quotation (the "Contractor") should
prepare a Quotation that meets the minimum requirements, and may choose, in addition, to also
include goods, services or terms that exceed the minimum requirements.
2.
TERM
The Contractor will provide the Goods and Services set out in Schedule A for the period
th
commencing immediately upon award of contract and terminating on August 05 , 2011 (the
"Term").
The parties may extend the Term by mutual agreement. If the Term is extended, the provisions
of this Agreement will remain in force except where amended in writing by the parties.
3.
ADDRESS FOR DELIVERY
The Contractor will submit the Quotation to the City at the office of:
Kam Grewal, BBA, CMA
Acting Purchasing & AP Manager
Address:
Fax:
E-mail for PDF Files:
6645 – 148 Street
Surrey, B.C. V3S 3C7
604-599-0956
[email protected]
Faxed Quotations are permitted and PDF files can be emailed, but a Contractor bears all risk that
the City's equipment functions properly so that the City receives the Quotation. If the Contractor
prefers to submit a hard copy, the Contractor will submit one original unbound Quotation and two
copies (three in total).
4.
DATE
The City would prefer to receive Quotations on or before June 10, 2011. The City‟s office hours
are 8:30 a.m. to 4:00 p.m. Monday to Friday, except statutory holidays.
5.
INQUIRIES
All inquiries related to this Request for Quotation ("RFQ") should be directed in writing to:
Kam Grewal, BBA, CMA
Acting Purchasing & AP Manager
Address:
Fax:
Telephone:
E-mail:
6.
6645 – 148 Street
Surrey, B.C. V3S 3C7
604-599-0956
604-590-7274
[email protected]
ADDENDA
If the City determines that an amendment is required to this RFQ, the City Representative will
post a written addendum on the City website that will form part of this RFQ. No amendment of
any kind to the RFQ is effective unless it is posted in a formal written addendum on the City
website. Upon submitting a Quotation, Contractors will be deemed to have received notice of all
addenda that are posted on the City website.
RFQ (Goods and Services) No.: 1220-040-2011-019
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7.
DURATION OF QUOTATION
The Quotation will be open for acceptance by the City until:
(a)
(b)
8.
the date specified in this RFQ or in a Quotation; or
as described in a subsequent written notice which the Contractor may send to the City.
NO CONTRACT
This RFQ is simply an invitation for quotations (including prices and terms) for the convenience of
all parties. It is not a tender and no obligations of any kind will arise from this RFQ or the
submission of Quotations. The City may negotiate changes to any terms of a Quotation, including
terms in Schedule A and Schedule B and including prices, and may negotiate with one or more
Contractors or may at any time invite or permit the submission of quotations (including prices and
terms) from other parties who have not submitted Quotations.
9.
ACCEPTANCE
A Quotation will be an offer to the City which, subject to Section 7, the City may accept at any
time by signing the copy of the Quotation and delivering it to the Contractor. Delivery of the
signed Quotation by the City may be by fax. In that event, the contract will be comprised of the
documents included in the definition of Agreement in Schedule B.
10.
CONTRACTOR'S EXPENSES
Contractors are solely responsible for their own expenses in preparing and submitting Quotations,
and for any meetings, negotiations or discussions with the City or its representatives and
consultants, relating to or arising from the RFQ. The City will not be liable to any Contractor for
any claims, whether for costs, expenses, losses or damages, or loss of anticipated profits,
incurred by the Contractor in preparing and submitting a Quotation, or participating in negotiations
for a contract, or other activity related to or arising out of this RFQ.
11.
CONTRACTOR'S QUALIFICATIONS
By submitting a Quotation, a Contractor represents that it has the expertise, qualifications,
resources, and relevant experience to supply the Goods and Services. Tradesmen engaged in
the performance of the Services shall be qualified in accordance with the requirements of the
Tradesman Qualification Act and all pertinent licensing requirements required by the Ministry of
Municipal Affairs.
12.
CONFLICT OF INTEREST
A Contractor must disclose in its Quotation any actual or potential conflicts of interest and existing
business relationships it may have with the City, its elected or appointed officials or employees.
The City may rely on such disclosure.
13.
SOLICITATION OF COUNCIL MEMBERS AND CITY STAFF
Contractors and their agents will not contact any member of the City Council or City staff with
respect to this RFQ, other than the contact person named in Section 3, at any time prior to the
award of a contract or the cancellation of this RFQ.
14.
CONFIDENTIALITY
All Quotations become the property of the City and will not be returned to the Contractor. All
Quotations will be held in confidence by the City unless otherwise required by law. Contractors
should be aware the City is a "public body" defined by and subject to the Freedom of Information
and Protection of Privacy Act of British Columbia.
RFQ (Goods and Services) No.: 1220-040-2011-019
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15.
SIGNATURE
The legal name of the person or firm submitting the Quotation should be inserted in the
Quotation. The Quotation should be signed by a person authorized to sign on behalf of the
Contractor and include the following:
(a) If the Contractor is a corporation then the full name of the corporation should be included,
together with the names of authorized signatories. The Quotation should be executed by all
of the authorized signatories or by one or more of them provided that a copy of the corporate
resolution authorizing those persons to execute the Quotation on behalf of the corporation is
submitted;
(b) If the Contractor is a partnership or joint venture then the name of the partnership or joint
venture and the name of each partner or joint venturer should be included, and each partner
or joint venturer should sign personally (or, if one or more person(s) have signing authority for
the partnership or joint venture, the partnership or joint venture should provide evidence to
the satisfaction of the City that the person(s) signing have signing authority for the
partnership or joint venture). If a partner or joint venturer is a corporation then such
corporation should sign as indicated in subsection (a) above; or
(c) If the Contractor is an individual, including a sole proprietorship, the name of the individual
should be included.
16.
INFORMATION MEETING
An information meeting will be hosted by the City Representative to discuss the City‟s
requirements under this RFQ (the “Information Meeting”). While attendance is at the discretion
of Contractors, Contractors who do not attend will be deemed to have attended the Information
Meeting and to have received all of the information given at the Information Meeting. The
Information Meeting is scheduled as follows:
Place:
Address:
Date:
Time:
17.
North End of the Running Track
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Bear Creek Park at 13750 – 88 Avenue, Surrey, B.C.
st
Tuesday, May 31 , 2011
1:00 p.m.
BONDING
No bid bonds are required. The City may or may not, at its sole discretion, ask any individual
short-listed Contractor to provide proof of their capability to obtain a surety.
RFQ (Goods and Services) No.: 1220-040-2011-019
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SCHEDULE A
SPECIFICATIONS OF GOODS AND SCOPE OF SERVICES
DESCRIPTION OF SPECIFICATIONS OF GOODS AND SCOPE OF SERVICES REQUIRED
Provide all labour, supervision, materials, plant, equipment, layout, survey, permits, and inspections, to
provide operational and tested systems and services to meet the requirements described herein and in
accordance with applicable codes and ordinances. Furnish certificates confirming work conforms to
requirements of authorities having jurisdiction.
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Job site location is the Bear Creek Park, 13750 – 88 Avenue, Surrey, B.C.
The general components of the work include the appropriate systems commissioning, supply and
installation of all materials, and related works to the resurfacing of the Bear Creek Park Running Track.
The detailed scope of work is as described in the Special Provisions (Schedule B – Appendix 1), and
Supplementary Specifications (Schedule B- Appendix 2).
No detailed engineering drawings have been prepared for this project, however, as-built records of the
original track construction project, sketches of the general scope of work and photographs showing the
general condition of the existing track surfacing have been obtained by the City and are being made
available to Proponents for their general information. These materials can be viewed by going to the
City‟s ftp site as follows:
ftp://ftp.surrey.ca/
Log on:
pur
Password:
welcome
Locate folder #1220-040-2011-019.
The Contractor is to comply with all Codes, Engineers, Building Inspectors and authorities having local
jurisdiction. Failure to abide by these rules and regulations will result in being immediately escorted from
the work site.
RFQ (Goods and Services) No.: 1220-040-2011-019
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SCHEDULE B
AGREEMENT
RESURFACING OF RUNNING TRACK
AT
BEAR CREEK PARK
BETWEEN
CITY OF SURREY
AND
CONTRACTOR
RFQ (Goods and Services) No.: 1220-040-2011-019
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SCHEDULE B
SAMPLE AGREEMENT
RESURFACING RUNNING TRACK – BEAR CREEK PARK
REF. #1220-040-2011-019
THIS AGREEMENT dated the _______ day of _________________, 2011.
BETWEEN:
CITY OF SURREY
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14245 – 56 Avenue
Surrey, B.C. V3X 3A2
(the "City")
OF THE FIRST PART
AND:
___________________________
___________________________
___________________________
(the "Contractor")
OF THE SECOND PART
WHEREAS
A.
The City desires to engage the services of the Contractor for:
“RESURFACING OF RUNNING TRACK AT BEAR CREEK PARK, 13750 – 88
SURREY, B.C.”; and
B.
TH
AVENUE,
The Contractor has previously provided services to others of a similar nature and has the
expertise for the resurfacing of running tracks for the City.
NOW THEREFORE, in consideration of the premises and payment of One ($1.00) Dollar and other good
and valuable consideration paid by each of the parties to each other (the receipt and sufficiency of which
each party hereby acknowledges), the parties hereby covenant and agree with each other as follows:
1.
DEFINITIONS
1.1
For the purposes of this Contract, the following terms shall have the meanings set forth below:
(a)
"Certificate of Substantial Performance" means a certificate issued indicating that
Substantial Performance of the Work has been achieved;
(b)
"Certificate of Total Performance" means a certificate issued indicating that the Work has
been achieved;
(c)
"Change" means:
(i)
(ii)
(iii)
an addition to the Work that is both of a type and character similar to the Work as
defined in the Contract Documents; or
a deletion of the Work indicated in the Contract Documents; or
an alteration of the Work indicated in the Contract Documents, within the general
scope of the Work as described in the Contract Documents;
(d)
"Change Order" means a written approval setting out a description of the Work covered
by the Change, the price or method of valuation for the Work, the change in the Contract
Price and adjustment, if any, to the Contract Time;
(e)
"City" means the City of Surrey;
RFQ (Goods and Services) No.: 1220-040-2011-019
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(f)
"City's Representative" means the Acting Manager, Purchasing & Account Payable;
(g)
"Construction Schedule" means a construction schedule indicating the planned start and
completion dates of the major activities of the Work as set out in Schedule B – Appendix
4;
(h)
"Contract" means this Contract as set out and described in the Contract Documents;
(i)
"Contract Documents" means this Contract including all schedules and appendices,
construction standards, specifications and drawings;
(j)
"Contract Price" means the price of the Work as set out Section 4.1 of this Contract;
(k)
"Contract Time" means the period of time for the completion of the Work as provided by
the Contract Documents;
(l)
"Contractor" means the person, firm or corporation identified as such in this Contract and
includes the Contractor's authorized representative as designated to the City in writing;
(m)
"Contractor's Representative" means the person appointed by the Contractor to represent
the Contractor for the purposes of this Contract and so notified to the City in writing;
(n)
"Extra Work" means additional Work that the City may wish performed that is Extra Work
and not a Change. Extra Work may be declined by the Contractor or may, upon
agreement between the parties, be undertaken as Extra Work;
(o)
"Place of Work" means the designated site or location where the Work products are to be
finally or permanently constructed or installed;
(p)
"Substantial Performance" means the Work, or a substantial part of it, is ready for use or
is being used for the purpose intended; and
(q)
"Work" means and includes anything and everything required to be done for the
fulfillment and completion of this Contract.
2.
THE WORK
2.1
The Contractor will perform all Work and provide all labour, equipment and material and do all
things strictly as required by the Contract Documents.
2.2
The Contractor will commence the Work on or before July 11th, 2011. The Contractor will
proceed with the Work diligently, will perform the Work generally in accordance with the
Construction Schedule as required by the Contract Documents and will achieve Substantial
Performance of the Work on or before August 5th, 2011 subject to the provisions of the Contract
Documents for adjustments to the Contract Time with Final Completion being 30 calendar days
after the date of Substantial Completion.
3.
CONTRACT DOCUMENTS
3.1
All of the Contract Documents shall constitute the entire Contract between the City and the
Contractor.
3.2
The Contract supersedes all prior negotiations, representations or agreements, whether written or
oral, and the Contract may be amended only in strict accordance with the provisions of the
Contract Documents.
3.3
If there is any inconsistency or conflict between the provisions of the Contract Documents, then
the Contract Documents shall govern and take precedence in the following order with this
Contract taking precedence over all other Contract Documents:
(a)
(b)
(c)
(d)
(e)
Contract;
Construction Standards;
Specifications;
Drawings/Photograph (where available); and
all other Contract Documents.
RFQ (Goods and Services) No.: 1220-040-2011-019
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4.
CONTRACT PRICE
4.1
The Contract Price for the Work shall be the sum of _______________ dollars, plus goods and
services tax in the amount of _________________ dollars, for a total Contract Price of
__________________ dollars in Canadian funds (the "Contract Price") plus any adjustments
approved by the City, including any payments owing on account of Change Orders and agreed to
Extra Work, approved in accordance with the provisions of the Contract Documents.
4.2
The Contract Price shall be the entire compensation due to the Contractor for the Work and this
compensation shall cover and include all profit and all costs of supervision, labour, material,
equipment, overhead, financing, and all other costs and expenses whatsoever incurred in
performing the Work. The Contract Price is a firm fixed price.
5.
HOLDBACKS
5.1
The City shall hold back 10%, or other percentage as required by the Builders Lien Act,
S.B.C. 1997, c. 45, as amended (the "Builders Lien Act"), of any amounts due to the Contractor
as a builders lien holdback.
5.2
In addition to other holdbacks as provided by the Contract Documents, when considering
Substantial Performance, the City may hold back from payments otherwise due to the Contractor
200% of a reasonable estimate, as determined by the City's Representative, on account of
deficient or Defective Work already paid for. This holdback may be held, without interest, until
such deficiency or defect is remedied. The items of defect or deficiency and the amounts of
related holdback shall be listed separately on the invoice.
5.3
If after Substantial Performance is achieved the Contractor is unable to complete any of the Work
because of climatic or other conditions beyond the Contractor's reasonable control, then the City
may hold back from payments otherwise due to the Contractor the amount as estimated by the
City's Representative in consultation with the Contractor by which the cost to have others
complete the Work exceeds the estimated Contract Price for such Work.
5.4
The City may, in addition to other holdbacks as provided by the Contract Documents, hold back
an amount equal to any lien which has been filed with respect to the Work, plus 15% as security
for costs. The City may, at its option, after five (5) days written notice to the Contractor, pay such
amount into court to discharge the lien. If the lien is discharged without payment of the holdback
into court, then the City shall pay such holdback to the Contractor, without interest
6.
INVOICING AND PAYMENT
6.1
Subject to applicable legislation, including without limitation the holdbacks referred to in above,
and the provisions of the Contract Documents, the City shall make payments to the Contractor
thirty (30) days after receipt of any invoice from the Contractor.
6.2
The Contractor shall submit invoice(s) for payment to the City, based on the completion of each
phase of the Work. Any and all Extra Work as approved by the City, must be clearly identified
and quantified on a separate invoice(s).
6.3
The invoice(s) submitted for the completion of each project phase shall be clearly itemized to the
details of the phase completed or the amount of Work performed, the billing rates, show an
invoice number, contractor's name, address, telephone number, reference the City‟s purchase
order number or name and location of employee, and in an itemized manner the amount due for
each phase completed, tax (if any) and a grand total. The grand total will be subject to
holdbacks.
6.4
The payment by the City of any monthly or other payment shall not bind the City with respect to
any subsequent payment or the final progress payment, but shall be taken as approximate only,
and shall not mean, or be construed to mean, that the City has accepted Work that is not in
accordance with the requirements of the Contract Documents, or that the Contractor is in any
manner released from its obligation to comply with the Contract Documents.
6.5
For earlier payment, the Contractor can offer a cash discount. All payment cheques are mailed.
RFQ (Goods and Services) No.: 1220-040-2011-019
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7.
PERFORMANCE OF THE WORK
7.1
The Contractor will perform and provide all labour, services and other acts, and provide all
equipment, machinery, water, heat, power, and facilities required for performance of the Work.
7.2
The Contractor will not proceed with any work that is not part of the Work, except in accordance
with the Contract.
7.3
The Contractor will apply for and pay for all necessary permits and licenses and pay all fees
required for the performance of the Work.
8.
CHANGES
8.1
The City may, without invalidating the Contract, change the Work by adding to or deducting from
the Work in which event the Construction Schedule will be adjusted.
8.2
The Contractor will not proceed with any Change without a written Change Order signed by the
City.
8.3
General Contractor‟s overhead and profit will not be allowed on Change Orders paid for from
Allowances specified in the contract.
8.4
The value of a change shall be determined in one or more of the following methods:
a)
by estimate and acceptance in a lump sum;
b)
by unit prices set out in the Contract or subsequently agreed upon;
c)
by actual cost and an allowance for Overhead and Profit as follows:
1.
2.
3.
4.
General Contractor‟s Overhead and Profit on expenditures from Allowances, including
Extra Work paid for from the Contingency Sum, shall be included in the Bid Contract
Price.
For Changes in the Work not covered by Allowances the General Contractor‟s Overhead
and Profit shall be 10% on work performed directly by the General Contractor, and 5% on
work performed by sub trades.
The Subcontractor‟s allowance for Overhead and Profit shall be 5% of the Actual Cost of
all Subcontractor‟s Changes in the Work, as determined by this paragraph.
Where the Change involves the substitution of one type of product for another the “actual
cost” of the change, whether credit or extra, shall be the net difference in the “actual cost”
defined above.”
9.
SITE CONDITIONS
9.1
The Contractor acknowledges and agrees that:
(a)
it has had the opportunity to undertake additional examinations or subsurface
investigations, or both, of the Place of Work, including any buildings or structures
involved with the Work, in order to satisfy itself as to site conditions, including subsurface
conditions and the impact they could have on the Work and the Contract; and
(b)
it is not entitled to any adjustment in the Contract, or to any other remuneration or
damages whatsoever, in any way connected with the site conditions at the Place of Work,
including subsurface conditions.
10.
DOCUMENTS
10.1
The Contractor will keep one copy of the Contract, including the schedules and all drawings,
specifications and shop drawings, at the Place of Work in good order and available for review by
the City's Representative, and deliver a complete set to the City upon Substantial Performance of
the Work.
10.2
The Contractor agrees that the City is hereby granted an unconditional and irrevocable perpetual
license to reproduce and use, in whole or in part, and for any purpose or other project or work the
City desires, all matters contained in or set out in the Contract including all drawings and
specifications and all models furnished by the Contractor, and the Contractor agrees that the
license granted by this section comprises the copyright, industrial design, trademark and all other
intellectual property therein.
RFQ (Goods and Services) No.: 1220-040-2011-019
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11.
TIME
11.1
The Contractor will proceed diligently and complete the Work in a good and workmanlike manner
and strictly in accordance with the Construction Schedule.
11.2
If the Contractor is delayed in the performance of the Work by any act or neglect of the City, the
Construction Schedule will be extended for such time as may be agreed by the City and the
Contractor, acting reasonably.
11.3
The Contractor will, as required by the City, provide or up-date the Construction Schedule,
showing the anticipated start and completion dates and durations of the major elements of the
Work. Failure or refusal to provide a Construction Schedule or up-date will be a default.
11.4
Time is of the essence of the Contract.
12.
TAXES AND DUTIES
12.1
The Contractor will pay all taxes, custom duties and other charges relating to the Work, and the
supply and installation of all materials and equipment included in the Work.
12.2
Where an exemption of taxes, custom duties or other charges is applicable to the Contract by
way of the Contractor filing claims for, or cooperating fully with the City and the proper authorities
in seeking to obtain such refunds, the Contractor will make such applications and provide such
cooperation. Refunds that are properly due to the City and have been recovered by the
Contractor will be promptly refunded to the City.
13.
BUILDER'S LIENS
13.1
The Contractor will immediately take steps to keep the Place of Work free of any builder's liens
and certificates of pending litigation and the Contractor will defend and indemnify the City from
any builder's lien or certificate of pending litigation filed as a result of the Work. The Contractor
will pay all costs and expenses including actual legal costs incurred by the City as a result of any
builder's lien or certificate of pending litigation related to the Work.
14.
CITY DIRECTIONS
14.1
The Contractor will in all respects complete the Work in accordance with the City's requirements
and standards and to the satisfaction of the City.
14.2
The City's Representative may at any time and from time to time inspect the Work.
14.3
The Contractor will comply with all directions from the City relating to the coordination of the Work
with the activities of the City or with other contractors hired by the City, should there be any.
14.4
The Contractor will have total control of the Work and will be solely responsible for ensuring the
Work is in accordance with the requirements of the Contract.
15.
INSPECTIONS
15.1
The Contractor will retain one or more independent contractors with the relevant professional
education, skill and experience, to carry out and report upon all testing and other inspection
activities necessary to confirm the Work is in accordance with the requirements of the Contract.
The Contractor will promptly provide copies of such reports to the City's Representative.
15.2
If Work is designated for tests, inspections or approvals by authorized agencies, the Contractor
will give the City's Representative reasonable notice of when the Work will be ready for review
and inspection.
16.
USE OF PLACE OF WORK
16.1
The Contractor will confine its tools, machinery, equipment and materials to limits as may be
established by the City's Representative, acting reasonably.
16.2
The Contractor will maintain the Place of Work in a tidy condition and free from the accumulation
of waste products and debris, other than that caused by the City, other contractors or their
employees.
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16.3
Prior to application for the Certificate of Total Performance, the Contractor will remove all surplus
products, tools, machinery and equipment, and any waste and debris, and leave the Place of
Work clean and suitable for occupancy by the City.
16.4
The Contractor will not have exclusive use of the Place of Work, and will undertake the Work in
cooperation with the City, and other users of the Place of Work as the City may permit or direct.
16.5
The Contractor will protect the property adjacent to the Place of Work from damage and will hold
the City harmless from any claims which may arise as a result of the Contractor's operations
under the Contract, or from failure to provide such protection, or both.
16.6
The Contractor will protect the Work and the City's property from damage and will be responsible
for any damage which may arise as a result of operations under the Contract, except damage
which occurs as a result of actions of the City.
16.7
Should any damage occur to the Work or the City's property, or both, for which the
Contractor is not responsible, the Contractor will:
(a)
(b)
make good such damage to the Work, and
if the City so directs, make good such damage to the City's property, and the
Construction Schedule will be extended for such time as may be agreed by the City and
the Contractor, acting reasonably.
16.8
The City may take possession of and use any completed portion of the Work regardless of the
time for completion of the Work. Such possession or use will not be construed as final
acceptance of the Work or portion.
17.
SUPERVISION
17.1
The Contractor will provide competent supervision as is necessary to perform the Work.
18.
CODES AND REGULATIONS
18.1
The Contractor will perform the Work in full compliance with all applicable federal, provincial and
municipal enactments, codes and regulations.
19.
CONTRACTOR'S WARRANTY
19.1
The Contractor represents, warrants and guarantees to the City that:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
19.2
The Contractor agrees to correct any deficiency in the Work arising from faulty construction, faulty
material, faulty installation or faulty workmanship, which appear:
(a)
(b)
(c)
19.3
the Work will, in all respects, be constructed in a good and workmanlike manner;
the Work will be constructed in accordance with all applicable laws in effect at the date of
the Contract and in accordance with the best current and prevailing industry practices;
the Work will be supplied, procured, fabricated, installed, constructed and completed in
accordance with all requirements of the Contract;
all Work will be free from defects or deficiencies arising from faulty construction, faulty
material, faulty equipment, faulty installation or faulty workmanship;
the Work as constructed will be fit for the purpose intended;
title to all Work and all parts thereof shall be free and clear of all liens, charges,
encumbrances and adverse claims whatsoever; and
no part of the Work shall constitute an infringement of any patent, trade mark, copyright
or other proprietary interest.
in the period of five (5) years after Substantial Performance of the Work;
for other Work, excluding Work covered by a warranty greater than twelve (12) months, in
the period of twelve (12) months after the date of Substantial Performance of the Work;
and
for other Work in the period of any warranties.
The Contractor shall undertake all repairs or replacements at times that will minimize interference
with the City's operations.
RFQ (Goods and Services) No.: 1220-040-2011-019
11
19.4
Nothing contained herein limits the rights of the City in relation to recovery for latent deficiencies
in the Work or otherwise limits the rights of the City at law or in equity.
19.5
The Contractor shall not be relieved of its warranty obligations by reason of inspection, testing or
acceptance of the Work or any portion thereof, or the issuance of a Certificate of Substantial
Performance, or a Certificate of Total Performance, or payment to the Contractor of any money
under the Contract.
20.
WAIVERS
20.1
The Contractor's application for the Certificate of Substantial Performance shall constitute a
waiver and release by the Contractor of any and all claims arising out of or relating to the
Contract to the date of Substantial Performance. This waiver shall include without limitation those
that might arise from the negligence or breach of contract by the City, the City's Representative
and their respective employees, agents, officers and contractors, but does not include claims
made by the Contractor in writing prior to such application in accordance with the provisions of
the Contract Documents and delivered to the City's Representative prior to date of Substantial
Performance and still unsettled.
The Contractor's application for the Certificate of Total Performance shall constitute a waiver and
release by the Contractor of any and all claims arising out of or relating to the Contract that have
arisen between the date of Substantial Performance and the date of the Certificate of Total
Performance. This waiver shall include those that might arise from the negligence or breach of
contract by the City, the City's Representative, and their respective employees, agents, officers
and contractors, but does not include claims by the Contractor in writing prior to such application
in accordance with the provisions of the Contract Documents and delivered to the City's
Representative and still unsettled.
20.2
21.
SUBSTANTIAL PERFORMANCE
21.1
The City or its contractor will, after receipt of a written application from the Contractor for a
Certificate of Substantial Performance, make an inspection and assessment of the Work and
issue a Certificate of Substantial Performance or if the City decides that Substantial Performance
has not been achieved, consult with the Contractor and advise the Contractor of the Work
required to achieve Substantial Performance.
21.2
An application for Substantial Performance shall be accompanied by:
(a)
(b)
a sworn declaration in a form acceptable to the City Representative that all amounts
relating to the Work, due and owing as of the end of the month covered by the invoice to
third parties including all subcontractors and suppliers, have been paid; and
documentation satisfactory to the City's Representative showing compliance with
Workers' Compensation Board requirements.
21.3
The City shall pay any builder's lien holdback as required by the Builders Lien Act, or on such
other date as required by law, but the City may hold back the amounts for any deficiencies or filed
builder's liens.
21.4
The City's Representative shall be the payment certifier responsible for payment certification for
the Contractor under the Builders Lien Act. The Contractor shall be the person responsible for
payment certification for all subcontractors, including the subcontractors, as required under the
Builders Lien Act.
22.
TOTAL PERFORMANCE
22.1
Before applying for a Certificate of Total Performance, the Contractor will provide to the City the
following:
(a)
(b)
(c)
complete sets of digital drawings and specifications, in reproducible form, showing the
as-built Work;
complete sets of maintenance manuals for any and all equipment comprised in the Work;
and
the results of quality control testing by the Contractor.
RFQ (Goods and Services) No.: 1220-040-2011-019
12
22.2
The Contractor may apply for a Certificate of Total Performance and the procedure and
requirements for the issuance of the Certificate of Total Performance shall include the provision
by the Contractor of the sworn declaration and Workers' Compensation Board compliance
documentation.
23.
WORKERS' COMPENSATION BOARD
23.1
The Contractor shall provide evidence, satisfactory to the City's Representative of compliance
with the requirements of the Workers Compensation Act, R.S.B.C. 1996, c. 492, as amended (the
"Workers Compensation Act"), including payments due thereunder at the following times:
(a)
prior to commencing the Work;
(b)
as a condition of receiving a Certificate of Substantial Performance; and
(c)
as a condition of receiving a Certificate of Total Performance.
23.2
At any time during the performance of the Work, upon request of the City's Representative, the
Contractor shall provide such evidence of compliance with the Workers Compensation Act by the
Contractor and his subcontractors.
23.3
The Contractor agrees that it is the prime contractor for the Services for the purposes of the
Workers Compensation Act. The Contractor will have a safety program in place that meets the
requirements of the Workers' Compensation Board Occupational Health and Safety Regulation
and the Workers Compensation Act. As prime contractor, the Contractor will be responsible for
appointing a qualified coordinator for insuring the health and safety activities for the location of
the Services. The qualified coordinator is:
Name: ____________________________
Contact No.
______________________
The Contractor will advise the City immediately in writing if the name or contact number of the
qualified coordinator changes.
23.4
If at any time the performance of the Work is stopped because the Contractor unreasonably fails
or refuses to comply with a regulation or order issued pursuant to the Workers Compensation Act,
then such failure or refusal shall be considered a default under the Contract.
23.5
The Contractor shall indemnify the City for any costs, fines, expenses and penalties that the City
is required to pay on account of the Contractor performing the Work in breach of any Workers
Compensation Act order or regulations.
24.
INSURANCE
24.1
The Contractor will obtain and carry, in forms and with insurers satisfactory to the City:
(a)
commercial general liability insurance in a wrap up form with a limit of five million
($5,000,000) dollars inclusive per occurrence for bodily injury, death and damage to
property;
(b)
the insurance shall include the Contractor, the City, the project manager, all contractors,
contractors, subcontractors, suppliers and tradesmen contributing to the Work;
(c)
the insurance shall preclude subrogation claims by the insurer against anyone insured
hereunder;
(d)
the insurance shall include coverage for:










broad form products and completed operations,
owner's and contractor's protective liability,
contractor's contingent liability,
blanket written contractual,
contingent employer's liability,
personal injury liability,
non-owned automobile,
cross liability,
employees as additional insured's, and
broad form property damage;
RFQ (Goods and Services) No.: 1220-040-2011-019
13
and where such further risk exists:


(e)
(f)
(g)
(h)
(i)
(j)
shoring, blasting, excavating, underpinning, demolition, removal, pile-driving and
caisson work, work below ground surface, tunnelling and grading, as applicable,
and
operation of attached machinery.
product and completed operations liability insurance, to remain in full force and effect for
a period of not less than twelve (12) months following completion of the Work;
professional liability insurance to the end of the agreed upon warranty period(s), but not
less than one (1) year after total completion, for the Contractor's professional contractors
and sub-contractors;
course of construction insurance against "all risks" of physical loss or damage, and shall
extend to cover all materials, property, structures and equipment while in transit or
storage and during construction, erection, installation and testing, but such insurance
shall not include coverage for the Contractor's equipment of any description. Such
insurance shall be maintained until Substantial Performance of the Work;
Automobile Liability insurance on all vehicles owned, operated or licensed in the name of
the Contractor in an amount not less than three million dollars ($3,000,000);
the insurance shall include as an insured, each contractor and subcontractor, project
manager, architect and engineer who is engaged in the Work; and
the insurance will contain a waiver of the insurer's rights of subrogation against all
insured except where a loss is deemed to have been caused by or resulting from any
error in design or any other professional error or omission.
24.2
The Contractor will provide proof of the required insurance coverage prior to commencing the
Work. Such proof will be in the form of a City of Surrey certificate of insurance.
24.3
The Contractor acknowledges that any requirement or advice by the City as to the amount of
coverage under any policy of insurance will not constitute a representation by the City that the
amount required is adequate and the Contractor acknowledges and agrees that it is solely
responsible for obtaining and maintaining policies of insurance in adequate amounts.
24.4
If requested to do so, the Contractor will provide the City with a copy of insurance policies relating
to the Work.
25.
INDEMNIFICATION
25.1
The Contractor shall indemnify and hold harmless the City, its elected officials, its officers, agents
and employees from and against claims, demands, losses, costs, damages, actions, suits or
proceedings by third parties that arise out of, or are attributable to, any act or omission or alleged
act or omission of the Contractor, the Contractor's agents, employees or subcontractors or
suppliers in performance of the Contract.
25.2
The City shall indemnify and hold harmless the Contractor, its agents and employees from and
against claims, demands, losses, costs, damages, actions, suits, or proceedings arising out of or
which are attributable to a lack of or defect in title or an alleged lack of or defect in title to the
Place of Work.
26.
REJECTED WORK
26.1
Work that is defective ("Defective Work"), whether the result of poor design, poor workmanship,
use of defective materials or damage through carelessness or other acts, and whether
incorporated in the Work or not, which has been rejected by the City as failing to conform to the
Contract will be removed promptly by the Contractor and replaced and re-executed promptly and
properly at the Contractor's expense.
27.
DEFAULT
27.1
If the Contractor:
(a)
is adjudged bankrupt, makes a general assignment for the benefit of creditors, or a
receiver is appointed on account of its insolvency;
RFQ (Goods and Services) No.: 1220-040-2011-019
14
(b)
(c)
(d)
(e)
(f)
(g)
fails to supply competent supervision, properly skilled workers or proper materials;
fails to make prompt payment to its contractors, suppliers or workers;
fails to observe, or breaches the provisions of the Contract;
fails to remove and replace Defective Work;
abandons the Work; or
fails to adhere to the Construction Schedule;
the Contractor is in default of the Contract and the City may give the Contractor written notice to
remedy such default. If the Contractor does not commence correction of such default within five
(5) business days of receiving such notice and diligently pursue correction of such default, the
City may suspend the Work or terminate the Contract, without prejudice to any other right or
remedy the City may have.
27.2
The parties agree that if the City terminates the Contract under the conditions set out above, the
City shall pay the Contractor:
(a)
27.3
for all Work performed, plus reimbursement for expenditures made on account of the
remaining Work, but shall not pay for profit and overhead on account of the remaining
Work or any additional costs incurred because of the termination.
If the City terminates the Contract, the City may:
(a)
(b)
take possession of the Work and materials, and utilize the Contractor's machinery and
equipment at the Place of Work to the extent third party rights are not impaired, and bring
the Work to completion by whatever method the City may deem expedient; and
upon completion of the Work, charge the Contractor the full cost of completing the Work,
as certified by the City's Representative, including remedying any deficiencies in the
Work.
28.
CORRECTION BY CITY
28.1
In addition to the right of termination, if the Contractor fails to comply with a provision of the
Contract, including failure to remove and replace Defective Work, the City may, without prejudice
to any other remedy it may have, correct such default and charge the Contractor the full cost of
correcting the default.
29.
DISPUTE RESOLUTION
29.1
The parties will make reasonable efforts to resolve any dispute, claim, or controversy arising out
of this agreement or related to this agreement (“Dispute”) using the dispute resolution procedures
set out in this section.
Negotiation
The parties will make reasonable efforts to resolve any Dispute by amicable negotiations and will
provide frank, candid and timely disclosure of all relevant facts, information and documents to
facilitate negotiations.
Mediation
If all or any portion of a Dispute cannot be resolved by good faith negotiations within 30 days,
either party may by notice to the other party refer the matter to mediation. Within 7 days of
delivery of the notice, the parties will mutually appoint a mediator. If the parties fail to agree on
the appointment of the mediator, then either party may apply to the British Columbia International
Commercial Arbitration Centre for appointment of a mediator. The parties will continue to
negotiate in good faith to resolve the Dispute with the assistance of the mediator. The place of
mediation will be Surrey, British Columbia. Each party will equally bear the costs of the mediator
and other out-of-pocket costs, and each party will bear its own costs of participating in the
mediation.
Litigation
If within 90 days of the request for mediation the Dispute is not settled, or if the mediator advises
that there is no reasonable possibility of the parties reaching a negotiated resolution, then either
party may without further notice commence litigation.
RFQ (Goods and Services) No.: 1220-040-2011-019
15
30.
ASSIGNMENT AND SUBCONTRACTS
30.1
The Contractor agrees to preserve and protect the rights of the parties under the Contract with
respect to Work to be performed under subcontract and to:
(a)
(b)
enter into contracts or written agreements with subcontractors to require them to perform
their work in accordance with and subject to the terms and conditions of the Contract
Documents; and
be as fully responsible to the City for acts and omissions of subcontractors and of
persons directly or indirectly employed by them as for acts and omissions of persons
directly employed by them. The Contractor agrees that he will incorporate the terms and
conditions of the Contract Documents into all subcontract agreements entered into with
subcontractors.
30.2
The Contractor agrees to employ those subcontractors proposed by in writing and accepted by
the City at the signing of the Contract. The Contractor shall not, without the written consent of the
City, change a subcontractor who has been engaged in accordance with the Contract.
30.3
The City may, for reasonable cause, object to the use of a proposed subcontractor and require
the Contractor to employ one of the other subcontractors.
30.4
In the event that the City requires a Change from a proposed subcontractor, the Contract Price
shall be adjusted by the difference in cost and mark-up occasioned by such required Change.
The Contractor shall not be required to employ as a subcontractor a person or firm to whom he
may reasonably object.
30.5
30.6
The Contractor may, upon reasonable request and at its discretion, provide to a subcontractor
information as to the percentage or quantity of the subcontractor's work which has been certified
for payment.
30.7
Nothing contained in the Contract Documents shall create a contractual relationship between a
subcontractor and the City.
31.
NOTICES
31.1
Communications between the City and the Contractor, including all written notices required by the
Contract Documents, may be delivered by hand, or by fax, or by pre-paid registered mail to the
addresses set out below:
To the City:
City of Surrey
Parks, Recreation & Culture Department
Parks Division
14245 – 56th Avenue, Surrey, BC V3X 3A
Telephone: 604-501-5176
Fax: 604-501-5177
Attention: Mr. Bob Paterson, Manager, Parks Development Services
with a copy to the Solicitor at:
City of Surrey
Legal Services
14245 – 56th Avenue, Surrey, BC V3X 3A2
Fax: 604-599-1613
Attention: Mr. Craig MacFarlane, City Solicitor
31.2
The Contractor:
Telephone: 604Fax: 604E-mail:
Attention:
A communication or notice that is addressed as above shall be considered to have been
received:
(a)
(b)
(c)
immediately upon delivery, if delivered by hand; or
immediately upon transmission if sent and received by fax; or
after five (5) days from date of posting if sent by registered mail.
RFQ (Goods and Services) No.: 1220-040-2011-019
16
31.3
The City or the Contractor may, at any time, change their address for notice by giving written
notice to the other at the address then applicable.
31.4
The sender of a notice by fax assumes all risk that the fax will be received properly.
32.
FORCE MAJEURE
32.1
Each Party will be excused from performance under this Contract for any period and to the extent
that it is prevented from or delayed in performing any obligations pursuant to this Contract, in
whole or in part, by any Force Majeure Event. The affected Party may invoke this section by
promptly notifying the other Party in writing of the nature and estimated duration of the
suspension of the Party‟s performance. In such event, the affected Party will be excused from
further performance of obligations so affected for so long as such Force Majeure Event prevails
and such Party continues to use its best efforts to recommence performance whenever and to
whatever extent possible without delay (except that a Party is not required by this Section to
compromise its position with respect to or settle any labour dispute in order to satisfy its
obligations hereunder). For the avoidance of doubt, nothing in this Section will affect the City‟s
right to terminate this Contract for convenience as provided in Section 27.
For the purposes of this Contract, “Force Majeure Event” will mean the occurrence of an event or
circumstance beyond the reasonable control of a Party, provided that (i) the non-performing Party
is without fault in causing or preventing such occurrence and (ii) such occurrence cannot be
circumvented through the use of commercially reasonable alternative sources, workaround plans
or other means. Force Majeure Events will include acts of federal, provincial, local or foreign
governmental authorities or courts, war or insurrection, civil commotion, catastrophic events,
including without limitation earthquakes, catastrophic weather conditions, pandemics, fires,
floods, storms or other elements of nature or acts of God, and labour disturbances that affect the
Party claiming force majeure.
32.2
33.
GENERAL
33.1
The Contract contains the entire agreement between the City and the Contractor and may not be
amended except in writing and signed by both parties.
33.2
All schedules attached to the Contract will be read and construed as forming part of the Contract.
33.3
The Contract will be interpreted in accordance with the laws of the Province of British Columbia.
33.4
The headings are included in the Contract for convenience only and will not be referred to in
interpreting the Contract.
33.5
No consent or waiver by either party to or of any breach or default by the other under the Contract
will be effective unless in writing, nor will such consent or waiver be relied on as consent to or
waiver of any other breach or default of the same or any other obligation.
33.6
Each party will, at its own expense, execute and deliver all such further agreements and
documents and do such acts and things as may be reasonably required to give effect to the
Contract.
IN WITNESS WHEREOF the parties hereto have executed the Contract on the day and year first above
written.
CITY OF SURREY
INSERT NAME OF CONTRACTOR
by its authorized signatory(ies):
by its authorized signatory(ies):
_______________________________
_______________________________
Insert Name of Person Signing
Insert Name of Person Signing
Insert Title of Person Signing
Insert Title of Person Signing
_______________________________
_______________________________
Insert Name of Person Signing
Insert Name of Person Signing
Insert Title of Person Signing
Insert Title of Person Signing
RFQ (Goods and Services) No.: 1220-040-2011-019
17
SCHEDULE OF CONTRACT DOCUMENTS
SCHEDULE 1
(complete listing of all photographs that are a part of this Contract Documents)
Resurfacing Running Track – Bear Creek Park – Contract 1220-040-2011-019
Photograph Index
Photograph No.
Photograph Title
Sheet No.
RT-1
Bear Creek Track
1
RT-2
Bumpy Area along 200m Start
1
RT-3
High Jump Drain Area
1
RT-4
Organic Material Encroachment
1
RT-5
Root Heaving at Pole Vault Box
1
RT-6
Track Cross Section
1
RT-7
Track Cross Section
1
RT-8
Track Cross Section
1
RFQ (Goods and Services) No.: 1220-040-2011-019
18
SCHEDULE B
APPENDIX 1
SPECIAL PROVISIONS
RUNNING TRACK RESURFACING
AT
BEAR CREEK PARK
RFQ (Goods and Services) No.: 1220-040-2011-019
19
SCHEDULE B
APPENDIX 1 - SPECIAL PROVISIONS
S.P.1
Definitions
In these Special Provisions, unless the context otherwise requires,
“Section” means section of the Specifications or the Conditions of Contract.
“Item” means item of the Schedule of Prices.
S.P.2
Contract Time
The Work shall be carried out in accordance with the construction schedule as agreed to by the City, and
as amended from time to time. Sufficient workers, materials, equipment, appliances and services are to
be kept on site at all times to maintain the scheduled completion of this work. It is further understood and
agreed upon and made part of the Contract that the Work must be begun, performed, and completed in
accordance with this schedule by the Contractor and if the Contractor fails to begin, perform without
interruption, and complete the Work as required by this Contract, the Contractor may be declared in
default of this Contract.
th
The Work under the Contract is to be completed no later than August 5 , 2011. If at any time, the
Contractor discovers that the Time schedule cannot be met, it will immediately advise the City, and submit
a revised Time Schedule in writing.
S.P.3
Project Coordination
Coordinate progress of the Work, progress schedules, use of site, temporary utilities, construction
facilities and temporary controls.
S.P.4
Project Safety
It is the Contractor‟s responsibility to perform work consistent with good construction practice in the safest
manner possible. The health and safety of all members of the construction team and the general public is
the responsibility of the Contractor. To ensure that the safest possible conditions exist on this project, all
personnel must adhere strictly to the current requirements of the Occupational Health and Safety
Regulations and WCB standards for Resurfacing of Running Track Projects; the Contractor‟s Corporate
Health & Safety Programme; the Contractor‟s Site Safety Plan and all applicable codes.
In addition to the general project safety requirements indicated above, the Contractor will also be
responsible for enclosing the work site, including erecting temporary hoarding as necessary. The
hoarding will be removed during times the Contractor is not actively working on the site.
The City will endeavour to work with the Contractor to minimize the extent of hoarding, and the frequency
in which the hoarding is erected/dismantled. Note that the existing track and field area includes a
perimeter fencing system which may be utilized as hoarding, subject to the Contractor‟s work programme,
the site conditions with respect to construction hazards and the duration of time that the site is intended to
require protective fencing,
As the field is used by community sports groups throughout the late spring and summer months, it is not
intended that the field is closed for any extended periods of time.
S.P.5
Traffic Control
The Contractor shall at all times ensure the safety of the public (vehicular and pedestrian traffic) and its
employees while performing these Services. When required, traffic control and flagpersons are to be
provided and paid for by the Contractor and are the responsibility of the Contractor. This includes the
provision of traffic control within the Bear Creek Park parking lot and the construction haul road from the
parking lot to the track.
S.P.6
Construction Access
The designated access to and from the construction site must be approved by the City. All construction
traffic must use the designated access including heavy equipment, trucks and workers‟ personal vehicles.
RFQ (Goods and Services) No.: 1220-040-2011-019
20
The Contractor will be responsible for repairing any damage to Park facilities (including grassed lawn
areas) caused by construction vehicles.
S.P.7
Proposed Substitutions
Acceptance of material specifications that are an equal or higher level of quality compared to the material
specified will not be unreasonably withheld.
Quotations for equipment substitutions to be made as separate line items and as additive or deductive
alternates to the base equipment bid.
Evaluation of the substitutions to be made solely by the City whose decision shall be final.
S.P.8
Manuals
Installation and Operator‟s manuals must accompany equipment delivered. Electrical, Mechanical, and
Plumbing booklets shall be provided to the City, as per the Specifications.
All manual(s) must be furnished prior to payment and delivered to the City. Failure to deliver all
manual(s) that are ordered may result in non-payment until all manual(s) are received.
S.P.9
Qualifications of Contractor
The Contractor shall submit documented experiences/references of at least 5 projects using the two component
polyurethanes within the past 5 years .By submitting a Quotation, a Contractor represents that it has the
expertise, qualifications, resources, and relevant experience to supply the Goods and Services.
Tradesmen engaged in the performance of the Services shall be qualified in accordance with the
requirements of the Tradesman Qualification Act and all pertinent licensing requirements required by the
Ministry of Municipal Affairs. The Contractor shall be a registered, bonded, professional contractor
licensed by the Province of British Columbia.
S.P.10 Notification/Schedule of Work
The Contractor will be required to start work upon notification from the City. The Contractor shall notify
the City (Project Manager), Consultant and facility manager of his work schedule twenty-four (24) hours in
advance.
The Contractor shall confine his hours of work on site from 7:00 am to 4:00 pm Monday to Friday or as
approved by the City (Project Manager). Weekend work will be considered upon written notice received
by the City (Project Manager). Overtime rates do not apply to scheduled work within the Quotation. The
City shall be informed one week in advance of any stoppage or restart of the work.
No work to be performed outside of the normal working hours without prior approval from the City.
S.P.11 Damage
The Contractor will be responsible for any and all damages to property or persons and for any losses or
costs to repair or remedy the works as a result of any negligent act or omission, or misconduct in the
performance of the works and its subcontractor‟s work and shall indemnify and hold harmless the City, its
officers, agents and employees from all suits, claims, actions or damages of any nature whatsoever
resulting therefrom unless such loss, damage, injury or loss results from or arises out of the error,
omission and/or negligent acts of the City, or its officers, for subsequent correction of any such error,
omission and/or negligent acts or of its liability for loss or damage resulting therefrom. Except as to
professional liability, these indemnities shall not be limited by the listing of any insurance coverage.
S.P.12 Worksite Conduct
All labourers and workers, while working in and around the City‟s facilities, shall act in a professional
manner. The Contractor is to enforce proper discipline and decorum among all labourers and workers on
the worksite and is to control, among other things: 1) noise, including music; 2) the use of offensive
language; 3) smoking or drinking of alcoholic beverages on the worksite; 4) physical violence; 5) riding in
the passenger elevators; 6) thievery; and 7) the transportation of articles or materials deemed hazardous.
If the City determines, in its sole discretion, that any labourer need to be removed due to his or her failure
to comply with the terms of this provision, the Contractor will remove such labourers from the worksite
immediately.
RFQ (Goods and Services) No.: 1220-040-2011-019
21
Alcohol and drugs are not tolerated on this site at any time including anyone deemed to be under the
influence shall be escorted off site.
S.P.13 Worksite Clean-Up
During the performance of the work, the Contractor is to at all times keep the worksite and such
immediate surrounding areas which it may utilize from waste materials, debris and/or rubbish and is to
employ adequate dust control measures. If accumulation of such materials, debris, rubbish or dust
constitutes a nuisance or safety hazard or is otherwise objectionable in any way, as reasonably
determined by the City, the Contractor is to promptly remove them. If any claim, suit, losses, or action be
brought by a person affected by the transportation of materials, equipment, goods or wastes to and from
the worksite, the Contractor shall defend, indemnify and hold harmless all indemnified parties.
Furthermore, the Contractor is to, at all times, keep the premises free from accumulations of waste
materials or rubbish caused by the Contractor‟s work. At the completion of the work, the Contractor is to
remove all project signs and all rubbish and temporary work, of every nature, from and about the
worksite. The Contractor is to remove all tools, scaffolding and surplus materials and is to leave the
worksite broom clean or its equivalent. If the Contractor fails to clean up as required by this RFQ, the City
may do so and the costs associated with such clean up is to be charged to the Contractor.
S.P.14 Accidents; Equipment Safety
Any and all accidents, regardless of how minor, involving another person, private property, or vehicle,
shall be reported immediately to the Surrey R.C.M.Police and a report requested. The City shall also be
contacted immediately and be provided a copy of any reports. The Contractor shall assume all
responsibility for damages to property or injuries to persons, including accidental death, attorneys fee and
costs of defence which may be caused by Contractor‟s performance of this Agreement, whether such
performance be by itself, its subcontractor, or anyone directly or indirectly employed by Contractor or its
subcontractors and whether such damage shall accrue or be discovered before or after termination of this
Agreement.
The Contractor‟s equipment operators shall maintain good safety and driving records, and use extreme
caution during the performance of the work.
S.P.15 Permits and Fees
The Contractor is to secure and pay for all permits, and governmental fees, licenses and inspection
necessary for proper execution and completion of the work which are customarily secured after execution
of an agreement and which are legally required.
The Contractor is to comply with and give notices required by Laws applicable to performance of the
work.
RFQ (Goods and Services) No.: 1220-040-2011-019
22
SCHEDULE B
APPENDIX 2
SUPPLEMENTARY SPECIFICATIONS
RUNNING TRACK RESURFACING
AT
BEAR CREEK PARK
RFQ (Goods and Services) No.: 1220-040-2011-019
23
SCHEDULE B
APPENDIX 2 - SUPPLEMENTARY SPECIFICATIONS
SYNTHETIC RE-SURFACING AND LINE MARKINGS FOR BEAR CREEK PARK RUNNING TRACK
Background and General Overview
The scope of work generally includes resurfacing of the existing running track, jump and throw event
areas using a minimum 5 mm thick impermeable, polyurethane-bound red Ethylene Propylene Dien
Polimerisat (EPDM) rubber granule synthetic track surfacing material. In addition, re-leveling of some
relatively minor areas of the main track and high jump area will be needed to correct unevenness and
poor drainage. Installation of new track drains (catch basins), as well the full reconstruction (ie removal
and replacement) of existing failed tracking surfacing in some areas will also be required.
The existing surfacing was originally placed approximately 25 years ago and was re-surfaced
approximately 12 years ago when a second surface coat of 5 mm thick polyurethane-bound EPDM
synthetic track surfacing material was applied. The surfacing currently consists of a 10 to 12 mm thick
polyurethane bound SBR base layer with two red SBR top coats totaling 5 to 7 mm. The total thickness
of the existing track surfacing is 15 to 17 mm (one base coat with two top coats). Samples of surfacing
recently removed from the track indicated the original surfacing is still generally bonded well to the
underlying asphaltic concrete base. There is no evidence the asphaltic concrete base is not still
performing well.
The track surface is generally in good structural condition, however, the surface has worn to an
unacceptable level with substantial loss of texture. In addition, the lines have faded and minor
delamination has occurred along the inner and outer edges. Where the track edge is adjacent to the
natural grass field and adjacent lawn areas, grass and weeds are beginning to migrate into, and under,
the synthetic track surface. Minor isolated areas of delamination have also been noted sporadically on
the track.
The main track surface is generally level with the exception of an approximately 45 m long section near
the 200 m start line. The only other noticeable area of unevenness is located near the inner edge of the
high jump area, which is also experiencing some ponding. Both of these areas will require leveling prior
to installation of the new top coat surfacing material. The method of leveling may include surfacing
removal or perhaps the application of an additional polyurethane synthetic leveling course.
The pole vault and javelin runways are worn to about 5 mm and both will require application of a full depth
15 m thick track surface. The pole vault box and the concrete vault support area immediately around the
box will need to be removed and replaced to meet current IAAF standards.
With the exception of the removal of delaminated areas of surfacing, the proposed new surfacing material
can be applied to the existing surfacing material (subject to proper cleaning, preparation, leveling and
inspection).
Drainage is provided through an inner concrete edger with an integrated gutter. Several 100 mm diameter
surface drains are located in this concrete gutter at regular intervals throughout the inside edge of the
track. The size of the existing surface drains is inadequate from a performance perspective for the facility
(constantly plugged with grass and debris) and therefore they will be replaced at ten locations with larger
diameter catch basins as part of this project.
Detailed Scope of Work:
The scope of work includes provision of all materials, labour and equipment necessary to complete the
work shown on the project plans, specifications and other provisions of the Contract, including, but not
limited to the following:
Drainage System



Saw cut existing concrete gutter at ten locations (twenty saw cuts) around the inside edge of the
track and remove ten existing 100 mm diameter surface drains.
Flush existing drain leads.
Install a new 152 mm wide by 508 mm long „trench drain‟ type concrete catch basin with a ductile
iron, lock-down, ADA, heel-proof grate to replace each removed existing drain (ten new catch
basins required).
RFQ (Goods and Services) No.: 1220-040-2011-019
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
Connect new catch basins to existing 100 mm diameter drain leads using 100 mm diameter PVC
SDR 35 pipe.

Restore 430 mm wide by 200 mm deep concrete gutter to match existing shape and width.
8 Lane Oval Running Track Area








Inspect and identify areas of de-lamination around inside and outside edges of track, including
but not limited to edge areas with grass infiltration. Saw cut and remove de-laminated areas of
surfacing.
Power wash the entire track surface and power wash areas where existing surfacing is removed
prior to application of any new surfacing.
Inspect and identify areas where drainage is inadequate or uneven, including but not limited to
the section near the 200 m start line (full track width by 45 m long). Apply a two component
polyurethane leveling course where feasible to correct such deficiencies.
Saw cut and remove any uneven or poorly draining areas that can not be corrected through
application of a leveling course.
Reinstate areas where surfacing is removed using full pour polyurethane surfacing to match the
existing thickness removed prior to application of the final 5 mm surface lift.
Apply a 5 mm thick layer surface lift of two-component polyurethane with red EPDM rubber
granules over the entire track surface.
Install a complete new set of lines and markings to match the existing lines and markings, all in
accordance with current IAAF and BC Athletics Standards.
Work by City of Surrey: The City will remove and reinstate an approximately 200 mm wide strip
of grass sod along the edge(s) of the track not bounded by the concrete gutter.
Pole Vault Box and Runway





Remove and replace pole vault boxes with IAAF approved stainless steel boxes (N.B. Vault box
covers are required (unless you can re-use the old ones) with covers.
Remove existing pole value box surround (excluding runway and landing mat pad) paved area
and dispose offsite. Construct new concrete surround and concrete pad for the vault upright
supports.
Inspect and identify areas where drainage is inadequate or the surface is uneven. Apply a two
component polyurethane leveling course where feasible to correct such deficiencies.
Install a 15 mm thick two layer polyurethane-bound EPDM surfacing system over the existing
surfacing. The surface course EPDM granule distribution is to match the oval track area.
Install a complete new set of lines and markings to match the existing lines and markings, all in
accordance with current IAAF and BC Athletics Standards.
 Work by City of Surrey: The City will remove and reinstate an approximately 200 mm wide strip of
grass sod along the edge(s) of the runway.
Javelin Runway #1 (Inside Track)

Inspect and identify areas where drainage is inadequate or the surface is uneven. Apply a two
component polyurethane leveling course where feasible to correct such deficiencies.

Apply a minimum 5 mm thick layer surface lift of two-component polyurethane with red EPDM
rubber granules over the runway surface. The surface course EPDM granule distribution is to
match the oval track area.

Install a complete new set of lines and markings to match the existing lines and markings, all in
accordance with current IAAF and BC Athletics Standards.

Work by City of Surrey: The City will install a new concrete edger prior to the surface being
applied.
Javelin Runway #2 (South Side of Track)

Inspect and identify areas where drainage is inadequate or the surface is uneven. Apply a two
component polyurethane leveling course where feasible to correct such deficiencies.

Install a 15 mm thick two layer polyurethane-bound EPDM surfacing system over the existing
surfacing. The surface course EPDM granule distribution is to match the oval track area.

Install a complete new set of lines and markings to match the existing lines and markings, all in
accordance with current IAAF and BC Athletics Standards.
RFQ (Goods and Services) No.: 1220-040-2011-019
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
Work by City of Surrey: The City will remove and reinstate an approximately 200 mm wide strip
of grass sod along the edge(s) of the runway.
High Jump Area








Inspect and identify areas of de-lamination, including but not limited to the edge areas adjacent to
the curb and any areas with grass infiltration. Saw cut and remove de-laminated areas of
surfacing.
Power wash the entire high jump area including area including power washing of areas where
existing surfacing is removed prior to application of any new surfacing.
Inspect and identify areas where drainage is inadequate or uneven. Apply a two component
polyurethane leveling course where feasible to correct such deficiencies.
Saw cut and remove any uneven or poorly draining areas that can not be corrected through
application of a leveling course.
Reinstate areas where surfacing is removed using full pour polyurethane surfacing to match the
existing thickness removed prior to application of the final 5 mm surface lift.
Apply a 5 mm thick layer surface lift of two-component polyurethane with red EPDM rubber
granules over the entire track surface.
Install a complete new set of lines and markings to match the existing lines and markings, all in
accordance with current IAAF and BC Athletics Standards.
Work by City of Surrey: The City will remove and reinstate an approximately 200 mm wide strip
of grass sod along the edge(s) of the high jump area not bounded by the concrete gutter.
Long Jump Area

The long jump has been recently re-surfaced and therefore no work is required..
RFQ (Goods and Services) No.: 1220-040-2011-019
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SITE WORK
SUPPLEMENTARY CONDITIONS
TRACK SURFACING SPECIFICATIONS
(Refer to Master Municipal Construction Document Volume II for Standard Specification – Gold Edition)
Prepared for the City of Surrey by:
R.F. Binnie & Associates Ltd.
ENGINEERS, PROJECT MANAGERS & SURVEYORS
101-19232 Enterprise Way
Surrey, BC V3S 6J9
Ph 604-574-3336
RFQ (Goods and Services) No.: 1220-040-2011-019
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Resurfacing of Bear Creek Park Running Track
Contract No. 1220-040-2011-019
1.0
GENERAL
1.01
Scope of Work
1.02
Track Surfacing Specifications
a.
Include all labour, material, equipment, transportation, and services to install complete
running track and field event surfacing as shown on the plans and as specified herein.
b.
System to be rubber base bound with polyurethane and a top coating of two component
polyurethane pigmented coating with EPDM Rubber Granules.
c.
Provide painted lines and striping as specified.
d.
The surface of all rubberized surfaces must have homogeneous texture. All areas, such
as abutting seams, that do not have uniform texture must be cut out and resurfaced with
acceptable texture and finish appearance.
e.
Warranty package.
Related Work In Other Sections
Refer to MMCD Specifications for Concrete, Drainage and other general work.
1.03
Standard Specifications
a.
1.04
Pre-Approved Vendors/Installers
a.
1.05
IAAF Track and Field Rules, latest edition
The following vendors have been pre-approved for installation of the rubberized running
track and field event surfacing:
Ocean Marker Sports Surfaces
Marathon Athletic Surfaces
Submittals
a.
Experience, References, and Installation:
1.
b.
A minimum of 30 calendar days prior to the scheduled commencement of the
surfacing installation, the Contractor shall submit to the Engineer the name of track
marking subcontracting firm and surveyor, their proposed foremen and key
personnel, along with their experience record. The Engineer must approve the
marking subcontractor.
Track Striping Shop Drawings
1.
The Contractor shall submit a minimum of 30 calendar days prior to the scheduled
commencement of the surfacing installation, complete and detailed track striping
and marking plan with calculations showing all conditions of installation, connection
to other work, dimensions, size, shape, color, and location of all lines and
markings, including hurdle markers, lane numbers, relay exchange zones, etc.
Drawings shall show the entire track on one sheet at scale.
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Resurfacing of Bear Creek Park Running Track
Contract No. 1220-040-2011-019
2.
Manufacturer's Specifications: Within 21 calendar days after Notice to Proceed, the
Contractor/Vendor shall submit to the Engineer for approval five copies of each of the
selected manufacturer's surfacing material specifications and installation instructions.
d.
Sample Warranty Package: Within 21 calendar days after Notice to Proceed, submit to
the Engineer for review five (5) sample copies of the surfacing warranty package herein
specified.
e.
Maintenance and Operating Data:
2.
3.
Furnish to the Engineer, in manual form, four (4) copies of maintenance and
operating data prior to final acceptance.
Manual shall be enclosed in a hard cover with the following information appearing
on the outside of the cover: Project name, Owner's name, Engineer's name,
Rubberized Surfacing, Consultant's name, Prime Contractor's name, Year of
project completion
Index manual with tab dividers for data as follows:
a. Materials installed with their characteristics
b. General maintenance
c. Lining and marking installation
d. Lining and marking removal
e. Small repair procedures
f. Discussion on precautions to be practiced and general maintenance and
procedures to be avoided to prolong surface life and to maintain installation's
warranty.
g. Copy of warranty document
Quality Control
a.
Area and Base Acceptance:
1.
2.
3.
b.
The Surfacing Subcontractor/Installer (if applicable) shall inspect, verify and accept
in writing to the Prime Contractor, with a copy to the Engineer, all installed work of
other trades directly affecting the work of this section.
Installer must examine the areas and conditions in which rubberized surfacing is to
be installed. The asphalt concrete base shall be inspected for conformity with the
lines, grades, and typical cross-sections shown on the drawings. The asphalt
concrete base shall not deviate from the true surface in excess of 3 mm on a 1000
mm straight edge in all directions.
The installer is to coordinate the required curing of the asphalt concrete paving with
the Prime Contractor prior to placing the first lift of rubberized surfacing.
Track Marking Certification
1.
2.
1.07
This shop drawing is for Owner/Engineer review. The Contractor is not to proceed
with painting until the drawing is approved by Engineer or, as may be required,
resubmitted for approval with revisions.
c.
1.
1.06
Track Surfacing Specifications
Upon completion of the track markings, the Contractor shall furnish an acceptable
document or certificate of accuracy to the Owner attesting to the accuracy of the
track markings and measurements and shall include copies of the computations,
calculations, and drawings that were used to obtain this accuracy.
This certificate shall also be signed by a B.C.L.S. licensed in the Province of British
Columbia in charge with their seal indicating registration number.
Tests
a.
The Owner reserves the right to submit the surface system to various tests to verify
whether or not surfacing system meets the minimum specifications or manufacturer's
submitted specifications. Any section of the system so tested that is found to be out of
specification shall be removed and replaced to the proper specification, at the sole
expense of the Contractor.
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Resurfacing of Bear Creek Park Running Track
Contract No. 1220-040-2011-019
1.08
Warranty
a.
In addition to the general warranty specified in the General Conditions of the
specifications, an additional four-year vendor warranty (5 year total) for the rubberized
surfacing system shall be provided to the Owner by the track surfacing vendor, protecting
Owner against all manufacturing, material and installation defects associated with
materials and workmanship under this section. Warranty to extend from date of final
acceptance by Owner.
b.
Warranty shall cover in general the usability of the installed surfacing system,
accessories use characteristics, suitability of the installation for the period specified, and
for the designated uses enumerated as follows:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
2.0
2.01
2.02
Track Surfacing Specifications
Track and field events with spiked shoes
Physical exercises
Physical education activities
Marching band
Cheerleading activities
Access to adjacent football/soccer field
Pneumatic rubber-tired maintenance and service vehicles
Pedestrian traffic and other similar uses
Community running and jogging
Handicap wheelchair traffic
c.
Conditions Warranty: Warranty shall agree to promptly repair or replace work, which
deteriorates excessively or otherwise fails to perform as required due to failures of
materials and workmanship. Striping and other painted markings are excluded from the
warranty. For the purposes of this warranty, excessive deterioration is defined as a loss
of twenty (20%) of the wearing surface or granular loss. Failure of material and
workmanship is defined to include, but is not limited to, delaminating of the track from its
asphaltic concrete base, or from integral layers of surfacing material, and leaching of
binders or other surfacing components. All defects are to be promptly repaired. If the
warrantor does not initiate repair work within 21 calendar days from receipt of complaint
in writing, adverse weather conditions accepted, the Owner shall have the right to order
the work performed by others and the warrantor shall be liable for costs accruing to the
Owner.
d.
The parent company or corporation of the track surface installation firm shall issue the
warranty. The warranty shall be signed by an authorized principal of the applicable firm,
duly-authorized to make contracts.
e.
A separate warranty from the General Contractor, the Track Installer and/or the Striping
Subcontractor shall be issued for the marking and striping guaranteeing applied painting
for a period of two (2) years from fading in color and intensity plus cracking or separating
from the track surface.
PRODUCTS
Rubberized Track And Field Event Surfacing Composition
a.
Base layer is to be SBR rubber granules and single component polyurethane binder. The
base layer shall be a minimum of 12.0mm thick.
b.
Top layer shall be a red pigmented blend of EPDM rubber granules and single
component polyurethane. The top layer shall be a minimum of 5 mm.
Materials
a.
The primer shall be polyurethane base as specified by the surfacing system
manufacturer.
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Resurfacing of Bear Creek Park Running Track
Contract No. 1220-040-2011-019
b.
Track Surfacing Specifications
SBR Rubber Granules (Base Layer):
1.
The granules shall be recycled styrene butadiene rubber (SBR). There shall be no
traces of fiber or steel with granulate.
2.
Granulate particles shall meet the following gradation requirements:
Particle Size
Percentage by Weight
0-1.0mm
1.0-2.0mm
2.0-3.0mm
3.0-4.0mm
Larger than 4.0mm
c.
d.
e.
2.03
Polyurethane (Base Layer and Structural Spray Coats)
1.
For the base layer utilize single component polyurethane.
2.
No mercury, lead or other heavy metals are to be present.
3.
No solvent or fillers are to be added.
EPDM Granulate (Top Layer):
1.
The granules shall be composed of peroxide cured Ethylene Propylene Dien
Polimerisat (EPDM) rubber.
2.
Granules shall have a specific density of 1.6 +/- 0.08.
3.
Materials to have shore hardness from 55 to 60.
4.
Sulphur cured rubber is unacceptable.
5.
Half of the granules are to be graded from 0.5 mm to 1.5 mm in size. Half of the
granules are to be 1.0 mm to 3.0 mm in size.
6.
The granules shall be pigmented red.
Marking Paint: The paint shall be polyethylene based, specifically manufactured to be
compatible with and formulated for application on polyurethane synthetic track surfaces.
Physical Properties of System
Color: Red (shade to be approved by Owner).
Hardness (D-2240)
Elongation at Break (D-412-61T)
Tensile Strength (D-412-61T)
Impact Resilience (D-2632)
Compression Set (D-395-b)
Spike Resistance
Weathering/UV Resistance
resilience
Compression Modulus (D-575-49):
Gliding Behavior
Resistance to oil and normal cleaning solutions
2.04
3.5%
15-25%
30-40%
30-40%
0-5%
Shore A-2-35-50
150%
300psi
0%
90% - 95%
No restriction
No significant changes in hardness or
10% and 50% 8kp/90kp
Wet 0% - Dry 0%
Favorable
Track Lining And Marking
a.
The Contractor shall retain a Professional Engineer or surveyor licensed in the Province
of British Columbia to layout the track markings. Calculate locations of specified event
markings. The calculations shall be made to the nearest 1/10,000th of a meter and
angles to the nearest second.
b.
A complete track lining and marking system shall be provided.
c.
All lines and markings are to have true sharp edges with no weeping.
d.
Provide layouts in accordance with IAAF for the following events:
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Resurfacing of Bear Creek Park Running Track
Contract No. 1220-040-2011-019
Event
100 METER HURDLES
110 METER HURDLES
300 METER HURDLES
400 METER HURDLES
100 METER DASH
200 METER DASH
400 METER DASH
800 METER RUN
1600 METER RUN
3200 METER RUN
4 x 100 METER RELAY
4 x 200 METER RELAY
4 x 400 METER RELAY
Track Surfacing Specifications
Notes
1 Turn Stagger
2 Turn Stagger
Both directions
1 Turn Stagger
2 Turn Stagger
3 Turn Stagger
Waterfall start
Waterfall start
2 Turn Stagger
3 Turn Stagger
3 Turn Stagger
e.
3.0
3.01
Other markings shall include:
1.
Relay Exchange Zones: Colors as recommended in IAAF; solid equilateral
triangles with side dimensions equal to clear distance between lane lines at both
ends of exchange zone in each lane.
2.
Lane Numbers: Five sets of white lane numbers "1" through "8", inclusive, with
black shadowing as approved by the Engineer. Separate templates are to be
utilized for shadowing. Lane numbers shall be not less than 3" stroke and not less
than 24" high.
3.
Lane Lines shall be white.
Execution
Preparation
a.
Accept asphalt base onto which the surfacing is to be applied.
b.
Immediately prior to application, all base construction shall be thoroughly cleaned of all
dirt, debris or any other substances that will be detrimental to the installation.
c.
Apply such priming material as may be necessary to assure complete bond of
polyurethane to the asphaltic concrete base surfaces.
d.
3.02
Contractor must protect all adjacent areas from any contamination or over spray from
rubberized surfacing installation procedures. Tape plastic sheeting to concrete edging or
adjacent exposed asphalt concrete paving, to protect synthetic turf and adjacent areas.
Installation
a.
General:
1.
Only experienced, specialized personnel are to be utilized in the installation of
surfacing materials and applying the line and marking points. The Superintendent
and the supervisory or technical personnel must be employees of the
vendor/installer firm.
2.
Install in strict accordance with the specifications, drawings, approved shop
drawings and manufacturer's specifications and instructions, when applicable.
b.
Environmental Conditions: Materials are not to be placed when:
1.
Ambient air temperature is below 10 degrees C.
2.
Material temperatures are below 10 degrees C.
3.
Surfaces are wet or damp.
4.
Precipitation is falling or pending.
5.
Conditions exist or are pending that will be unsuitable for the installation of the
system.
Equipment: The components shall be blended in a clean and dry, specifically designed,
mixing machine with automatic proportioning controls to guarantee exact proportions of
the polyols and isocyanates and the auxiliary components (rubber) which control the
reactions and balance of the varying climatic conditions during the laying process
c.
RFQ (Goods and Services) No.: 1220-040-2011-019
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SCHEDULE B
APPENDIX 3
SITE PHOTOGRAPHS AND AS-BUILTS
RUNNING TRACK RESURFACING
AT
BEAR CREEK PARK
RFQ (Goods and Services) No.: 1220-040-2011-019
33
SCHEDULE B
APPENDIX 3
SITE PHOTOGRAPHS AND AS-BUILTS
No detailed engineering drawings have been prepared for this project, however, as-built records of the
original track construction project, sketches of the general scope of work and photographs showing the
general condition of the existing track surfacing have been obtained by the City and are being made
available to Proponents for their general information. These materials can be viewed by going to the
City‟s ftp site as follows:
To view/print site photographs and as-builts please go to the FTP link below, enter the logon and
password when prompted, locate folder 1220-040-2011-019 and proceed.
ftp://ftp.surrey.ca/
Log on:
pur
Password:
welcome
To view this FTP site in Windows Explorer, click Page, and then Open FTP Site in Windows Explorer.
RFQ (Goods and Services) No.: 1220-040-2011-019
34
SCHEDULE B-4 THROUGH B-12
Documents from Schedule C of the RFQ are to be inserted at the time of the award of the
Contract:
SCHEDULE B – Appendix 4 - Schedule of Prices
SCHEDULE B – Appendix 5 - Construction Schedule
SCHEDULE B – Appendix 6 - Key Personnel, Sub-Contractors, and Material Suppliers
Forms to be included at the time of the award of the Contract:
Schedule B – Appendix 7 – Prime Contractor Designation
Schedule B – Appendix 8 – Risk, Health and Safety
Schedule B – Appendix 9 – Statutory Declaration
Schedule B – Appendix 10 - Certificate of Substantial Performance
Schedule B – Appendix 11 - Notice of Certification of Substantial Performance
Schedule B – Appendix 12 - Post Compliance Form Certificate of Substantial Performance
RFQ (Goods and Services) No.: 1220-040-2011-019
35
SCHEDULE C
QUOTATION
RFQ TITLE:
RFQ No.:
RESURFACING RUNNING TRACK – BEAR CREEK PARK
1220-040-2011-019
CONTRACTOR
Legal Name: ____________________________________________
_________________________________________________ ______
Address: _______________________________________________
Phone: ___________________________ Fax: _________________
Email: _________________________________________________
1.
CITY OF SURREY
City‟s Representative: Kam Grewal, BBA, CMA
Acting Purchasing & AP Manager
Address: 6645 – 148 St., Surrey, BC V3S 3C7
Phone: 604-590-7274 Fax: 604-599-0956
Email (PDF format only): [email protected]
The Contractor offers to supply to the City of Surrey the Goods and Services for the prices plus applicable taxes as follows:
F.O.B.
Payment Terms:
Destination
A cash discount of ____% will be allowed if invoices are paid within
___ days, or the ___ day of the month following, or net 30 days, on
a best effort basis.
Freight Prepaid
Item #
Ship Via:
Item Name
Provide all labour, supervision, materials, plant, equipment, layout, survey, permits, and
inspections, to provide the resurfacing of bear creek park running track and services (including
start-up and commissioning) in accordance to the drawings and specifications as set out in
Schedule A of this RFQ, and all Addenda issued.
Total Amount
Labour:
$ ____________________
Materials:
$ _____________________
Note: Overheads, General Conditions and Profit are to be included in the above
amounts.
Subtotal:
HST (12%):
CURRENCY: Canadian
2.
TOTAL QUOTATION PRICE:
List of Alternative Prices
The following is a list of Alternative Prices and forms part of this RFQ, upon the acceptance of any or all of the Optional
Alternative Prices. The Optional Alternative Prices are an addition or a deduction to the Total quotation price and do not
include HST.
3.
Description of Alternative Prices
Addition
Deduction
Item
$[
]
$[
]
Item
$[
]
$[
]
List of Separate Prices
(a)
(b)
Performance bond at 50% of total contract value
Labour and Materials Payment bond at 50% of total contract value
RFQ (Goods and Services) No.: 1220-040-2011-019
__________
__________
36
4.
Force Account Labour Rates: Contractor is to provide hourly labour rates, including overhead and profit for approved
extras/credits (use the spaces provided and/or attach additional pages, if necessary):
Labour Category
Straight Time/hr (Plus HST)
Overtime Rate/hr (Plus HST)
.1 Foreman
$
$
.2 Journeyman
$
$
.3 Apprentice
$
$
.4 Skilled Labourer
$
$
.5
$
$
.6
$
$
.7
$
$
5.
If this offer is accepted by the City, such offer and acceptance will create a contract as described in:
(a) the RFQ;
(b) the specifications set out above and in Schedule A of the RFQ;
(c) the General Terms and Conditions;
(d) this Quotation; and
(e) other terms, if any, that are agreed to by the parties in writing.
6.
Capitalized terms used and not defined in this Quotation will have the meanings given to them in the RFQ. Except as
specifically modified by this Quotation, all terms, conditions, representations, warranties and covenants as set out in the RFQ
will remain in full force and effect.
7.
In addition to the warranties provided in the General Terms and Conditions this offer includes the following warranties:
8.
I/We have reviewed the Construction Contract [Schedule B]. If requested by the City, I/we would be prepared to enter into an
agreement that incorporates the Construction Contract, amended by the following departures (list, if any):
Section
9.
Departure / Alternative
The City requires that the successful Contractor have the following in place before providing the Goods and Services:
(a)
Workers‟ Compensation Board coverage in good standing and further, if an “Owner Operator” is involved,
personal operator protection (P.O.P.) will be provided,
Workers' Compensation Registration Number _________________________________________;
(b)
Insurance coverage for the amounts required in the General Terms and Conditions as a minimum, naming the
City as additional insured and generally in compliance with the City‟s sample insurance certificate form (available
on the City's web site at www.surrey.ca (search "revenue and risk") titled City of Surrey Certificate of Insurance
Standard Form);
(c)
City of Surrey business license; and
(d)
If the Contractor is a company, the company name indicated above is registered with the Registrar of Companies
in the Province of British Columbia, Canada. Incorporation Number _____________________.
(e)
The Contractor‟s Goods and Services Tax (HST) Number ______________________.
As of the date of this Quotation, we advise that we have the ability to meet all of the above requirements except as follows
(list, if any):
Section
Departure / Alternative
RFQ (Goods and Services) No.: 1220-040-2011-019
37
10. References & Representative Projects: The Contractor shall submit documented experiences/references of at least 5 projects
using the two component polyurethanes within the past 5 years. In addition, the Contractor should provide three written
references from three different organizations for which the Contractor has, within the past five years, performed work that is
similar in size, nature and complexity to the project described herein, which reference should include the contact name, title,
organization name, address, current telephone and facsimile numbers, and a short description of the work performed by the
Contractor. Indicate projects that involved removal and replacement of track surfacing separately from new track construction.
The Contractor acknowledges that City may contact owners or former project managers to confirm the Contractor‟s performance:
YEAR
DESCRIPTION
FOR WHOM
PHONE/FAX
OF
WORK
& CONTACT
CONTRACT
PERFORMED
NAME
SCOPE OF WORK
BUDGET
ORIGINAL
SCHEDULE
ACTUAL
PROPOSED
ACTUAL
11. Key Personnel (including Crew Superintendent): Contractor should provide information on the background and experience of
all key personnel proposed to provide the Goods and Services (use the spaces provided and/or attach additional pages, if
necessary). Also, provide a resume for the proposed Crew Superintendent of the resurfacing running track team giving details of
experience, qualifications, etc. At a minimum, the Crew Superintendent‟s resume shall include total years of relevant experience,
number of track surfacing projects completed, number of resurfacing projects completed and experience with the application
methods and surfacing materials proposed for the Bear Creek Park project.
The Crew Superintendent shall have a minimum of 8 years of relevant running track synthetic surfacing experience. Within this
experience, the Crew Superintendent shall have performed a minimum of five (5) resurfacing running track projects with elements
similar to the Bear Creek project. These similar elements include project size (6 or 8 lane oval track), removal of existing surfacing
and application of new track surfacing, and type of surfacing product.
Name:
Name:
Years of Experience:
Years of Experience:
Project Name:
Project Name:
Responsibility:
Responsibility:
Name:
Name:
Years of Experience:
Years of Experience:
Project Name:
Project Name:
Responsibility:
Responsibility:
Name:
Name:
Years of Experience:
Years of Experience:
Project Name:
Project Name:
Responsibility:
Responsibility:
12. Subcontractors: List of sub-contractors that we propose to use for the division/sections of the work listed herein (use the spaces
provided and/or attach additional pages, if necessary):
DESCRIPTION OF PARTS OF
SUB-CONTRACTORS
YEARS OF WORKING WITH
TELEPHONE NUMBER AND
WORK TO BE SUBLET TO
NAME
CONTRACTOR
EMAIL
SUB-CONTRACTORS
RFQ (Goods and Services) No.: 1220-040-2011-019
38
13. Equipment/Material Manufacturer and Suppliers: List of equipment and materials manufacturers we propose to use for the
division/sections of work listed herein. (use the spaces provided and/or attach additional pages, if necessary):
EQUIPMENT/MATERIAL
MANUFACTURER
SUPPLIER
14. Preliminary Construction Schedule: Contractor is to provide a detailed completion schedule, with major item descriptions
including equipment delivery times, anticipated completion dates and durations (use the spaces provided and/or attach additional
pages, if necessary).
WORK DESCRIPTION
Commencement Date: July 11, 2011
IN WEEKS
Substantial Completion
FINAL COMPLETION Date:
2011
August 05,
15. Technical Product Data and Samples
Contractors are to submit details of their proposed track surfacing system including installation guidelines and maintenance
instructions. In addition, bidders are to submit one (1) full depth representative track surfacing sample in the colour of
surfacing to be installed. The samples may be standard sales samples provided the material is representative of the
product being proposed for this project.
By submitting a Quotation, a Contractor represents that it has the expertise, qualifications, resources, and relevant
experience to supply the Goods and Services. Tradesmen engaged in the performance of the Services shall be qualified
in accordance with the requirements of the Tradesman Qualification Act and all pertinent licensing requirements required
by the Ministry of Municipal Affairs. The Contractor shall be a registered, bonded, professional contractor licensed by the
Province of British Columbia.
16. I/We the undersigned duly authorized representatives of the Contractor, having received and carefully reviewed the RFQ
including without limitation the General Terms and Conditions, submit this Quotation in response to the RFQ.
This Quotation is offered by the Contractor this ___________ day of ___________________, 2011.
CONTRACTOR
I/We have the authority to bind the Contractor.
____________________________________________
(Legal Name of Contractor)
____________________________________________
(Signature of Authorized Signatory)
_______________________________________
(Signature of Authorized Signatory)
____________________________________________
(Print Name and Position of Authorized Signatory)
_______________________________________
(Print Name and Position of Authorized Signatory)
RFQ (Goods and Services) No.: 1220-040-2011-019
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