RFQ HA-2015-003 - The County of Huron

REQUEST FOR QUOTATION (R.F.Q.) No. HA-2015-003
Huronlea Home for the Aged
Decommissioning and Complete Removal of Existing Chiller Unit
Installation of one new - 100 ton Chiller Unit
with Warranty / Service Package
1. GENERAL
The County of Huron / Huronlea Home for the Aged invites written quotes for the
removal of their existing chiller unit and replace it with a new 100 ton chiller unit
complete with coil guards and sound package. Included with unit is warranty and one
year service agreement.
Written quotes for the Decommissioning / Complete Removal of Existing Chiller Unit and
Installation of one new 100 ton Chiller Unit clearly marked RFQ HA-2015-003 Huronlea Home for the Aged Chiller Replacement Project will be received at the
main office of:
Huronview Home for the Aged
77722A London Road, RR#5
Clinton, Ontario NOM 1LO
Attention: Becky Jervis, Business Manager
Fax : 519-482-5263
Email : bjervis@huroncounty.ca
Submission can be received via email, fax, mail or in person no later than Friday,
March 6, 2015, 9:00am, local time. There will be no formal opening of quotations.
2. RIGHT TO ACCEPT OR REJECT QUOTATIONS
Acceptance or rejection of quotations will be at the sole discretion of the County of
Huron. The Owner reserves the right to reject the quote of any bidder who does not
furnish satisfactory evidence of sufficient qualification to successfully execute and
complete the work in the specified time.
3. INQUIRIES DURING QUOTATION PREPARATION
All inquiries regarding the interpretation of this Quotation shall be directed via email to
Becky Jervis at bjervis@huroncounty.ca
All responses will be posted on the County of Huron website:
http://huroncounty.ca/tenders/ and all contractors should monitor the website for
ongoing information throughout the time the quotation is open.
4. KEY INFORMATION SOURCES
Vendors submitting a quote shall satisfy themselves by personal examination of the site,
review of the available documentation and by such means as they prefer as to the actual
conditions and requirements of the work.
5. SCOPE OF WORK
The primary objectives of this project include, but are not necessarily limited to, the
following:
Shut down of existing chiller
Drain piping, save as much of the glycol as possible for reuse and top up glycol
Remove refrigerant from chiller and dispose of abiding by all Federal and Provincial
legislation
Make safe electrical connections for chiller removal
Crane existing chiller from location
Remove chiller and scrap
Crane into place new chiller
Connect all water piping, include insulation and covering
Connect all electrical, include new disconnect, plus anything else required
Start up and check out system operation
Must also include BACnet capability for Siemens Software (Insight Program)
6. SUMISSION REQUIREMENTS
The contents of the written quote should not exceed ten (10) pages including
schematics, schedules and illustrations (excluding resumes).
The written quotes shall include the following:
The Vendor’s qualifications and experience to complete the proposed work,
including at least three (3) examples of relevant and similar projects undertaken
and successfully completed, complete with reference contacts.
Outlines of key project team members, demonstrating relevant experience and
roles that will be assumed in the execution of the work.
Demonstration of the Vendor’s understanding and proposed approach to the
project.
A project schedule demonstrating the time requirements and points of completion
of the project’s tasks and activities, assuming a project start date of May 1, 2015.
Late submissions will not be given consideration and will result in automatic
rejection.
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The lowest or any bid will not necessarily be accepted and the County reserves
the right to accept or reject any part of or all quotations.
Award of the Quotation does not, in any manner, guarantee award of any future
related component of the identified work program.
Award of the Quotation shall be subject to Council / CAO approval.
This submission format is provided to ensure that a minimum level of information is
submitted. Bidders shall reply to this RFQ in sufficient detail to provide a basis for
evaluation. Bidders may be required to provide further information or clarification on the
contents of their submission.
7. EVALUATION OF QUOTATION & CONSULTANT SELECTION
Written quotes submitted shall also include and a Cost Summary Sheet (provided).
Evaluation Criteria:
40%
Demonstrated approach, understanding and methodology in fulfilling all project
requirements and in defining the work plan tasking to be undertaken.
30%
Qualifications and demonstrated experience of Consultant’s project team with
respect to similar work undertaken.
20%
Detailed Project Schedule.
10%
Fees.
Consultants are advised that only complete submissions will be reviewed and evaluated
by the quotation evaluation committee.
Award of the assignment is subject to Council approval.
DELIVERABLES
The successful Vendor shall provide, as a minimum, the following prior to project launch.
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WSIB Clearance Certificate
Complete the Homes Contractor Policy Sign Off
Provide proof of insurance for Public Liability: 4,000,000 / Property Damage:
1,000,000
An executive plan and summary which details recommended work items as well
as project timing and estimated costs to complete the work.
8. MEETINGS
For the purposes of this submission, project management and progress meetings shall
be determined by the Vendor and shall be detailed in the document. The cost for all
such meetings shall be included as a component of all costs identified under the “Cost
Summary Sheet”.
9. SCHEDULE OF ACTIVITIES
The Consultant will prepare a prioritized schedule for all tasks and activities to be
undertaken for all components of the work including milestone dates, deliverables,
meetings and approvals periods. No claim for extra costs will be considered by the
County of Huron for omissions in the submission by the Vendor.
10. DISBURSEMENTS
Disbursements such as phone, fax, printing, courier, travel, meals and other such items
shall be included in the price (Fees) submitted for each structure.
The Vendor will identify any costs believed not to be covered by any of the other items
noted herein such as agency approval fees, rental of specialized equipment and other
such fees.
11. PAYMENTS
Payment to the Vendor will be upon satisfactory completion and inspection of the unit by
representatives of the County of Huron.
12. ERRORS AND OMISSIONS
It is understood and acknowledged that while the RFQ includes specific requirements, a
complete review and recommendation is required. Items not herein specified but
obviously required, shall be identified by the Vendor, along with costs in the RFQ. Any
misinterpretations of requirements within this quotation shall not relieve the bidder of the
responsibility of providing the services as aforesaid. No claim will be considered by the
County of Huron for extra costs incurred by the Vendor during the completion of this
assignment for errors or omissions which may occur during the preparation of the
submission by the Vendor.
13. CONFLICT OF INTEREST
The Vendor shall declare to the County any actual or perceived conflict of interest prior
to bidding.