REQUEST FOR QUOTE No. 2308 Supply of Aggregates and ... RFQ...The City is inviting Suppliers of...

PURCHASING DEPARTMENT

REQUEST FOR QUOTE No. 2308

Supply of Aggregates and Granular Materials

ISSUED: July 8, 2019

CLOSING LOCATION:

Purchasing Department 2020 Labieux Road

Nanaimo, BC V9T 6J9

ESTABLISHED CLOSING DATE AND TIME:

Quotes must be received prior to:

July 29, 2019 at or before 3:00 PM (15:00 hrs) Pacific Time

INQUIRIES: Debbie Bezenar, SCMP, Buyer [email protected]

Late Submissions will not be considered

And

Submissions will not be opened publicly

NOTE: EMAIL SUBMISSIONS ARE NO LONGER ACCEPTED. ELECTRONIC SUBMISSIONS ARE ACCEPTED AT; https://www.nanaimo.ca/. AS DESCRIBED IN SECTION 2.0 OF THE DOCUMENT

mailto:[email protected]

https://www.nanaimo.ca/

SUPPLY OF AGGREGATES AND GRANULAR MATERIALS REQUEST FOR QUOTE 2308

of 29 Date Issued: July 8, 2019

Table of Contents

Introduction........................................................................................................................... 4

1.1 Project Overview .............................................................................................................. 4

1.2 Intended Term of Contract ............................................................................................... 4

1.3 Intention of Award ........................................................................................................... 4

1.4 No Exclusivity .................................................................................................................... 4

1.5 Definitions......................................................................................................................... 4

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

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

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

2.3 Pre-Bid Meeting ................................................................................................................ 6

2.4 Inquiries and Clarifications Related to this RFQ ............................................................... 7

2.5 Addenda / Question and Answers .................................................................................... 7

2.6 Amendment to Quotes ..................................................................................................... 7

2.7 Error in Quote ................................................................................................................... 8

2.8 Withdrawal of Quotes ...................................................................................................... 8

2.9 Ownership of Quotes / Submissions ................................................................................ 8

2.10 No Claim for Compensation ............................................................................................. 8

2.11 Conflict of Interest ............................................................................................................ 8

2.12 Solicitation of Council Members and City Staff ................................................................ 8

2.13 Confidentiality and Freedom of Information ................................................................... 9

2.14 Litigation Clause................................................................................................................ 9

2.15 Opening of the Quotes ..................................................................................................... 9

General Terms and Conditions ............................................................................................ 10

3.1 Right of the City .............................................................................................................. 10

3.2 Acceptance and Rejection of Quotes ............................................................................. 10

3.3 Gifts and Donations ........................................................................................................ 10

3.4 Successful Bidder Performance ...................................................................................... 10

3.5 Invoicing and Payment ................................................................................................... 11

3.6 Business Licence ............................................................................................................. 11



3.7 Insurance ........................................................................................................................ 11

3.8 Safety / WorkSafe BC ...................................................................................................... 12

3.9 Sub-Contractors .............................................................................................................. 13

3.10 Independent Contractor ................................................................................................. 13

3.11 Governing Law ................................................................................................................ 13

3.12 Damage and Defects ....................................................................................................... 13

3.13 Termination of Contract ................................................................................................. 14

3.14 Cancellation .................................................................................................................... 14

3.15 Notification of Award ..................................................................................................... 14

3.16 Form of Contract ............................................................................................................ 15

3.17 Fuel Consumption Data Reporting ................................................................................. 15

Material Specifications ........................................................................................................ 16

Bidder’s Information Form .................................................................................................. 23

Schedule A and B - Fees ............................................................................................................................ 24

Schedule A - Aggregates ............................................................................................................ 25

Schedule B - Sport Field Sand .................................................................................................... 26

Appendix A - Fuel Reporting Consumption Worksheet Instructions ........................................................ 27

Appendix B - Fuel Reporting Consumption Worksheet - Sample Only ..................................................... 29



Introduction 1.1 Project Overview

The City is inviting Suppliers of Aggregate and Granular Materials to submit a quote for the supply of material to the City on an as and when required basis, as described in Section 4.0 Project Specifications.

1.2 Intended Term of Contract

For the purpose of this Contract, the first term will be for one (1) year from date of award. This may be extended for an additional four (4) more one (1) year terms subject to satisfactory performance reviews, and if mutually agreeable.

Firm pricing is required for the initial one (1) year term.

1.3 Intention of Award

It is the intention of the City to award to one Bidder; however, the City will award in the best interest of the City and at its sole discretion to one or more than one Proponent.

1.4 No Exclusivity

In the event that the successful Bidder fail to meet the contractual obligations as follows:

• Unable to provide the required goods and or services either as listed in this RFQ or as modified from time to time; or

• Unable to deliver the required goods and or services at the required time and location.

The City shall, in its sole discretion, reserve the right to source and purchase the goods and or services from other suppliers to meet operational requirements.

1.5 Definitions

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

“Addendum / Addenda” means a change, or addition, or correction significant enough to be formally made to this RFQ. Addenda are posted on the City’s website.

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

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

“City” means the City of Nanaimo or CON.

“Closing Location” means the location that all bids for this RFQ will be accepted at.



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

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

“Established Closing Date and Time” means the deadline for the submission of Quotes as set out herein.

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

“May” used in this document denotes permissive.

“Meeting Start Time” means the time the site meeting is scheduled to start. Bidders that are not in attendance at the starting time of a mandatory meeting will be excluded from participating in the bid process.

“Project” is the project defined herein.

“Request for Quote” (RFQ) means the document issued by the City used to solicit submissions to provide goods, services or construction for the City.

“Shall” or “Will” or “Must” used in this document denotes imperative.

“Sub-Contractor/Sub-Consultant” means a legal entity approved by the City that may undertake the execution of a part of the Work pursuant to a Contract with the Bidder, and includes both “brokers” and “Sub-Contractors”.

“Submission” or “Quote” means the information submitted by a Bidder in response to this RFQ.

“Successful Bidder(s)” means a Bidder who the City will award the Contract to resulting from this document.

“Work” means the total goods and or services required by the RFQ, as described in the Scope of Work.



Instructions to Bidders

2.1 Closing Date/Time/Location/Submission Formats

It is the sole responsibility of the Bidder to submit their response to the Purchasing Department prior to the Established Closing Date and Time by one (1) of the following two (2) methods:

i. Hand/courier delivery: Proponents MUST submit one (1) original hard copy and one (1) electronic version in MS Word/PDF format submitted on an external flash drive. The Quote MUST be enclosed and sealed in an envelope/package clearly marked: RFQ 2308 Supply Aggregates and Granular Materials; attention: Debbie Bezenar and delivered and addressed to the Purchasing Department, City of Nanaimo, 2020 Labieux Road, Nanaimo, BC V9T 6J9.

ii. Electronic Bid Opportunity Portal: follow this hyperlink; https://www.nanaimo.ca/bid-opportunities/. Click the submit button for 2308 Supply Aggregates and Granular Materials; register by providing all the required information; upload the submission document(s) and click submit.

• An email confirmation will be sent to the email address that has been registered. • Registration is required for each submission.

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

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

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

Electronically submitted Quotes will be deemed to be successfully received when the time as posted on the Submission portal confirmation email is at or before the Established Closing Date and Time.

Note: Although every attempt will be made to meet all dates, the City reserves the right to modify any or all dates at its sole discretion at any time.

2.2 Signature

The Quote must be signed, in hand writing, by a person authorized to legally bind the Bidder to the statements made in the Response to this RFQ.

2.3 Pre-Bid Meeting A pre-bid meeting will not be held for this RFQ.

https://www.nanaimo.ca/bid-opportunities/




2.4 Inquiries and Clarifications Related to this RFQ

All inquiries regarding this RFQ are to be directed in writing via email to the following:

Debbie Bezenar, Buyer; [email protected].

All enquiries must be received no less than five (5) business days before the Established Closing Date and Time. Questions received after this date will be responded to at the City’s discretion, and responses cannot be guaranteed.

Information obtained from any other source is not official and no verbal communication will modify the terms of this RFQ.

Proponents are required to check the City’s website for all information up to the Established Closing Date and Time at the following website; https://www.nanaimo.ca/bid-opportunities/.

2.5 Addenda / Question and Answers

If the City determines that an Addendum is necessary, the City will post an Addendum on the City’s website, and it shall become part in parcel of the RFQ Document(s).

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

• Questions that alter the method and pricing of the submission will be posted in the form of an Addenda, and must be signed and included with the submission.

• Questions for clarification that do not alter the method and pricing of the submission will be posted in the form of a Question and Answer document and will not require a signature or to be returned with the submission.

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

Bidders are required to check the City’s website for all information up to the Established Closing Date and Time at the following website; https://www.nanaimo.ca/bid-opportunities/.

2.6 Amendment to Quotes

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

An authorized signatory of the Bidder must sign revisions.

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






2.7 Error in Quote

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

While the City has taken considerable efforts to ensure an accurate representation of information in each respective RFQ, the information contained in the RFQ is supplied solely as a guideline for the Bidder and is not necessarily comprehensive or exhaustive. Nothing in a City RFQ is intended to relieve the Bidder from forming their own opinions and conclusions in respect of the matters addressed in the RFQ.

2.8 Withdrawal of Quotes

The Bidder may withdraw their Quote at any time prior to the Established Closing Date and Time by submitting an email to [email protected]; subject line should be identified with the following; RFQ 2308 Supply Aggregates and Granular Materials, and thereafter the Submission will not be considered.

2.9 Ownership of Quotes / Submissions

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

2.10 No Claim for Compensation

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

2.11 Conflict of Interest

By submitting a Quote, the Bidder warrants that neither it nor any of its officers, or directors, or any employee with authority to bind the Bidder, has any financial or personal relationship with an employee of the City. In addition, has no affiliation with any elected official or employee of the City or their immediate families, which may be seen by the City to create a conflict.

2.12 Solicitation of Council Members and City Staff

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




2.13 Confidentiality and Freedom of Information

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

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

2.14 Litigation Clause

The City may at its sole discretion, reject a Quote submitted by Bidders if the Bidder, or any officer or director of the Bidder is or has been engaged either directly or indirectly through another corporation in a legal action against the City, its elected or appointed officers and employees in relation to:

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

(b) Any matter arising from the City’s exercise of its powers, duties or functions under the Local Government Act for another enactment within five years of the date of this Request for Quote.

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

2.15 Opening of the Quotes

There will not be a public opening for this RFQ.



General Terms and Conditions

3.1 Right of the City

The City is not bound to select a preferred Bidder or accept any Quote and reserves the right in its sole discretion to:

a. Postpone or cancel this RFQ process at any time for any reason whatsoever at the sole discretion of the City;

b. Cancel this RFQ if all Quotes are over budget; and c. Seek clarification with one or more Bidder to ensure understanding of submitted information.

In the event that the Contract is not extended for any reason or if the Contract is otherwise cancelled, the City may go to the second Bidder and negotiate the Contract, and will have the availability to work out the contract in its entirety, if mutually agreeable.

3.2 Acceptance and Rejection of Quotes

The City reserves the right to: a. Assess the ability of the Bidder to perform the contract and may reject any Quote where, in the

City’s sole estimation, the personnel and/or resources of the Bidder are insufficient; b. In the event of an obvious uneven quote, the City reserves the right to attain clarification from

the Bidder; c. Reduce the Scope of Services required within the RFQ and adjust the price to reflect such change

after award of a Contract.

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

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

3.3 Gifts and Donations

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

3.4 Successful Bidder Performance

The Successful Bidder may be evaluated on their performance throughout the term of this Contract. Successful Bidders achieving a less than satisfactory rating under the evaluation will be notified and



required to create and implement a corrective action plan that addresses any shortfall in the their performance. If the Successful Bidder fails to create or implement the corrective action plan or if the Successful Bidder’s performance level does not improve the City may take further action including but not limited to cancelling the Contract and/or suspension of the Successful Bidder from future bidding opportunities.

3.5 Invoicing and Payment

Invoices should be sent to the City’s Accounts Payable Department at the following email address; [email protected] and should include as a minimum:

a. Purchase Order number; b. Contract Document Number, if applicable; c. City contact full name (first and last); d. Applicable taxes shown as a separate line item e. Date and Time f. Job Number/Location/Driver g. Name of Contractor h. Product Description i. Quantity of Material (tonnes)

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

The City reserves the right to reject and/or return invoices containing discrepancies for correction and/or re-invoicing without penalty.

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

3.6 Business Licence

The Contractor shall obtain and maintain a City of Nanaimo Business License or an Inter-Community Business License for the duration of the Contract. Failure to verify possession of a valid Business License is cause for Contract cancellation.

3.7 Insurance

The Contractor shall, without limiting its obligations or liabilities herein and at its own expense, provide and maintain throughout the Contract term hereby granted the following insurance with insurers licensed in the Province of British Columbia and in forms and amounts acceptable to the City of Nanaimo. The policy shall include The City of Nanaimo as an additional insured in respect of all operations performed by or on behalf of the Contractor.




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

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

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

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

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

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

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

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

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

It is the responsibility of the Successful Bidder to supply valid insurance certifications to cover the project Work schedule and or term of Contract.

3.8 Safety / WorkSafe BC

The Contractor and any approved Sub-Contractors must be registered in good standing with WorkSafe BC, in which case WorkSafe BC coverage must be maintained for the duration of the Contract. The Contractor agrees and shall:

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

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

iii. Be solely responsible for ensuring all Sub-Contractors have proper Work Safe BC coverage.



The Contractor will ensure compliance with and conform to all health and safety laws, by-laws or regulations of the Province of British Columbia, including without limitation the Workers Compensation Act and Regulations pursuant thereto.

The Contractor understands and undertakes to comply with all of the Workers' Compensation Board Occupational Health and Safety Regulations for hazardous materials and substances, and in particular with the "Workplace Hazardous Materials Information System (WHMIS)" Regulations. All "Safety Data Sheets (SDS)" will be shipped along with the Goods and any future SDS updates will be forwarded.

3.9 Sub-Contractors

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

a. The Contractor will bind all approved Sub-Contractors to the terms of the Contract, as applicable to the Sub-Contractors Work.

b. The Contractor will preserve and protect the rights of the City with respect to any Work performed under Sub-Contract and incorporate the terms and conditions of this Contract into all sub-contracts as necessary to preserve the rights of the City under this Contract.

c. The Contractor shall require each of its Sub-Contractors to provide comparable insurance to that set forth herein.

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

e. All Sub-Contractor(s) are the responsibility of the Contractor. f. The Contractor will be as fully responsible to the City for acts and omissions of Sub-Contractors

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

3.10 Independent Contractor

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

3.11 Governing Law

The laws of the Province of British Columbia shall govern this Contract.

3.12 Damage and Defects

The Successful Bidder shall use due care so that no persons are injured, or no property damaged or lost in providing the Work. The Successful Bidder shall be solely be responsible for all loss, damages, costs and expenses in respect of any injury to persons, damage of property, or infringement of the rights of others incurred in the performance of the Work or caused in any other manner whatsoever by the Successful Bidder or its employees. The Successful Bidder shall rectify any loss or damage for which,



in the opinion of the City, the Successful Bidder is responsible, at no charge to the City and to the satisfaction of the City.

Alternatively, the City may repair the loss or damage and the Successful Bidder shall pay to the City the costs of repairing the loss or damage upon demand from the City. Where, in the opinion of the City, it is not practical or evaluation to repair the loss or damage, the City may estimate the cost of the loss or damage and deduct such estimated amount from the amount owing to the Successful Bidder.

3.13 Termination of Contract

The City reserves the right, at its sole discretion, to terminate the agreement, in whole or in part, if the Successful Bidder receives three (3) written notices for any one or more of the following reasons:

Failure to deliver the promised goods and or services at the required time and location; or Failure to provide qualified personnel to perform the Services; or Failure to provide satisfactory Work; or Fails to meet the City’s standard of expected and agreed level of goods provided and or services

and performance; or Performing unsafe acts while on City property that could pose a threat to the safety of the

City Staff or Public; or Safety infractions; or Places unknown Personnel, Sub-Contractor or assignment of the goods and or services to others;

or Is found to be in default or arrears standing at WorkSafe BC; or Fails to provide the necessary insurance or if the required insurance lapses; expired insurance

(CGL or Auto); or Expired business license; or Any other reason considered appropriate, at the sole discretion of the City.

Upon termination of the Contract, the City will be under no further obligation to the Successful Bidder, except to pay to any outstanding amounts that the Successful Bidder may be entitled to receive up to the date of termination. Such termination will not result in any penalty to the City.

3.14 Cancellation

The Contract may be cancelled by either party for any reason without cause or penalty upon thirty (30) calendar day’s written notice.

3.15 Notification of Award

The Successful Bidder will be notified in writing and the required contractual obligations will need to be fulfilled before the Work can begin. All Bidders are directed to regularly check the City’s website for results of the opportunity as unsuccessful Bidders will not be notified in writing.



3.16 Form of Contract

The Contract Documents include and consist of:

This RFQ document, including any addenda, question and answer, and attachments as issued by the City;

The Bidder’s submission, as accepted by the City; Insurance as described herein; WorkSafe WCB; The City of Nanaimo Business License or Inter-Community Business License; City’s Purchase Order; and May contain other documentation not mention herein, as mutually agreeable.

3.17 Fuel Consumption Data Reporting

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

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



Material Specifications

4.1 The City is requesting qualified aggregate producers to supply aggregate and granular material to the City on an as required basis.

4.2 Schedule A - Aggregates

The required aggregate products are: a. 25mm Road Base b. 75mm Road Sub-base c. 19mm Crushed Gravel with 50% RAP d. Drain Rock, 19mm Washed e. Cold Mix Asphalt f. Import Granular Fill g. Base Course conforming to MMCD specifications h. Road Sub-base conforming to MMCD specifications i. Pipe bedding j. Sports fields sand mix as described in Clause number 7 below

4.3 All submissions to this RFQ must be accompanied by appropriate aggregate property qualifications testing as per Table in Clause number 4.6 below and the City of Nanaimo Manual of Engineering Standards and Specifications (MoESS). The City’s material specifications can be found at: https://www.nanaimo.ca/doing-business/doing-business-with-the-city/manual-of-engineering-standards-and-specifications

In addition MMCD (Master Municipal Construction Documents) specifications can be found in the latest version of MMCD Specifications Section 31 05 17 Aggregates and Granular Materials.

4.4 Aggregate may be delivered to the City of Nanaimo Public Works Yard or picked up by City of Nanaimo Truck drivers or contractors.

a) Material Delivery to Public Works Yard

The City of Nanaimo Purchasing and Stores Department keeps an inventory of material at Public Works Yard, located at 2020 Labieux Road, Nanaimo, B.C.

https://www.nanaimo.ca/doing-business/doing-business-with-the-city/manual-of-engineering-standards-and-specifications

https://www.nanaimo.ca/doing-business/doing-business-with-the-city/manual-of-engineering-standards-and-specifications



The materials inventoried at the Yard are: • 25mm Crushed Gravel (Road Base) • 75mm Screened Gravel (Road Sub-Base) • 19mm Crushed Gravel with 50% RAP • Drain Rock, 19mm Washed • Cold Mix Asphalt

For Delivery purposes the City’s regular business hours are Monday to Friday, 8:00 a.m. to 4:30 p.m., excluding recognized holidays.

Delivery drivers must submit delivery and weigh slips to the City‘s Stores Department and should contain the following information:

i. Date and Time ii. Purchase Order iii. Job Number/Location/Driver iv. Name of Contractor v. Quantity of Material (tonnes) vi. Product Description

b) Material Pick Up at Supplier’s Pit/Quarry

For all Aggregates and Granular Materials picked up by trucks operated or contracted by the City, the driver must be provided with the material weigh slip and any other relevant documentation. The weigh slip must be from a certified scale and should contain the following information:

i. Date and Time ii. Purchase Order iii. Job Number/Location/Driver iv. Name of Contractor v. Quantity of Material (tonnes) vi. Product Description

4.5 Specifications for Aggregates and Granular Materials

a) The following products offered must be in accordance with the City of Nanaimo Manual of Engineering Standards & Specifications latest revision (MoESS).

Section 4 - Trench Excavation, Bedding and Backfill Specifications and Installation • For pipe bedding



Section 9 - Streets, Traffic Signs and Markings Specifications • For Road Base Gravel • Road Sub-Base Gravel • Imported Granular Fill, and • Reclaimed Asphalt Product

b) The following products must be in accordance with the Master Municipal Construction Documents (MMCD) Section 31 05 17.

Section 31 05 17 • Drain Rock (Clause 2.6) • MMCD Road Base (Clause 2.10) • MMCD Rod Sub-Base (Clause 2.8)

For each product offered, Bidders are required to submit the related aggregate property qualification testing (data sheet).

Products not in conformance with the City’s MoESS and/or the MMCD specifications will not be given further consideration.



4.6 The following Aggregate Property Test Results must accompany each submission:

Material

Sieve Analysis (ASTM C 136 and ASTM C 117)

Soundness of Aggregate by Use of Magnesium Sulphate (ASTM C 88)

Sand Equivalent (ASTM D 2419)

Resistance of Aggregate to Degradation by Abrasion in the Micro-Deval Apparatus (ASTM D 6928)

Resistance to Degradation Aggregate by Abrasion in the Los Angeles Machine (ASTM C535 and ASTM C131)

Percentage of Fractured Particles in Coarse Aggregate

Road Base (25mm minus)

As per MoESS Section 9.0 Streets, Traffic Signs and Markings

Clause 9.30

Max 20% loss for Coarse Aggregate, Max 25% loss for Fine Aggregate

Min 40 Maximum 25% Loss Maximum 25% Loss Minimum 60%

Road Sub-Base (75mm minus)


Clause 9.29

N/A Min 20 Maximum 30% Loss N/A Minimum 60%

Imported Granular Fill


Clause 9.28A

N/A N/A N/A N/A N/A

Reclaimed Asphalt Product **(19mm with 50% RAP)


Clause 9.31

Max 20% loss for Coarse Aggregate, Max 25% loss for Fine Aggregate

Min 40 Maximum 25% loss for Coarse Aggregate,

Maximum 30% loss for Fine Aggregate

Maximum 30% Loss for Coarse Aggregate

Minimum 60%

Pipe Bedding As per MoESS Section 4.0 Trench

Excavation, Bedding and Backfill Clause

4.17

N/A N/A N/A N/A N/A

Drain Rock As per MMCD Section 31 05 17 Aggregates and Granular Materials Clause 2.6 MMCD Road Base

As per MMCD Section 31 05 17 Aggregates and Granular Materials Clause 2.10

MMCD Road Sub-Base

As per MMCD Section 31 05 17 Aggregates and Granular Materials Clause 2.8



The Suppliers shall be responsible for all quality control costs, sampling and testing required to prove conformance of each aggregate being supplied.

** In addition, any material containing RAP requires the following additional test properties:

1. % Asphalt Content (by ignition method) 2. % Asphalt Coated Aggregate – Maximum 40%

4.7 Specifications for Sand Particle Size Distribution

a. The development of specifications for sand-based sport fields is based on the USDA system of soil particle size classes. Particular size is determined by a soils laboratory, which conducts a sieve analysis using USDA standard sieves as listed below:

Sieve Opening (mm) USDA Class Class Size Range (mm)

10 2 Fine Gravel (FG) Greater than 2.00

18 1 Very Coarse Sand (VCS) 1.00 – 2.00

35 0.5 Coarse Sand (CS) 0.50 – 1.00

60 0.25 Medium Sand (MS) 0.25 – 0.50

140 0.105 Fine Sand (FS) 0.10 – 0.25

270 0.053 Very Fine Sand (VFS) 0.05 – 0.10

Silt (S) 0.002 – 0.05

Clay (C) Less than 0.002

b. The Sports field growing medium sand MUST be composed of 60 – 80% (by weight) of CS and MS particle size as indicated by the shaded area of the chart above, Clause 7(a) Particles finer than MS should not amount to more than 25% by weight of the total with no more than 8% being VFS, S or C (f “fines). Particles larger than 2.00 mm (VCS) will need to be screened out.

c. The Sand MUST be washed and be naturally low in organic matter content (1 - 4 %). d. Gradation of particle sizes MUST fall within the specified range. Percent to be reported

as the mass of the particles whose size is less than the designated sieve opening by greater that the next designated sieve opening; angular or fragmented sand particle shapes will not be acceptable.

e. Sand MUST have saturated hydraulic conductivity between 100 mm and 300 mm per hour. Confirm source of sand prior to delivery to site and obtain approval from the City’s designated project manager.



f. Sand MUST be within the allowable range or will not be considered. g. Sand should not be so coarse as to result in abrasion of grass roots under play conditions. h. Must be free of pollutants, which would be hazardous to animal or plant life.

On average the City may use about 165 mT of infield mix a year and the delivered is typically in Feb and March. This is an estimate and this quantity may change with or without notice.

4.8 Schedule B Sport Field Sand delivery

4.9 Indicate clearly on your submission which material you are providing aggregate property testing and quotes for.

The delivery address for the Sport Field Sand is: Purchasing and Stores Building 2020 Labieux Road, Nanaimo, BC, V9T 3K7



Mesh size bbsl PASS OR FAIL

Graphed Percent passing

Graphed Percent retained

weight retained

Percent retained

cum. % retained

Percent passing

#4.75 1.8 100.0

#10 - 77.0 22.95 110.4 23.0 23.0 77.0

#18 - 55.3 21.7 104.5 21.7 44.7 55.3

#35 - 34.0 21.3 102.5 21.3 66.0 34.0

#60 - 17.5 16.5 79.4 16.5 82.5 17.5

#100 - 10.5 7.0 33.9 7.0 89.5 10.5

#270 - 2.2 8.3 39.7 8.3 97.8 2.2

Pan - 0.0 2.2 10.6 2.2 100.0 0.0

F.M. - 0.0 481.00 100.00

Moisture Content -

-20

0

20

40

60

80

100

#10 #18 #35 #60 #100 #270 Pan

Average Percent Passing



Bidder’s Information Form

Bidders must complete this form and include with the Quote Submission.

Please ensure all information is in ink and legible.

1. Company Name

2. Company’s Representative

3. Address (include postal code)

4. Office Phone #

5. Cellular #

6. Email address Bidder: ____________________________ Date ___________________ Signature: _____________________________________________________________

Note: All forms that require a signature must be signed by a person authorized to legally bind the Bidder to statements made in response to this RFQ. The Bidder hereby acknowledges that:

1. it understands and agrees with the RFQ process as described in this RFQ; and, in addition; and

2. verifies the information included in the Quote is correct, and it has thoroughly reviewed, and has complied with the documents making up their Quote, including all specifications.



Schedule A and B - Fees

Quantities shown are approximate annual usage and furnished without liability on behalf of the City. Quantities are supplied for the guidance of the Bidders only and are not to be as minimum or maximum quantities. The City expressly reserves the right to increase or decrease the quantities, as need dictates. Approximate quantities are for evaluation purpose only and are not guaranteed. Unit prices per metric tonne (t) will be firm for the initial term of the contract. Payment will be by the metric tonne (t) on the actual quantities received and deemed acceptable by the City.

Pick up Unit Price includes the Product loaded F.O.B at the Contractors Plant. Delivered Unit Price includes the Product loaded at the Contractors Yard and Delivered to the City of Nanaimo Public Works Yard. All labour, equipment, vehicle, insurance, license, fees, permits, tools and plant, and all other applicable rates and charges that may apply to supply of the Product will be incidental thereto. Unit pricing excludes the GST and PST. The City will be invoiced for actual quantities delivered and accepted by the City’s designate. Bidders are requested to complete the yellow highlighted areas.

Quantities shown are approximate annual usage and furnished without liability on behalf of the City. Quantities are supplied for the guidance of the Respondents only and are not to be considered as a minimum or maximum quantity. The City expressly reserves the right to increase or decrease the quantities as needed. Approximate quantities are for evaluation purposes only and are not guaranteed.

The schedules may be a warded to one of more than one Proponent, however they will be awarded in there entirety.



Schedule A - Aggregates

Item Product Description Material Rate Picked Up Unit Estimated Quantities Extended Price

1 25mm Road Base $ T 3,500 2 75mm Road Sub-base $ T 4,000 3 19mm with 50% RAP $ T 2,000 4 Drain Rock, 19mm Washed $ T 100 5 Import Granular Fill $ T 150 5 MMCD Road Base $ T 3,500 6 MMCD Road Sub-base $ T 4,000 7 Cold Mix Asphalt $ T 150 8 Pipe Bedding $ T 2,000

Sub total

PST

Sub total

GST (on first Sub total only)

Grand total

Item Product Description Material Rate Picked Up Unit Estimated Quantities Extended Price

1 25mm Road Base $ T 3,500 2 75mm Road Sub-base $ T 4,000 3 19mm with 50% RAP $ T 2,000 4 Drain Rock, 19mm Washed $ T 100 5 Import Granular Fill $ T 150 5 MMCD Road Base $ T 3,500 6 MMCD Road Sub-base $ T 4,000 7 Cold Mix Asphalt $ T 150 8 Pipe Bedding $ T 2,000

Sub total

PST

Sub total

GST (on first Sub total only)

Grand total

__________________________ Representative signature



Schedule B - Sport Field Sand

a. _______________ Unit Price per Metric Tonne for Supply & Delivery within City limits.

_______________ Minimum Order Requirement

b. _______________ Unit Price per Metric Tonne for Supply & Delivery within City limits. No Minimum Order Requirement.

The estimated total annual usage is 2531 metric tonnes. This is an estimate only (for evaluation purpose), and not guaranteed. Actual quantities ordered may be more or less per sports field.

Base Unit Pricing Per Metric Tonne Sports Field Name Estimated Annual Metric Tonne

1 Bowen Sports field 170 $ 2 Caledonia 83 $ 3 Comox 60 $ 4 Departure Bay 65 $ 5 Deverill 36 $ 6 Elaine Hamilton 94 $ 7 Gyro Fields (Beban) 346 $ 8 Harewood 97 $ 9 Harewood School 88 $

10 Harry Wipper 136 $ 11 Maffeo Sutton 50 $ 12 Mansfield 15 $ 13 May Bennett Football Field 92 $ 14 May Bennett Rugby Field 145 S 15 May Bennett Soccer Field 93 $ 16 McGirr Sports fields 302 $ 17 Pleasant Valley 62 $ 18 Robins 120 $ 19 Rotary Bowl 100 $ 20 Serauxmen – Field #1 157 $ 21 Serauxmen – Field #2 108 $ 22 Serauxmen – Field #3 20 $ 22 Serauxmen Stadium 92 $

Sub total $ PST $ Sub total $ GST (on first Subtotal only) $ Grand total $

__________________________ Representative signature



Appendix A - Fuel Reporting Consumption Worksheet Instructions

GENERAL INFORMATION

This form contains the worksheet for the “Contractor Reporting Fuel Consumption Worksheet”, which applies to any Suppliers who have new or renewed contracts with the City of Nanaimo beginning on or after June 1st, 2012.

Contractors can choose to report their fuel consumption according to the frequency that works best for them (e.g. by invoice, monthly, quarterly, or annually), although reporting on an invoice-by-invoice basis is recommended. At a minimum, fuel consumption must be reported annually. The due date for the fuel consumption worksheet(s) for the calendar year will be January 31st of the following year.

Please note that you will only need to report fuel consumption data for fuel used in the delivery of a service to the City.

Why do I have to report my fuel consumption?

The City of Nanaimo, along with 95% of other local BC governments, signed the BC Climate Action Charter in 2007. As part of the Charter requirements, the City must measure and report on the City’s overall greenhouse gas (GHG) emissions each year, which was recently changed to include contracted emissions.

Effective June 1st, 2012, the City of Nanaimo is required to track and report on contracted emissions that are derived from fossil fuel consumption used to operate vehicles, equipment and machinery. These include (but are not limited to) gasoline, diesel, propane, and bio-fossil fuel blends.

The City of Nanaimo is required to request specific vehicle and fuel consumption data from Suppliers, which will facilitate the calculation of greenhouse gas emissions by applying standardized emission factors.

If you would like further information with regard to BC’s Climate Action Charter, and BC’s commitment to becoming carbon-neutral, please visit the Ministry of Environment website at:

http://www.env.gov.bc.ca/cas/mitigation/carbon_neutral.html

http://www.env.gov.bc.ca/cas/mitigation/carbon_neutral.html



With regard to fuel consumption, the City is required to collect and report on the total amount of fuel that is consumed by your equipment while providing services to the City.

This calculation may require the use of professional judgment and some estimates. Please see the following sample ideas as to how to calculate the City’s portion of fuel consumption:

Method 1 – Determine what percentage of your revenues (or what percentage of your costs) come from the City

o For example, if approximately 20% of your overall revenues come from a City contract, it would be logical that around 20% of your fuel consumption would be attributed to the City. If you have reports that show your overall fuel consumption, you could apply this percentage to your overall fuel consumption.

Method 2 – Determine which specific vehicles or equipment are used for the City contract

o If you have specific vehicles and equipment that are assigned to the City, or assigned to the Nanaimo area, you could obtain the fuel consumption information for those, figure out what percentage of the contract revenue comes from the City, and apply that factor to come up with the overall fuel consumption that is City related.

What if I don’t have fuel consumption information?

Accounting records can be used to figure out the approximate number of litres consumed during the year. For example, if the company spent $10,000 on fuel in 2015, and the average price per litre was $1.20 throughout the year, then approximately 8,333 litres of fuel were consumed.

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

Address:

Phone Number:

Contact Person:

Title:

Contact Phone:

Contract Description:

Contract Number / Identifier:

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

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

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

Natural Gas ______________ ______________ Other ________________ ______________ ______________

Light Duty Truck - SUV's Gasoline 1234 Litres - Minivans Diesel ______________ ______________ - Full size vans Propane ______________ ______________ - Pickup trucks GVWR under 3856Kg (8,500 lbs) Natural Gas ______________ ______________ and curb weight under 2722 Kg (6,000 lbs) Other ________________ ______________ ______________

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

Propane ______________ ______________ Natural Gas ______________ ______________ Other ________________ ______________ ______________

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

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

_______________________________________________Signature Title Date (dd/mm/yyyy)

REQUEST FOR QUOTE No. 2308 Supply of Aggregates and ... RFQ...The City is inviting Suppliers of...

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