Tender 2023-01-PW - Articulated Sidewalk Maintenance Machine

TENDER 2023-01-PW – Articulated Sidewalk Maintenance Machine 341 10th St. Hanover ON N4N 1P5 | 519.364.2780 | hanover.ca The Town of Hanover invites tenders for the supply of an Articulated Sidewalk Maintenance Machine for the public works department. Sealed tenders, clearly marked TENDER 2023-01- PW – Articulated Sidewalk Maintenance Machine will be received by Vicki McDonald, Clerk, Corporation of the Town of Hanover, 341 10th Street, Hanover, ON N4N 1P5 until 2:00pm local time, on Tuesday May 2, 2023. The tenders will be opened publicly at that time. Documents, complete with specifications and details may be obtained at the Municipal Office, 341 10th Street, Hanover, ON or on the Town of Hanover website: www.hanover.ca/tenders- and-bids. For additional information regarding the Articulated Sidewalk Maintenance Machine specifications, contact: Ron Cooper, Director of Public Works Town of Hanover

519.364.2780 x1229 rcooper@hanover.ca Lowest or any tender not necessarily accepted. http://www.hanover.ca/tenders-and-bids http://www.hanover.ca/tenders-and-bids Tender 2023-01-PW | Page 2 of 18 1.0 SUMMARY OF THE REQUIREMENT The Town of Hanover is inviting tenders for the supply of a new Four-Wheel Drive Rubber Tired Articulated Sidewalk Maintenance Machine. 2.0 TENDER PROCESS 2.1 Enquiries All enquiries related to this tender are to be directed to the following person. Information obtained from any other source is not official and should not be relied on. Ron Cooper, C.E.T. Director of Public Works Town of Hanover 519.364.2780 x1229 rcooper@hanover.ca The deadline for enquiries is Friday April 21, 2023 at 4:00pm. 2.2 Submissions Sealed Tenders clearly marked ‘Tender 2023-01-PW - Articulated Sidewalk Maintenance Machine’ will be received by: Vicki McDonald Clerk Town of Hanover 341 10th Street Hanover, ON N4N 1P5 Until 2:00pm local time on Tuesday May 2, 2023. The following documentation must be included within the sealed envelope or your bid will be rejected: • Form of Quotation: Completed Form of Quotation must be completed in full. • Bidders Covenant: Submissions must contain an original Bidders Covenant form completed in full and signed by an authorized representative. • Form P02 – Statement by Bidder: completed in full and signed. • Completed Specifications including manufacturer’s specifications and brochures. 2.3 Right to Accept or Reject Tenders The Town, at its sole discretion, reserves the right to accept or reject any or all tenders. The Town reserves the right to waive any irregularities in any tender, and to request clarification and additional information on any tender. The lowest or any tender will not necessarily be accepted. The tender shall not be construed as an agreement to purchase goods or services. 2.4 Purchasing Procedures for Bidders Please refer to Schedule C of the Town of Hanover By-Law #2459 (attached) for detailed purchasing procedures for bidders submitting tenders. Statement by Bidder form (attached must be completed and returned with Tender. mailto:rcooper@hanover.ca Tender 2023-01-PW | Page 3 of 18 TENDER SUBMISSION INFORMATION TO BIDDERS The following specifications listed are the preferred minimum specifications the Town of Hanover is requesting. The Town of Hanover will objectively review bids to determine which makes and models conform to or exceed the specifications listed and shall be the sole judge of the review in determining what make and model will be selected. The bidder must submit actual specifications or descriptive literature of all components along with the tender being submitted, especially if ‘NO’ under ‘confirmation’ is checked. Any deviation from specifications must be explained and accompany the tender. This unit shall be supplied with all standard equipment, plus all other equipment required by this specification. Price to be F.O.B. 70 14th Avenue, Hanover, ON. The unit must be manufacturer’s most current advertised standard production model, for the model year in which it will be delivered and must comply with all Federal and Provincial legislation in effect at time of delivery. A total of 1 (2018) unit will be required. LIST ALL DEVIATIONS IN “STATE ACTUAL” COLUMN AND SUPPLY PRODUCT SPECIFICATIONS INFORMATION. WHERE THE SPECIFICATIONS INDICATES A MINIMUM OR MAXIMUM SPECIFICATION, THE SUPPLIER MUST COMPY WITH THESE SPECIFICATIONS. FAILURE TO MEET THESE STANDARDS MAY RESULT IN THE SUPPLIERS BID BEING DEEMED NON COMPLIANT. State Make and Model Number: _______________________________________________________ MINIMUM REQUIREMENTS CONFORM YES NO STATE ACTUAL 1. GENERAL SPECIFICATIONS A four-wheel drive articulating, oscillating, rubber tire, diesel powered multi-purpose tractor, designed for year-round works, utilizing various attachments shall be supplied. Tractor shall be no wider than 1.3m (501⁄2”), including fenders, no higher than 2.23m (88”). Engine shall be a water-cooled diesel with min. 74 hp @2500 rpm and producing torque of 224 lbs/ft @1600 rpm. Engine shall include automatic cooling fan Tractor shall have compatible mounting system and sufficient hydraulic capability to connect to and operate trackless power angle sweeper, rotary mower, 51” snow blower, rear mounted sidewalk spreader, angle snow plow without any adaptation. The tractor shall have an anti-bounce side control system. State how this is accomplished. 2. SAFETY FEATURES Automatic safety shut down. Oil and fuel reservoirs located above frame rails. Brake “ON” warning buzzer when engine running. Tender 2023-01-PW | Page 4 of 18 MINIMUM REQUIREMENTS CONFORM YES NO STATE ACTUAL 3. CAB Certified R.O.P.S. cab structure to ISO 3471 specifications. Cab must have the following indicators minimum of a tachometer, speedometer, fuel level, engine coolant, engine oil pressure, engine hour meter, voltmeter, turn signals, 4-way flashers, high/low beams, large text warning messages for low coolant level, air breather service required, parking brake engaged. Icons for Regen, seatbelt not fastened, service interval monitoring. Seven (7) speed heater/defroster which includes a minimum of 2 outlets (vents) no higher than 16” above floor level directed at operator’s feet (no exceptions). All duct work for heater/defrosters shall be inside cab (no exceptions). Factory installed A/C unit must provide a digital readout climate control system that includes a heater, pressurizer and defrost systems. A protective guard must incorporate four (4) amber and four (4) blue LED strobe lights. Amber lights shall be switched separately from the blue lights. Two (2) outside mirrors must be fold back and one (1) inside convex style rearview mirror. Three (3) point retractable seat belt certified to SAEJ2292 standards High Back, fabric covered air ride seat – with lumbar supports, adjustable left armrest. Large padded right armrest. Operators seat must be equipped with a seat safety switch which automatically shuts down the following if the operator leaves the seat: • Front PTO • The engine if the tractor is not placed into neutral • Rear hydraulics AM/FM Bluetooth radio, cup holder, door pockets, storage tray shall be provided. External mounted aerial. One (1) 12V power point auxiliary outlet and one (1) 12V two-way radio jack to be provided. Unit to be equipped with tilt steering, horn, self- cancelling integral R/L signal lever on steering column, 4 way hazard light button, horn button which must be mounted in the center of the steering wheel (no other location is acceptable). The unit shall come equipped with cruise control. The unit shall be equipped with OEM backup camera and backup alarm. Tender 2023-01-PW | Page 5 of 18 MINIMUM REQUIREMENTS CONFORM YES NO STATE ACTUAL All glass is to be an approved DOT tinted tempered safety glass. All glass must be flat for convenience of local replacement in emergency situation Cab door shall be equipped with safety strap, gas strut door cylinder. Slider windows are to be installed on both R/L side of the cab. Front windshield is to be equipped with a three (3) speed/intermittent wiper blade assembly, windshield washer system. Install in cab and floor a Conaflex sound deadening material. Install a 2 1/2 lb. fire extinguisher, first aid kit – all items are to be mounted in a way as not to interfere with the operator or the safe operation of the tractor. Supply and install one (1) copy of the operator’s manual, installed into a clear cab pocket 4. POWERTRAIN Engine shall be a Tier 4 water cooled diesel with min. 74 hp @2500 rpm and producing torque of 224 lbs-ft @1600 rpm. State emission standard: ______________________________ Engine shall be equipped with anti-idling system to prevent engine sooting. Unit must be equipped with an intake grid heater for cold starting. NO ETHER system will be allowed – no exception. Unit shall be equipped with a block heater. Equipped with Air Breather Warning – Digital Dash text and buzzer. Access to machine for daily fluid checks, battery, filters, battery disconnect switch and main breakers must be without the use of tools. State method to access daily machine checks: _____________________________ Engine shall be water cooled. Coolers are to be supplied for cooling hydraulic oil and engine coolant. The coolers are to be bolted together to form one unit and mounted in an upright position between the rear rails of the tractor for protection. Tender 2023-01-PW | Page 6 of 18 MINIMUM REQUIREMENTS CONFORM YES NO STATE ACTUAL State number of coolers and use: ______________________________ The tractor shall be propelled by a hydrostatic transmission and controlled by a single ELECTRONIC foot pedal. State type of transmission, number of ranges and speed range ______________________________ ______________________________ ______________________________ Controlling attachments shall be by means of one single, electronic joystick control. Controlling forward/reverse direction shall be by means of thumb switches on joystick. Transmission shift to allow the tractor to be towed without danger of damaging the hydrostatic transmission shall be by means of in-cab shifter. Axles shall be Dana style full float with track- lock differentials front and rear. 5. PTO/HYDRAULIC SYSTEMS PTO drive system to be mechanical by way of a clutch, 11 1⁄2” over-centre type. Must be electric over hydraulic actuation with indicator light. Actuation by lever will not be considered. The engagement speed of the PTO clutch shall be controlled electronically by the tractor ECMed. Engine PTO is to be 1 3/8” diameter, 6 spline, 540 RPM @ 2160 engine RPM. Minimum 69 PTO hp required. Access to the PTO shaft shear bolt shall be from inside the cab. This is also where the PTO shaft is connected when attaching an implement. Having to reach down in front of the tractor to connect the PTO shaft or change a shear bolt will not be accepted. The hydraulic system shall have a thermostatically controlled bypass valve for cold weather operation. The main hydraulic pump shall be driven from the engine timing case and produce a minimum of 20 gpm. Six (6) front hydraulic couplers (3 pair) are to be supplied for operating the control features on various attachments. Tender 2023-01-PW | Page 7 of 18 MINIMUM REQUIREMENTS CONFORM YES NO STATE ACTUAL The unit shall be equipped with an external control switch for front lift cylinders to be located between the two front cylinders to facilitate single operator pinning and unpinning of attachments In addition to the six (6) couplers for operational controls, there shall be one (1) pair of HIGH VOLUME front couplers to power attachments requiring approximately 14 gpm. There shall also be two (2) additional ports located at the front of the cab for 2nd high flow circuit. Rear of tractor shall have one (1) pair of hydraulic couplers with an output of 14 gpm. Hydraulic couplers must be colour coded, matching colour coded joystick membrane switches. All hydraulic couplers must be pressure relief type. All hydraulic hoses to have NPT, SAE straight thread of SAE split flange fittings (no metric). All hydraulic hoses must be wrapped in critical areas. Unit shall be equipped with an auxiliary 14 gpm hydraulic gear pump and to be driven only when the PTO clutch is engaged. Unit shall be equipped with a Low Hydraulic Oil warning with dash warning buzzer. The tractor is to be equipped with a hydraulic Auto/Run switch which controls the rear hydraulic couplers when connected to a sander. In Auto mode the rear hydraulics shall turn off automatically when the tractor is stopped or reversed preventing the sander from dispensing materials. Hydraulic flow to the sander will automatically resume once the tractor is in a forward motion. Run mode allows for continuous dispensing of sander materials including when the tractor is parked to allow sander to be emptied. 6. BRAKING SYSTEM Tractor shall have no less than three (3) braking systems, hydrostatic dynamic braking, hydraulic service brakes and mechanically actuated emergency/parking brakes and drive line brake. Method of emergency/parking brake activation: ________________________________ Parking brake warning must be dash buzzer when applied. 7. ELECTRICAL SYSTEM Tractor shall have a 12V, negative ground system with a 950-1000 CCA group 31 battery, Tender 2023-01-PW | Page 8 of 18 MINIMUM REQUIREMENTS CONFORM YES NO STATE ACTUAL 200amp alternator and main breaker switch protection. Due to the complexity of the wiring systems in tractors with Tier 4 engine management systems and other electronic management systems, the following specifications have to be complied with to assist in efficient diagnostic and electrical repairs over the life of the tractor. Wiring Harnesses must be professionally manufactured with terminals which are machine crimped to ISO standards. On both ends of all harness wires there must be letter location codes and wire numbers printed permanently on the wire insulation. Codes and numbers must be shown on all parts manual exploded views and wiring schematic drawings and charts. All single wires which are not part of a harness must have a part number permanently printed on the insulation. All fuses are to be mini blade type and must be contained within an IP67 watertight enclosure. All harness plug connectors shall be standard Packard weatherproof. Bulkhead connectors must be twist lock type. There shall be four (4) headlights and one (1) backup light. All five (5) lights are to be halogen adjustable and identical. There shall be signal lights, 4-way flashers and shock proof rubber mounted tail lights – all are to be LED. Cab to have an interior dome light. 8. STEERING Must be equipped with articulated steering, must be able to turn 35 degrees each way. Must be equipped with an Orbitrol hydraulic motor, hydraulic steering cylinder, tilt steering (in the up most position the column must be 80 degrees to the cab floor). Steering column must include hazard button, signal lever centre mount horn. Unit must be equipped with high strength spherical bearings for all steering and pivot pins. All bearings and pins MUST be greasable. 9. CHASSIS The tractor shall consist of four (4) main structures, front cab/frame, centre frame, mid frame and rear frame. Two greaseable pivot pins shall connect the mid frame to the centre frame through hardened greaseable spherical bearings. The mid frame must be removable from the rear frame to allow easier removal of drive train Tender 2023-01-PW | Page 9 of 18 MINIMUM REQUIREMENTS CONFORM YES NO STATE ACTUAL components such as PTO clutch or pump drive assembly from the bell housing. Tractor shall articulate and oscillate. Dimensions: Overall length including rear bumper: 149.5” Height of cab incl. AC unit: 88.0” Track width with winter tires: 49.5” Overall width: 50.5” Inside turning radius: 90.0” 10. IMPLEMENT HITCHES Tractor shall be supplied with a front quick hitch system. Implement height shall be controlled by two double acting hydraulic cylinders. Spring load lift latches hold the implement frame in place. Specify details of hitch: _____________________________________ 11. FUEL TANK The fuel tank capacity shall be not less than 94 litres. State actual fuel tank capacity: ______________________________________ Single fuel tank only. Add on auxiliary tanks not acceptable. 12. TRACTOR WEIGHT (EMPTY) Weight: Approximately 6,900 lbs. 13. MACHINE DIAGNOSTICS Tractor shall be equipped with onboard diagnostics. Digital display screen shall be means to access all tractor fault codes and aid in trouble shooting. The Town of Hanover will have access to the vender’s website to download any information for the unit. 14. TIRE SIZE Tractor to come equipped with LT 245 75 R16 radial tires. Mud and snow tread. Rims to suit. 15. PAINT AND FINISH All steel fabricated parts including the cab and all frames are to be prepped in a 4-stage phosphate wash prior to paint. All parts are to receive a 2 part epoxy primer with rust inhibitor. The top coat is to be a 2 part poly urethane automotive quality finish which is oven baked. The following parts shall be zinc plated: • Lift latches, lift latch levers, linkages and secondary locks • Battery hold down straps and bolts • Hood support rod • Fender/side hood mounting brackets • Door striker plate • Hi/low range shifter gate • Misc. small mounting brackets Tender 2023-01-PW | Page 10 of 18 MINIMUM REQUIREMENTS CONFORM YES NO STATE ACTUAL 16. OPERATABILITY AND ERGONOMICS Method of attachment and machine forward/reverse controls: __________________________________ 14 gpm gear pump and valve for extra auxiliary equipment. Branch guard to incorporate a total of eight (8) oval strobe lights, four (4) amber and four (4) blue. Once colour per side. There shall be an in cab rotary switch to adjust the amount of material being spread by the rear sand/salt spreader to reduce cost. 17. MANUALS One (1) operators manual – attached to machine plus one (1) additional supplied loose. One (1) complete set of parts and service manuals to be supplied at time of delivery. C/Ds acceptable or secured access to manufacturer’s website where the above information is available at all times. 18. TRAINING Operator training upon delivery. Supply online operation and safety training video. Technical service instructions for staff upon delivery. 19. WARRANTY – NEW MODEL Warranty shall be twelve (12) months or 600 hours (bumper to bumper). Engine warranty shall be 2 years or 2,000 hours. 20. DELIVERY State delivery time frame from receipt of authorization FOB Hanover. 21. MACHINE SPECIAL FEATURES Provide list of machine features beyond those described in the specifications: ________________________________ _________________________________ _________________________________ _________________________________ _________________________________ _________________________________ _________________________________ _________________________________ _________________________________ Tender 2023-01-PW | Page 11 of 18 ATTACHMENTS Attachments will be purchased if the appropriate budget is available. MINIMUM REQUIREMENTS CONFORM YES NO STATE ACTUAL 51” DOUBLE AUGER SNOWBLOWER The blower shall be manufactured by the same company as the tractor. Raising/lowering, chute rotation and chute deflector controlled hydraulically from inside tractor cab. The snow blower shall be driven mechanically through a shear pin protected PTO and a shear pin protected auger drive. Throat opening shall be 51” wide with end plates which are not less than 3/8” thick steel. There shall be two 13” diameter augers driven by a single gearbox. The impeller shall be 7.5” x 24” diameter with not less than 4 scoop type blades. The impeller housing shall have a replaceable, 2 piece liner. The chute must rotate on a 15” diameter ball bearing. Systems without a bearing will not be accepted. The skid shoes shall be free pivoting with 1 1⁄2” thick hardened wear pads. The cutting edge shall be 1⁄2” x 6” hardened steel and reversible. The cutting edge height shall be adjustable by shoe brackets. Chute mounted to snow blower using two (2) quick change mounting pins. SALT AND SAND SPREADER Sander to be pin mounted to rear of tractor requiring no tools for installation or dismantling. It shall be hydraulically driven with engagement from within cab. Engagement and disengagement must be independent from front mounted attachments. Spread shall be controlled by an adjustment lever. The spread shall be by means of a roller with cams, which disperses small spots of material in a grid pattern. Spread distance per hopper shall be 4 - 6 miles. Hopper capacity shall be not less than 1⁄2 cubic yard. Shall be fabricated of heavy gauge steel. Shall have a total width of 44 inches and a spread width of not more than 41 inches. Tender 2023-01-PW | Page 12 of 18 MINIMUM REQUIREMENTS CONFORM YES NO STATE ACTUAL Shall have colour coded hydraulic quick couplers. Tape or paint for colour coding not acceptable. Ground clearance to be not less than 14 inches. Shall be manufactured by the same company as the tractor. Capacity: 1⁄2 cubic yard minimum. For safety, the sander screen shall be secured with a minimum of 6 bolts. Slow moving vehicle sign shall be installed on rear of sander. 60” ANGLE PLOW The blade length shall be 60 inches. The blade height shall be 30 inches the cutting edge shall be minimum 1⁄2” x 6” hardened steel and be reversible and replaceable. The blade shall be power angling to 30 degrees in either direction by 2 single acting cylinders. A cushion valve must be supplied to help protect plow if an object is struck. The complete plow must be able to trip and then return to upright position when raised. The plow assembly is capable of operating under hydraulic down pressure. The plow must be painted the same colour as the tractor. The plow must be manufactured by the same company as the tractor. 72” ROTARY MOWER The mower shall be front mounted and have 4 pneumatic 4 ply 4"x10" tires. The mower shall provide a 72" wide cut and be rear discharge. Shall have 3 - 25" x 21⁄2” x 1⁄4” highlift blades. The deck shall be 3/16” thick and have 3 skid shoes; 1 at the nose and one on each side. Shall have a flexible link rear pushframe to allow mower to raise 9" on either side independent of tractor. All spindles shall be greaseable without removal of any covers. Shall be P.T.O. driven to gearbox and belt driven to spindles by 2 V-belts of the same length. Shall have 1 spring-loaded idler to maintain tension belt system. Belt system must be designed so that no tools are required to remove or install V belts once the belt cover has been removed. Cutting height adjustment shall allow adjustment from 11⁄2” to 4" in 1⁄2” increments. Tender 2023-01-PW | Page 13 of 18 MINIMUM REQUIREMENTS CONFORM YES NO STATE ACTUAL Shall be manufactured by the same company as the tractor. Shall be painted same colour as the tractor. 60” POWER ANGLING SWEEPER Shall have a broom diameter of not less than 32". Shall have a broom width of 60". Shall have an overall width of not more than 66". Shall have a sweeping pattern of not more than 50" when angled at 30 degrees. There shall be a self-centering scissor frame, which centres the sweeping pattern in front of the tractor when the broom is angled. Broom shall have a steel extension dirt deflector. Final drive shall be hydraulic motor to broom core without any intermediate power transmission device such as sprockets, chains, pulleys or belts. Hydraulic drive to sweeper shall have a relief valve to prevent core twisting from broom overload conditions. Shall have colour coded hydraulic quick couplers. Paint or tape not acceptable. Shall have a spray bar kit with in-cab control switch, wiring, hosing and trailer ready plug to connect to 300 litre tank to be utilized from our existing sweeper. Shall have 4 stands to support entire broom when disconnected from tractor. Tender 2023-01-PW | Page 14 of 18 REFERENCE SCHEDULE Provide a minimum of three (3) references of municipalities that similar equipment has been provided to within the past two years. Municipality Equipment Provided & Year Reference Contact Name and Phone Number ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ Tender 2023-01-PW | Page 15 of 18 FORM OF QUOTATION Tender 2023-01-PW | ARTICULATED SIDEWALK MAINTENANCE MACHINE I/WE the undersigned hereby offer to supply one new articulated sidewalk maintenance machine complete as per the attached tender specifications to the Corporation of the Town of Hanover to be delivered to the Public Works Yard located at 70 14th Avenue, Hanover, ON. DESCRIPTION 1. ARTICULATED SIDEWALK MACHINE AND ATTACHMENTS ITEM PRICE 1.1 Articulated Sidewalk Maintenance Machine (base unit) Make: _____________________________________ ______________ (excl HST) Model/Year: ________________________________ 1.2 51” Double Auger Snowblower Make: _____________________________________ ______________ (excl HST) Model/Year: ________________________________ 1.3 Sand and Salt Spreader Make: _____________________________________ ______________ (excl HST) Model/Year: ________________________________ 1.4 60” Angle Plow Make: _____________________________________ ______________ (excl HST) Model/Year: ________________________________ 1.5 72” Rotary Mower Make: _____________________________________ ______________ (excl HST) Model/Year: ________________________________ Tender 2023-01-PW | Page 16 of 18 1.6 60” Power Angling Sweeper Make: _____________________________________ ______________ (excl HST) Model/Year: ________________________________ Total Price ___________________ (excl HST) 2. Trade-In Trade-in allowance for current equipment in “as is condition”. Each item will be considered separately. The Town reserves the right not to accept the trade-in with this tender. ITEM PRICE 2.1 2001 Trackless (base unit) Model No: MT5T Serial No: 1911 Trade-in Allowance ______________ (excl. HST) 2.2 Trackless blade, blower and sander Model No: Blade – AB55, Blower – B3, Sander - MTS Serial No: Blade - 240, Blower - 961, Sander - 905 Trade-in Allowance ______________ (excl. HST) 2.3 Trackless power angling sweeper Serial No: AS4004 Trade-in Allowance ______________ (excl. HST) 2.4 Trackless mower Model No: M6 Serial No: 281 Trade-in Allowance ______________ (excl. HST) Total Trade-in Price ___________________ (excl HST) Tender 2023-01-PW | Page 17 of 18 BIDDERS COVENANT I/we the undersigned authorized signing officer of the Bidder, hereby declare that no person, firm or corporation other than the one represented by the signature below, has an interest in this submission I/we further declare that all statements, schedules and other information provided in this submission are true, complete and accurate in all respects to the best knowledge and belief of the Bidder. I/we further declare that this submission is made without collusion, connection, knowledge or comparison of figures or arrangement with any other company, firm or persons making a submission and is in all respects fair. I/we understand that this may result in the rejection of our submission if this declaration is found to be untrue. I/we have received, allowed for and included as part of our submission all issued Addenda. This will acknowledge receipt of the following addendum and that the pricing quoted includes the provision set out in such addendum. Addendum Numbers ______________________. (attached signed addendum) COMPANY NAME: STREET ADDRESS: CITY: PROV: POSTAL CODE: TELEPHONE NO: FAX NO: AUTHORIZED INDIVIDUAL: (Print name) SIGNATURE OF PERSON NAMED ABOVE: NAME OF REPRESENTATIVE SUBMITTING BID: (Print name) DATE: Tender 2023-01-PW | Page 18 of 18 Form P02 - STATEMENT BY BIDDER BID DOCUMENT NAME: BID DOCUMENT NUMBER (if applicable): 1. I/We have reviewed all terms and conditions of all forms included as part of this bid package. 2. I/We have read and understand all of the terms and conditions of the forms included as part of this bid package. 3. I/We understand that if our bid is successful, all requirements of the successful bidder as outlined in this bid document will be completed by the time and in the format required. Dated at this day of , 20 Witness Signature of Authorized Person Position Purchasing Procedures for Bidders Submitting Tenders Schedule ‘C’ to By-law 2459-04 Purchasing Procedures for Bidders Submitting Tenders | Page 1 The following are the general purchasing procedures for The Town of Hanover that are to be included as an attachment to all bid documents. All bidders must adhere to the following procedures. 1. The following procedures shall be followed explicitly. Changes to any of these procedures shall be done only in writing by the Department Head/designate responsible for such bid document, to be given to all persons bidding. Copies of these procedures shall be given to every person intending to submit pricing for goods or services and a statement shall be signed and submitted with every bid submission that these procedures have been read and understood by the bidder. 2. All bid submissions must be properly signed and sealed or witnessed and placed in an envelope and submitted to the Department Head/designate to the location detailed in the bid document, before 2:00 p.m. local time on the specified date as stated in the bid document. 3. All submitted bids shall have the date and time of receipt noted on the face of the envelope. 4. Bids received later than the time specified will not be accepted, regardless of any postal seal date and such bids will not be opened and will be returned by regular registered mail or picked up by the owner from the office where bid was received. 5. All bids shall be submitted in one envelope and shall contain all of the bid documents required at time of closing as stated in the bid document. The Submission Label must be completed in full by the bidder. Envelopes will not be supplied. 6. All bids will be opened at a time announced by the Department Head responsible/designate as soon after the closing as is practical. Such bid opening shall be open to the public and the Department Head/designate responsible and the Treasurer/designate shall attend at such opening. 7. Upon opening, if the envelope does not contain the appropriate documentation as required, the bid will be declared as informal. The Department Head/designate and the Treasurer/designate will review the bids immediately after bid closing. If it is confirmed that the bid does not comply with the requirements at time of closing, the bid will be rejected. Written confirmation of the bids rejected will be forwarded to the bidder by the Department Head. 8. When the Department Head /designate checking bid submission compliance is satisfied that the bid submission contains the proper forms and information, the total price bid will be quoted publicly. All bid compliancy will again be reviewed by the Department Head. 9. No announcement concerning the successful bid will be made at the opening. A complete report and analysis shall be prepared by the appropriate Department Head or Consultant as the case may be, to be submitted to Committee and/or Council for a decision. 10. Bidders shall carefully examine and study all of the bid documentation, drawings, specifications, site of the work (if applicable) etc., in order to satisfy themselves by examination as to all conditions affecting the contract as the detailed requirements to fulfill the contract. 11. The Corporation of the Town of Hanover reserves the right to reject any or all bids for any reason whatsoever and to accept any bid considered best for its interest. 12. Any bidder will be permitted to withdraw his/her unopened bid submission after it has been deposited with the Department Head, provided such request for withdrawal is received in writing prior to the time appointed by the Department Head for the opening of such bids. Purchasing Procedures for Bidders Submitting Tenders | Page 2 13. More than one bid submission from an individual firm, partnership, corporation or association under the same or different names will not be considered. Collusion between bidders will be sufficient cause for rejection of all bids so affected. 14. The bidder may submit alternative prices on any item for consideration. The Corporation reserves the right to waive informalities at its discretion. The Corporation shall be the sole judge of such matters. 15. Bids which are incomplete, conditional or obscure, or which contain additions not called for, erasures, alterations or irregularities of any kind, may be rejected as informal. The bidder may, however, submit alternative prices on any item for consideration. The Corporation reserves the right to waive informalities at its discretion. 16. Bids containing prices that are unbalanced and are likely to affect adversely the interest of the Corporation, may be rejected. The Corporation shall be the sole judge of such matters. 17. Should a bidder find discrepancies in, or omissions from the bid documents, or should he/she be in doubt as to meaning, he/she shall clarify them with the appropriate Department Head or Consultant as the case may be, who may send an addendum to all bidders. No oral explanation or interpretation. 18. All bids must be on the form supplied by the Town and be signed and sealed by the bidder. A bid submitted by a Corporation shall bear the Corporation Seal and the signature of a duly authorized officer or officers who may be required to present evidence of his/her or their authority to sign. Where a bid is a joint venture, they shall comply individually with this direction. 19. Where sub-trades are to be used, a complete list showing sub-trade name, owners, phone numbers and addresses shall accompany the bid submission. The amount of indebtedness to the sub-trade for works to be performed shall be clearly shown on the list. Sub-trades may be changed by the main contractor but only on written approval by the appropriate Department Head or the Consultant of the Town. 20. The Contractor shall insert the firm’s WSIB account number in the space provided on the Bid Form (as applicable). This number is required in order to verify the firm’s standing with the Board at the time of the recommendation to award this contract. 21. Any contingency allowance to be included shall be stated by the Town and no bidder shall include any contingency allowance in any bid. 22. The estimate of quantities as shown in the bid document shall be used as a basis of calculation upon which the award of contract will be made. These quantities are not guaranteed to be accurate and are furnished without any liability on the part of the Corporation. 23. Whenever in a bid submission the amount bid for an item does not agree with the extension of the estimated quantity and the bid unit price, the unit price shall govern and the amount of the total bid price shall be corrected accordingly. 24. The unit price or lump sum price for all items in the Schedule of Quantities and Unit Prices shall be deemed to be full compensation for all the works including all necessary labour, equipment and materials specified in the Special Provisions, standard specifications and supplemental specifications. 25. The appropriate Department Head will notify the successful bidder of the contract award within two to five business days after the Council meeting that considers the bid. 26. When bid deposits are a requirement of the bid document, they must be submitted in full compliance of the bid and in adherence with the following: 26.1 It is noted that the bid deposit cheque, money order or bid bond is a guarantee that the contractor or supplier will execute a contract agreement with the Town for the delivery of the Purchasing Procedures for Bidders Submitting Tenders | Page 3 services, material or equipment provided for in the applicable bid document. In the event that a bidder or contractor fails to execute a contract agreement or supply the requested documentation with the Town when requested to do so, the bidder shall be deemed to be in default and the Town will have full unencumbered right to cash any bid deposit cheque or money order or act upon a bid bond in its possession relating to the specific bid document for default of the bidder and the Town has full, unfettered rights to use the funds in its sole discretion and any bidder who has defaulted as herein shall have no claim whatsoever against the Town for such action taken by the Town. 26.2 All cheques, bonds, letters of credit or money orders shall be payable to the Corporation of The Town of Hanover. The Town of Hanover, within ten (10) days after the close of the bids shall return all bid deposits except the lowest bid and the next lowest bid unless some anomalies are found in the analysis of the two lowest bids in which case the third lowest bid deposit will be retained. The bid deposits retained by the Town shall be released after execution of the contract agreement and submission to the Corporation of all documents required for the contract. If the bidder refuses or neglects to execute the contract agreement or to submit the required documents as specified by the Town in its bid documents within three weeks after the date of contract award, the Corporation at its sole discretion, may cash the deposit and such deposit shall be subject to forfeiture. 26.3 Bidders shall note that no interest will be paid on any bid deposit. 26.4 Agreement to Bond shall be in a form established by The Town of Hanover if a format is provided in the bid document. If not, the format provided by the bonding company is sufficient. 27. After notification of award, the successful bidder will be responsible for adhering to the following as applicable to the bid document requirements. 27.1 The successful bidder shall be bound to execute the contract agreement and to file satisfactory bonds, insurance policies and WSIB clearance letter, as required herein, with the Corporation within three weeks of the date of contract award and shall be maintained until contract completion. 27.2 Failure to execute the contract or to file satisfactory bond, insurance policies and WSIB clearance letter as required by the bid document within the specified time period shall be just cause for the cancellation of the contract award and the forfeiture of the bid deposit to the Corporation, not as penalty, but in liquidation of damages sustained. The Corporation shall then have the right to award the contract to any other bidder or to reissue the bid document. 27.3 Upon award of the contract, and where required the Contractor must furnish to the Corporation, at his/her cost, a Performance Bond in the amount specified in the bid documents. Such bond must be satisfactory to the Corporation. 27.4 The Performance Bond shall unconditionally guarantee that the work will be satisfactorily completed or materials supplied or both within the terms of the contract up to the face value of the bond. In other words, the bonding company will be liable whenever the Contractor is liable. Without limiting the generality of the foregoing, such bond shall cover extensions to the contract, modifications thereof, and twelve-month maintenance guarantee. The bonding company shall NOT replace a prime Contractor or Sub-Contractor without prior approval of the appropriate Department Head or Consultant of the Town. 27.5 Upon award of the contract, the Contractor must furnish to the Corporation, at his/her cost, a CERTIFIED copy of a liability insurance policy as detailed in the bid document. All minimum coverage is detailed below: − $2 million – general liability and automobile liability policies; Purchasing Procedures for Bidders Submitting Tenders | Page 4 − $2 million – homeowners (e.g. for rental of facilities); − $5 million – general liability and automobile liability policies – for contract work done for The Corporation; − $2 million – professional errors and omissions liability; − Builder’s Risk – the amount of the project cost. Such policy shall contain: 27.5.1 a “Cross Liability” clause or endorsement; 27.5.2 an endorsement certifying that The Town of Hanover and (insert bidder) is included as an additional named insured; 27.5.3 an endorsement to the effect that the policy or policies will not be altered, cancelled or allowed to lapse without thirty days prior written notice to the Corporation. 27.6 The Contractor’s Liability Insurance Policy shall not contain any exclusions of liability for damage, etc. to property, building or land arising from: 27.6.1 the removal or weakening of support of any property, building or land whether such support be natural or otherwise; 27.6.2 the use of explosives for blasting; 27.6.3 the vibration from pile driving or caisson work, provided that the minimum coverage for any such loss or damage shall be $5,000,000.00 27.7 The Liability Insurance Policy and/or endorsements shall be satisfactory to the Corporation. 27.8 If required upon award of contract, the Contractor shall maintain and pay for a Builder’s All Risk Policy satisfactory to the Corporation in the joint names of the Corporation and the Contractor, in the amount of 100 percent of the total value of the contract. All monies paid under such insurance shall be received by the Corporation, which shall pay as much of it as may be required for the purpose of replacing, rebuilding, or repairing the work and all such material which has been damaged, or destroyed according to the appropriate Department Head or Consultants certificate and the balance, if any, shall be paid to the Contractor on completion. Such replacing, rebuilding, repairing and completion shall be carried out in every way subject to the terms and conditions of the contract. The Builder’s All Risks Policy shall remain in the custody of the Corporation and shall be kept in force by the Contractor until the work has been completed and accepted in writing by the appropriate Department Head of the Town. 27.9 The successful bidder must submit the necessary performance bond and certified copies of insurance policies in accordance with the contract requirements prior to any construction on site. No work is to commence until the required documentation is received and approved by the Town. 27.10 The Contractor shall provide and maintain the necessary first aid items and equipment as called for under the First Aid Regulations of the Worker’s Compensation Act and Occupational Health and Safety Act as applicable to the scope of work. 27.11 The successful bidder shall deal with claims of any nature immediately including insurance claims, complaints from subtrades, etc. If a claim is settled to the satisfaction of the claimant, the successful bidder shall submit to the appropriate Department Head, a copy of the claimant’s release. 27.12 Occupational Health and Safety Act and amendments thereto. Purchasing Procedures for Bidders Submitting Tenders | Page 5 27.13 Payments to the Contractor, holdbacks and their release, and certificate of substantial performance and completion under this contract shall be in full compliance with the provisions of The Construction Lien Act, R.S.O. 1990. 27.14 In his/her bid price, the Contractor shall be deemed to have made due allowance for the publication of a copy of the certificate of substantial performance of the contract in the Daily Commercial News within seven days of receipt of the said certificate, in order to facilitate the hold back release under the substantial performance certificate. 27.15 Successful bidders shall be responsible for all permits. 27.16 The contract must be completed by the time specified in the bid submission or as agreed upon in the contract.