W COUNCIL REPORT

ABBOTSFORD

Report No ENG O47-2016 REGULAR COUNCIL

Date August 22, 2016File No 5225-10

To: Mayor and CouncilFrom Doug Haagen, Manager, Wastewater CollectionSubject: Award of RFP 1220-2016-1922 Catch Basin Cleaning 2017-2019

RECOMMENDATIONS

1. THAT Request for Proposal (RFP) 1220-2016-1922 — Catch Basin Cleaning 2017-2019 beawarded to Ace Tank Services, in the amount of $376,883, plus GST, for a three yearcontract, and

2. THAT the Mayor and Corporate Officer be authorized to execute all documents related tothis matter.

SUMMARY OF THE ISSUE

The City of Abbotsford owns and maintains 11,451 catch basins, rock pits and drainwells thatcollect rain runoff from streets and roads that require annual cleaning. This drainage systemhelps keep the City safe from flooding and prevents deleterious material and debris fromentering our watercourses, creeks and streams

BACKGROUND

in an effort to prevent flooding and the movement of pollutants downstream, the Sewer Divisioncontracts the annual cleaning of City owned storm water catch basins and drain wells to removepollutants, sand, mud, sticks and other debris from their sumps. The debris is disposed at asanitary landfill site located at 33400 Valley Road. This helps the City fulfill their responsibilities

under the Federal/Governments Fisheries Act and BC Provincial Governments EnvironmentalManagement Act for creek/stream discharges. In addition, it optimizes infrastructure

replacement cycles and minimizes maintenance costs by removing sediment and debris at the

SOUFCS

A RFP for Catch Basin Cleaning was issued on BC Bid and on the closing date, June 30, 2016,eight proposals were received. The RFP is for a three year contract and has an option to awardup to two, one year extensions, subject to approval and contractor performance.

DISCUSSION

The eight proposals were evaluated according to the criteria established in the RFP as follows:

Report No. ENG 047-2016 Page 2 of 3

Experience, Reputation and Resources ........ ..25%Technical; Approach and Methodology .......... ..25%Pricing Proposal ..............................................50%Total .............................................................100%

The results of the evaluation are as follows:

Pricing ProposalOver Three Years Overall Percentage

Proponent

Ace Tank Service $376,883Walco In. $384,131Mainland $440,976

Power Fla in $400,746$451,594

Dougness $590,149IPI $919,990

$1,222,457

As a result, Ace Tank Service was deemed the successful proposal achieving the highestoverall percentage rating according to the evaluation criteria.

FINANCIAL PLAN IMPLICATION

The Wastewater Collections Division has a 2017 annual Operating Budget of $145,000 under its“Urban Storm Sewer” category for “Catch Basin Cleaning”. The three year budget from2017-2019 is $442,902. This budget was established based on the need to continue to cleanthe catch basins every year to intercept as much silts and pollutants possible at the source.

Based on Ace Tank Service’s pricing proposal of $376,883, plus GST, over the three yearcontract, there is sufficient budget available in the “Urban Storm Sewer” Operating budget forthe proposed catch basin cleaning contract.

Date reviewed and approved by the Chief Financial Officer: August 12, 2016.

IMPACTS ON COUNCIL POLICIES, STRATEGIC PLAN ANDIOR COUNCIL DIRECTION

The annual cleaning of the City's catch basins aligns with Councils Four Corner Stones in the

2015-2018 Strategic Plan namely a “Complete Community” and the principle “We value ourcommunity’s connection with the environment”.

SUBSTANTIATION OF RECOMMENDATION

It is recommended that RFP 1220-2016-1922 be awarded to Ace Tank Service for $376,883,plus taxes based on the highest overall scoring outlined in the criteria.

Report No. ENG 047-2016 Page 3 of 3

Ace tank Service has cleaned the City’s 11,451 catch basins, rock pits and dralnwells for thepast five years and has done a crediblejob.

Q°%"~«>~* WDoug Haagen Peter Sparanese, P.Eng.Manager ofwastewater Collection General Manager, Engineering and Regional

Utilities

ATTACHMENT

Attachment “A": Ace Tank Service Proposal

FORM OF PROPOSAL ENG 047-2016AttachmentA

TOCity Representative’ Paula Struthers, BuyerAddress 32315 South Fraser Way, Abbotsford, BC V2T 1W7Phone: 604-864-5617Fax, 604—850»6418

Email for PDF Files.purchasing@abboIsiord ca

RFP Project Title: Catch BL??iBQ§5_Ej[§_nd Drain Well Cleirjig

RFP Reference No,: 1220—2016~1922

Legal Name 0! Proponentzo / rV

_ __

Contact Person and Title:

41,», \ ii ii‘ ‘H ii »/ 9, .. ~ ii A’ >,grI‘f/

GST Number

Health and Safety Coordinator:

Business Address:

Telephone:

Fax:

Email Address:

Dear Sir/Madame

1.0 l/We. the undersigned duly authorized representative of the Praponent,having received and carefully reviewed all of the Proposal documents, including theRFP and any issued addenda posted on the BC Bid Website (or having receiveddirectly).and having full knowledge of the Site, and having fully informed ourselves as to theintent, dif?culties, facilities and local conditions attendant to performing the Services.submit this Proposal in response to the RFP

RFP 117202016 I922 Catch Basin Cleaning Page 34 cl 40

Vtaposal

Schedule 01 — Exceptions and DepaituresSchedule 02 — Questionnaire,Schedule C-3 — Proponerits Pricing Proposat

3.0 l/We confirm that this proposal is accurate and true to nest of my/ourknowledge

4.0 IlWe con?rm that if I/we am/are awarded the Agreement, I/we will at all times bethe 'prime contractor“ as provided by the Worker's Compensation Act (British Columbia)with respect to the Services l/we further confirm that if I/we become aware that anothercontractor at the p|ace(s) of the Services has been designated as the “prime contractor"l/we will notify the City immediately and l/we will indemnify and hold the City harmlessagainst any claims‘ demands, losses, damages, costs, liabilities or expenses sufferedby the City in connection with any failure to so notify the City

This Proposal is submitted thisV

i_

_> M M

day of__, 2016.,._>—_/r ;,,,_____

._.__

l/We have the authority to sign on behalf of the Proponent.

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of Propcinent)

iii}Authorize Signatoryfi V7 (Signatureof Authorize

A

(SignatureSignatory)

‘~‘,i‘*.‘E\). it 1 fl .iu_..(Print NarrleandPosition ofofAuthorized Signatory) AuthorizedSignatory)

RFP iZ20—2018-1922 Caicri BESti'lClé33l1H\g Page 3:; or4U

1. ll the Proporient takes exception to any of the requirements. terms or conditions Contained

in the RFP Documents please identify all such exceptions here Proponents may adoadditional lines to the table below it required

Reference should be made in each case to the relevant provisionrsl ol the RFP Documentsto which the exception applies and to the extent possible. Proponent should submit the

wording it would propose

Note: Exceptions not identilied and submitted below may not be considered at a later date

As of the date of this proposal. we advise that we have the ability to meet all of theabove requirements except as follows (list in order of prtority, if any)

l Progrrs?e?d?ggrag

2. I/We offer the lollowing alternates to improve the Services described in the RFP (listif any).

Section Requested Departurels) I Alternativets)

3. The Proponent acknowledges that the departures it has requested in Schedule C1will not form part of the Contract unless and until the City agrees to them in writingby initlalling or otherwise specifically consenting in writing to be bound by any ofthem

RFP 1220-ZOVG-I922 Catch Basin Cleaning Page 36 O‘40

Proponentsshould respond to the questions under each heading clearly and concisety Pteeselimityour response to 10 pages (not inctuding Appendix)

The tables below are expandable

Through the information provided in your Proposet. the City of Abbotsford expects togain an in-depth understanding of e Proponent"s experience. capabilities, capacity toprovide the Goods and Services ootiined in Schedule A, Scope of Services

EXPERIENCE, REPUTAWON, RESOURCES AND QUALIFICATIONS:

‘bi:Describe the location of branches, background. years of business underthe currentiegat entity, stabitity and structure of the Proponent, Provide an executive summary 5’

' escribing the Proponents relevant experience and qualifications in delivering Services Iimitar to those required by the RFP

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Describe rnreg}55};peiéii?aiiiaiiiiiiiég"of recen pieted by mei>iop¢3mri;;iiiiiiii‘;;iii

Lequiredthe performance of services similar to the Catch Basin Ciearilng Services)

escribed in this RFP (to the extent possibte) In each case, the Proponent should iidentify:

(a) Project and ctient name;

Scope of services provided;)

‘((2) Project actual start and completion dates:

E) Names of key personnel invoiveo‘ in the project who will be available to perform the?

t Services under the Agreement: and

Contact reference information, phone number and email address of an individuatfromach client who can provide details and feedback regarding the services performed by the

Proponent. The City of Abbotsford may Contact these references.4*;

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322: key personnelproposed to

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RFP 1220-2016-1922 Catch Basin Cteaning Page 37 of 40

‘C4Provide a narrative that rlluslrales an uvnderstandinghufthe Crty's requrremenls andServices|.-

Q5 Provide a descriptrorr of the general approach and methodology that the Proponent r

would take m preformrng and managing the Services and accompllshlng the objectives‘

within the Crty's schedule Please provtde descriptron 01 your equipment 1.8 make andel of acuum mbo truck, ‘

1Q6 }\srP7rrrnerConVtrVact0ry>du?areree‘;)onrsr‘t’J|eIlorMa|lHealthal'1_c>lVSafetyenthejohsutesPlease describe your Safety Plan for workrng an Roadways

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RFF’ 72201016-192? Calm Basin Cleanrng Page 33 (IV40

§C? §: Pricing Pggosal for 201 7

Supply the following subject to the Terms and Conditionsof this Agreement

Estimated i DescriptionQuantity '

250 iCatch Basins on right-of-ways $

3__ __, _____L____

l 351 DrawnWells

10,500 gCatch Basins and Rock Pitsl

Unit PriceEach

GST

I Extended Price

y

4Total Price

_ ...L

The City reserves the right to be able lo acllustestimated quantity with minor changes

SCHEDULE C-3 — Pricing Progasal far 2018

Supply the following subject to the Terms and Conditions at this Agreement:

[.

* V‘? av .-__, _. ,, -,_J19 _Lr\a/;¢g«l+£_.l_ ,

Estimated iDescription Unit Price l i.-ExtendedPrice

Quantity L Each

L 10,500’Catch Basins and Rock Pits 5

I5

_. , .W.

_,_, 4l

250 1Catch Basins on right—of—ways 5 $

351 Drain Wells 5 5‘w

"T" " W? " '—

'/"IV Pm. LIGST

I La2 ‘-/I~/9

[ L TotalPrice /?/,0-'l)wi27___._.,.____ _._.+.__ __.._,_._..A

4.,__..._.___.._._______l

RFP 1220-2016-1922 Catch Basln cleanmg Page 39 one

Suppiy the followingsubject to the Terms and Condsttunsof this Agreement

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Estimated 1Description Unit Price! iExtended PricQuantity Each

10.500 Catch Basins and Rock Pits 3

250 Catch Basins on nght-of-ways , 5

351 Drain Wells 5

The City reserves the right to be able to adjust estimated quantity with minor changes

RFP1220~ZD16-1922 Catch Basin Cleaning Page 40 at 40

AceSepticService:1 ln the 12amines:

90 Box26027, Langley, BC v3A BJZE04534-8242 or 604435071308

(Page 1/7

STATEMENT OF WORK

We specialize in the disposal of waste water, septic tank cleaning, and sludge train the Boston Bar in Pemberturiarea focusing in the lower Mainland. We also provide Catch basin cleaning services, car wash cleaning, greasetrap cleaning, line ?ushing, hyciroexcavating, septic tank inspections, and camera work.

wehave done countless jobs from 1 septic tank (usmrner to our iargest customer thus far which is the City olAbbotslordfor the catch basin cleaning contract for several years.

We are not the biggest company out there, but l like to think we are the best’ Our current gross income for thepast 5 years has been consistently over 52 miiiion.

Most of our drivers are Class 1 certified, with First Aid, H25, WHIMS, con?ned space, and have iorig term ‘

employment with Ace Tank Services Inc. We have 8 full tlme drivers along with 2 full time helpers (oneseasonal) as well as a mechanic and mecliarilc shop onsite.

Service Delivery

1}

2)

3)

4;

City of Atibutsford: yearly catch basin cleaning of approximately 10,000 catch basin and diainweils lprthe past iiye years This contract takes approximately 6 months every year with operation ol one ol Dulliydrovacs. Contact IS’ Doug Haagen, i’vl»1(l¢i:Jii —:l3 i i ,-

rnzz‘ Fax: cm 250 an:i;;

BrookfieldJohnson Controls: We empty the sludge tanks at Ford Mountain Institute and have providwriairiing services for many years. We do several locations tor Brookfield Juhnson Controls includingAlouette Correctional Center for Women and FRCC. We currently remove sludge out uf the tank for PaidMountain several times per year. Contact is:

Shelly Lindsey, RDAFaclllty Manager, CorrectionsKamloopsemail: sriei ‘ dsey@wsi.iirpoiriieirigig.cgiriTel: Z50~318-0905

Corix Multi Utility Services: We empty the sludge tanks at Cultus Lake Waste water treatment plant andhave provided hauling services for several years. We have done several locations for Cnrix over theyears. We currently service cuiius Lake at a frequency averaging every 2 months.On site direct contact is: Jim Gosse

email: ja_rries,.g9s,S£3~/Eicorrxiggiii

Tel: 604>84S-0845l do not have Jim's actual address, Justhave billing address lor COIIX If this IS iieedixl, l can supplythis

ProTrans BCOperations Ltd: We cleaned the sludge tank of the "Canada Line" LI9hl'RallRapid transit

system where they wash the trains. We and this last year and are lining up to do it again this year.They drained the water and we used our riydrovac to empty the sludge and washed out the CH6.They

were very happy with our service. Initial contact was:Eugene Tang, ii niiyc-rProirarrs BC Operations Ltd

9851 Van Home Wayriicrinioiia, ac vex rmPl\Ol1(*' 604-24725757 [Kt .lC":f:Fax 604-2475717emciil t:Iihin"’iI[\‘rIl_§i_i‘ip_\l3_CL'_tl_Ill

www.pit)llal‘iSLJ( C0’V|

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6‘: Abbotsiord International Air show Society. We have pmwded haulrnq sErVI(,t:: 07'wash‘: L-late! mythe An Show every summer (or many marwveavs. We are avanable Var sevemng and Vréekrr??

servucrwhen musevent happens and have ernevgency staff and equnpmcnt on standby Our (union

for me.even: I51 Ah Svemens, Event Coordxnalov

H64 Tcwer Street, Al)l3nLS§or.'), BC V2T 5H5

Vhone: l'304<8SZ-S511 cell. 504-36‘) EH33

emavll aIs(3‘a§g)_Q§fo[da_i_rshp\y.corn

There an many othev references {mm other cuslomeus mcludmg Super {pave Group where we helped

them m the 2010 Olympws, Power Earth, Parrmlu and HmnubeckerI rd, etc‘

May 30, 2015

To Whom It May Concern:

This Ieller l5 intended as rrzfernnce and support for Ace Tank SCH/rfP?

During Ace's engagement wnh Ocean Spray of Canada, we have found this company to be very

capable and reliable in providing waste services fur both our Langley and Richmond receivingstations Their attendance, on site work ethic and safety records are excellent.

We have successfully ulilized Ace's reliability and service to assist with onsite wasle remaval,

harvest cleanup operations and Olympic celebrations.

In ranclusiuri, we believe that Ace Tank Service: innke's a valuable addition to any team, and

have no hesitation in recommending them for your ronsrderatinn.

Sinnerely

Rick Ball

Ag Operations Area Manager

3700 Dhiiion Way,

Rrchmond, BC

V6V 3A2

, an. up — -v

AUG 12, 13 & 14Abtzat:/ardInternationals

AIR51-IOWMay 30, 2016

Tu Whom It May Concern,

The AmaotsiordInternational Awshow has been wovkmg with Ace rank Services for ovev a cecado rmougnuux(ms

longstanding busxness parmershap, Ace rank Servrtes has always provided exrenenxcusmmevservvtes Thenresponse time to a serwce cm! :5 always qmck and their follow up rs EOHSISIEM

Please consider mus>enera recommendanon of suppun 4:: (he desire I0 enm ms new connect Pr;-age do my

hfsirate [0 contact me wrth any quesuons.

Kind regards,

AI:Srcmens. enOperations Manager604785278511

1-154 vnwersrresx Abbotslord nc VIIAHS CANAUAAbbotsfom lmernanonal Airshow soaew’ .‘zD".S~*1_°v!59'"!E1 (50?]BS2 8511 Fax (604)852 6093 Web abborslordairshowunm Email Irylggilgpb

Service#1 in the #2 Bu.-Iinitss mu:

Sanltir:Service.i m 0-,. .4 m.,....

no 8:1: 76:77 Km-ql|:y ac V3/1 3;:

504 », in em or en: 55c.» mi

E Q,l§m?WLEDd

We understand the City‘s requirements of getting the catch basinsand drain wells cleaned within the required time period. and havebeen accomplishing this every year for the past few years Weunderstand that even though we are a subcontractor‘ werepresent the City when we are working so we are polite.

try not to disrupt trat?c and noise bylaws. etc We try to dobusy roadways during light periods of lraf?c ie. Late at nightor early Saturday morning with permission Safety is also very

important to us so we make sure we work within WCB guidelinesand our truck is in good working order We check the lights.

arrow board. brakes etc daily to make sure that that that the truck

is safe. Also, our main driver took the traffic control course and lS

certi?ed so that we follow WCB guidelines and keep ourselves andpeople safe

§__e_n_e_r_agApproach arid Methodolodyin Performing Ob[ectiv_e_s

We would continue on with our current approach as it is

works well for us. We make up a list for the week and try to dothem in order making time‘ and fuel ef?cienl. We currently doover 100 per day consistently and clean them well marking themwith the coded paint Our truck lS a 2001 hydrovac with a 2200

(10 yard) debris tank so we aren't wasting time dumping every 2hours We have a water tank and high pressure hose so we areable to clean them out well.

v - - _SEWIGBu in me12Business ?ue

SepticServiceor .0 {hr u Fm“.

PO Box 2602/ Langley BC \/3A an60452-1«82»52 or 504-B50-13DB

_e?t1,a,g,S,a.Ehr

We follow the TraffxcControl Manual for Work on Roadways and

WCB guidelines for working on a moving truck We have a largearrow board on our truck. ?ashing salety lights, etc

We have a health and safety manual for our new employees and

have a good working knowledge of general guldelines to working onroadways. Our staff wear hl vis vests and steel teed boots when

working on the contract We use Halcyon Traf?c Control on required

roadways (Ie. Blue Jay and Maclure) and they are very

knowledgeable and reliable to work with. Conststenl staff through

the years we believe have increased our safety record and workperformance for the City of Abbotsford