Request for Proposal

18-1662-RFP

SUBJECT: Solid Waste Management

DATE OF ISSUE: April 19, 2018

TO RESPOND BY: May 7, 2018 @ 1400 Hours (2:00 PM Pacific Time) RESPOND TO: Leslie Burke, Purchasing Agent Purchasing Department University of Northern British Columbia 3333 University Way Prince George, BC V2N 4Z9

SIGNATURE AT ISSUE:

An optional site meeting will be held on Tuesday, April 24, 2018 at 11:00am. Proponents are to meet in the Contracts & Supply Chain Management (Purchasing) Office, Room 1085 of the Charles J McCaffray Hall (Administration Building).

RECEIPT CONFIRMATION FORM

REQUEST FOR PROPOSAL 18-1662-RFP

____________________

Please complete this form and e-mail to: Purchasing Department University of Northern British Columbia 3333 University Way Prince George, BC V2N 4Z9 Attn: Leslie Burke, Purchasing Agent E-mail: purchasing@unbc.ca Failure to return this form may result in no further communication regarding this Request for Proposal. COMPANY NAME:

ADDRESS:

CITY: PROV: POSTAL CODE:

CONTACT PERSON:

CONTACT CONTACT TELEPHONE: FAX: EMAIL: I have received a copy of the above noted Request for Proposal. ______ Yes, I intend to respond to this Request for Proposal.

______ No, I will not be at the optional site visit.

UNIVERSITY OF NORTHERN BRITISH COLUMBIA

REQUEST FOR PROPOSAL 18-1662-RFP

___________________ 1.0 INFORMATION AND INSTRUCTIONS

1.1 PURPOSE

The University of Northern British Columbia, hereinafter referred to as the “University” or “UNBC” is in the final stages of selecting a good contractor to provide Solid Waste Management Services at the Prince George campuses as listed herein. The Services would commence June 1, 2018 for a three year term. This Request for Proposal (RFP) states the instructions for submitting proposals, and the procedure and criteria by which a contractor will be selected. All proponents wishing to submit a proposal are invited to attend the optional site meeting on Tuesday, April 24, 2018. Proponents are asked to meet at 11:00am in the Contracts & Supply Chain Management (Purchasing) department Room 1085 of the Charles J McCaffray Hall (Administration building) on the UNBC campus with the optional site meeting scheduled to commence at 11:00am. Proponents are expected to have reviewed this RFP prior to attending the optional site meeting. The site meeting will be approximately 15 minutes in length.

1.2 DEFINITIONS

Hereinafter, each company receiving this RFP is referred to as a “Proponent”. A Proponent’s submission in response to the RFP is referred to as a “Proposal”. The successful Proposal and the company whose Proposal is awarded is referred to as the “Contractor”.

1.3 ISSUING OFFICE

University of Northern British Columbia Contracts & Supply Chain Management department 3333 University Way Prince George, BC V2N 4Z9 Attention: Leslie Burke, Purchasing Agent

1.4 KEY DATES

Listed are the important events and the target dates and times by which the events are expected to be completed by unless stated as a must be completed by elsewhere in this document: A. Issue of Request for Proposal April 19, 2018 B. Return Receipt Confirmation Form immediately C. Optional Site Visit 11:00am April 24, 2018 D. Proponent’s Inquiries, up to the end of April 26, 2018 E. University’s Answers, up to the end of April 30, 2018 F. Due Date for Submission of Proposals May 4, 2018 G. Interviews, if any, by the end of May 11, 2018 H. Contract Start Date, if any, June 1, 2018 As part of the evaluation process for the RFP, key positions in the Proponents company that would be delivering the services to UNBC may be required to participate in individual interviews with the evaluation committee.

Due to unforeseen circumstances, some of the dates may change during the RFP process. Any date changes prior to the closing date and time of this tender will be issued in an addendum.

1.5 CLOSING DATE AND TIME

Proposals, signed by the Proponent’s authorized representative, must be received by the Issuing Office, not later than 2:00 PM (1400 Hours) Pacific Time, May 4, 2018. The University will not accept submissions of any Proposals after the closing date and time. Any submissions received after the closing date and time shall be considered disqualified and may be returned unopened to the Proponent who submitted the RFP. Under no circumstances, regardless of weather conditions, transportation delays, or any other circumstances, will late submissions be accepted.

1.6 PROPOSAL SUBMISSION

Proposal MUST be submitted using the following method: The Proponent’s proposal is to be uploaded at:

https://unbc.bonfirehub.ca/opportunities/14507

It is strongly recommend that you give yourself sufficient time and at least TWO (2) hours before Closing Time to begin the uploading process and to finalize your submission. File size limit is 100mb. Multiple files can be uploaded if exceeding this limit. When using Bonfire, each item of Requested Information is

instantly sealed and will only be visible by the University after the Closing Time. Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed. You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. Minimum system requirements: Internet Explorer 8/9/10+, Google Chrome, or Mozilla Firefox. Javascript must be enabled. If assistance is required during the upload, contact Bonfire at Support@GoBonfire.com for technical questions related to your submission. You can also visit the help forum at https://bonfirehub.zendesk.com/hc

Hard Copy, Faxed or E-mailed proposal submissions will NOT be accepted.

THE SIGNATURE PAGE, SCHEDULE III MUST BE SIGNED AND ALL INFORMATION MUST BE RECEIVED PRIOR TO THE CLOSING DATE AND TIME. For any and all Proposals, the University accepts no responsibility for non-receipt and delays in receipt caused by facsimile transmission and reception problems, equipment failure, or any other similar cause. Proposals will NOT be opened publicly. Proponents will be advised in writing as to whom the RFP is awarded to.

Proponents may not make modifications to their Proposals after the closing date and time, except as may be allowed by the University pursuant to Section 1.10.

Amendments to a RFP may be done in Bonfire. Amendments must be received prior to the Closing Date and Time to be considered. The University assumes no responsibilities and the Proponent assumes ALL risks for revisions. The resubmitted original or revised submission must be received by UNBC’s Contracts & Supply Chain Management department through Bonfire prior to the Proposal closing. The University accepts no responsibility for non-receipt and delays in receipt caused by transmission and reception problems, equipment failure, or any other similar cause. SECTIONS 1.0, 2.0, and 3.0, SCHEDULES, addenda, appendices, specifications, terms and conditions, and any attachments hereto shall become part of any contract entered into between the successful proponent and the University of Northern British Columbia. Proposals which contain qualifying conditions may be disqualified or rejected. The University may reproduce any of the Proponent’s Proposal and supporting documents for internal use or for any other purpose required by law.

The University will not be obligated in any way by the Proponent’s Proposal. The University will not return any of the Proponent’s Proposal and supporting documents to the Proponent.

1.7 PROPOSAL COSTS

The Proponent has the sole responsibility for any costs associated with preparing and submitting its Proposal in response to the Request for Proposal.

In no event will the University be responsible for the costs of preparation or submission of any Proposal.

1.8 IRREVOCABLE OFFER

Proposals submitted to the University shall constitute a valid and irrevocable offer which is open for acceptance by the University from and after submission until the expiration of the 30th day following the Closing Date specified in Section 1.5.

The University reserves the right to accept the Proposal, which it deems most advantageous, and the right to reject any or all Proposals.

The University will not be liable under any contract in connection with this Request for Proposal, or the submission of Proposal, unless and until the University has accepted one or more Proposals.

1.9 INQUIRIES AND CHANGES

All inquiries with respect to this RFP MUST be submitted in writing and e-mailed by the end of April 27, 2018 to: purchasing@unbc.ca subject: 18-1662-RFP If e-mailing questions, use the RFP number in the subject. The questions received in this format and before the deadline along with the answers from the University of Northern British Columbia will be issued no later than April 30, 2018 in written form as an addendum. All Addendums will be posted on the UNBC Contracts & Supply Chain Management (Purchasing) website listed as “Active Tenders & RFP’s”. In the event the University’s server is not available, or for any other situation the University deems reasonable, then the addendums will be emailed to all parties registered as having returned the Receipt Confirmation Form and/or attended the non-mandatory site visit.

Any Proponent who does not submit the RECEIPT CONFIRMATION may not be sent any amendments or addenda. It is the responsibility of each Proponent to inquire about and clarify any requirements of this RFP which are not understood.

The University of Northern British Columbia shall not be responsible for, and the Proponent shall not rely upon, any instructions or information given to any Proponent other than in writing in accordance with the requirements of the Request for Proposal.

The RFP is not to be discussed with any other University of Northern British Columbia employee except at the direction of the Purchasing Agent. Failure to do so could result in the rejection of the proposal.

Proponents must obtain their own information on all matters and things that may in any way influence them in making their Proposal and fixing prices.

Proponents must satisfy themselves in all respects as to the risks and obligations to be undertaken by them.

If a Proponent discovers any inconsistency, discrepancy, ambiguity, errors, or omissions in this RFP it must notify the University immediately in writing.

The University may, at any time, make and stipulate changes to this Request for Proposal.

The University may provide additional information, clarification or modification by written addenda. All addenda shall be incorporated into and become part of the Request for Proposal. The University shall not be bound by oral or other informal explanations or clarifications not contained in written addenda.

1.10 SELECTION PROCESS

Because the University bases any decision to award on the Proposals submitted, Proponents should include all requirements, terms or conditions it may have in their Proposal, and should not assume that any opportunity will exist to add such matters after the Proposal is submitted. If the University determines, in its sole discretion, that one or more Proponent is clearly more highly qualified than the others under consideration, it may decide to award directly to that Proponent. The University reserves the right, at its sole discretion, to negotiate with any Proponent as it sees fit, or with another Proponent or Proponents concurrently. In no event will the University be required to offer any modified terms to any other Proponent. The University shall incur no liability to any other Proponent as a result of such negotiations or modifications.

1.11 WITHDRAWAL OF PROPOSAL

Proposals may be withdrawn through Bonfire, provided such withdrawal is done prior to the Proposal closing date and time.

1.12 BASIS OF SELECTION

The University will not necessarily accept the lowest price or any Proposal. Any implication that the lowest or any Proposal will be accepted is hereby expressly negated.

The University will not be limited as to its criteria for evaluation of Proposals. The University may take into account whatever criteria and considerations it wishes to. These may include: 1.12.1 The Proponent’s capability to provide the services as described in

Attachment A and the information contained in the documentation supplied by the Proponent in response to this Request for Proposal.

1.12.2 Any features or advantages which are unique to the Proponent’s Proposal, which the University has not listed in Attachment A.

1.12.3 The Proponent’s relevant experience, qualifications and success in providing

a service of the type described in Attachment A.

1.12.4 The Proponent’s price. 1.12.5 The quality of the Proposal, specifically: Proposals shall be prepared in a

straight forward manner, and shall describe the Proponent’s offering(s) in a format that is reasonably consistent, comprehensible, and appropriate to the purpose.

1.12.5 The Proponent’s references from institutions/organizations which are

comparable to the University.

1.12.6 The contractual terms proposed by the Contractor which would govern any contractual relationship with the University.

1.13 RIGHT TO REJECT

UNBC reserves the right to reject any or all proposals and to accept any proposal it

considers advantageous. Any Proposal may not necessarily be accepted if the University determines, at its sole discretion and after appropriate investigation and evaluation, that the proposal is to be cancelled.

1.14 CONTRACTUAL OBLIGATION

Mandatory Contractual Provisions (Mandatory Provisions) that will govern any subsequent contract issue are outlined in this Request for Proposal. The Proponent’s Proposal is automatically deemed to include the Proponent’s agreement to the Mandatory Provisions unless the Proponent expressly and specifically provides otherwise in its Proposal.

Mandatory Provisions are listed in Section 2.0. The Proponent may not modify any Mandatory Provisions in its Proposal. If the Proponent has any Mandatory Provision or wished to incorporate or use any Proponent standard terms and conditions, the Proponent shall append such materials to its Proposal and indicate thereon such Mandatory Provisions. The Proponent’s Mandatory Provisions will also be considered as part of the selection process. Preferred Contractual Provisions are listed in Section 3.0. The Proponent may propose alternate language, but are requested to limit their changes to those of a substantive nature. Except to the extent that changes are made in the Proponent’s Proposal, these provisions shall be deemed to be incorporated in the Proponent’s Proposal.

1.15 CONTRACT PROVISIONS BY REFERENCE

The University’s acceptance of the Proponent’s Proposal by issuance of a University Service Contract (Agreement) shall create a contract between the University and such Proponent containing all specifications, terms and conditions in the Proposal except as amended in the Service Contract. Any exceptions taken by the Proponent which are not included in the Agreement will not form part of the contract.

In the event of a conflict between the terms and conditions of the Request for Proposal and information submitted by a Proponent, the terms and conditions of this Request for Proposal and the Agreement will govern.

1.16 CONFIDENTIALITY

The Proponent acknowledges that the University is a public body subject to British Columbia’s Freedom of Information and Protection of Privacy Act (the Act). The Proponent shall review the Act and determine the portions of records which are exempted from disclosure under the Act. The Proponent shall clearly mark “Confidential” all information regarding the items and conditions, financial and/or technical aspects of the Proponent’s Proposal, which in the Proponent’s opinion are of a proprietary or confidential nature at the relevant item or page. If UNBC receives a request for information under the Act which includes information provided by the Proponent, the University will give the Proponent notice of such request and the Proponent will respond to such notice within 20 days or less. If the Proponent does not respond to the notice from the University, the University will proceed to process the request for information. The University shall use all reasonable efforts to hold all information marked “Confidential” by the Proponent in strict confidence but shall not be liable for any inadvertent disclosure. If the University’s response to a request under the Act is appealed to the Office of the Information and Privacy Commissioner, the Proponent shall have the burden of proof that the business information cannot be released to the applicant as per section 57 (3) of the Act. The Proponent shall be responsible for all costs related to

maintaining the confidentiality of its records.

If the Universiyt declares and marks certain information about the University to be received by the Proponent as “Confidential”, the Proponent must not disclose such “Confidential” information to any third parties unless authorized to do so in writing by the University. The Proponent and the University agree that the reciprocal obligations of confidentiality will survive the termination of any contract that might arise between the parties.

1.17 REFERENCES:

Proponents must include in Schedule VI of their Proposal details of clients who have contracted related services to that which is being proposed. Include client’s company name, contact name, contact phone number and e-mail, description of services, estimated date of term of services.

2.0 MANDATORY CONTRACTUAL PROVISIONS

The following terms and conditions are mandatory and shall be deemed to be incorporated.

2.1 THE UNIVERSITY’S AUTHORIZED REPRESENTATIVES

The only persons who are or shall be authorized to speak or act for the University in any way with respect to any contract resulting from this RFP are those whose positions or names will be specifically designated.

It is hereby declared and agreed by the Proponent that all the information in the Proposal submitted to the University by the Proponent has been prepared on the basis of its own knowledge of the nature of the work to be performed or of the goods to be supplied, the location, quality, and character of the equipment and facilities needed, as well as general and local conditions and all other such matters which can affect the Proponent’s performance under any Agreement between the parties that might result from the Proponent’s Proposal.

The Proponent further agrees that it does not rely upon any information given or statements made by representatives of the University with regard to the Proponent’s Proposal or work to be performed.

2.2 AMENDMENTS

No amendment of a contract resulting from this proposal process shall be effective unless it is reduced to writing and executed by the University’s Contract Administrator and by the individual signing the Proponent’s Proposal.

2.3 NOTICES

All notices provided hereunder shall be given in writing and delivered in person, by facsimile, by courier or by registered or certified mail, return receipt requested addressed as follows: If to the University: Contracts & Supply Chain Management University of Northern British Columbia 3333 University Way Prince George, BC V2N 4Z9 Fax No. (250) 960-5507

The person signing the Proponent’s Proposal in response to the University’s RFP, at the Proponent’s address indicated in such Proposal; or to such other person or address as either may designate for itself in writing and provide to the other. Notice shall be deemed given when delivered the third business day following the day such notice is deposited in the mail, or upon facsimile transmission. In the event of any interruption in the ordinary postal service, any such notice shall be delivered or sent by facsimile transmission and not mailed.

2.4 INDEMNITY

Notwithstanding the providing of insurance coverage by the University the Contractor hereby agrees to indemnify and save harmless the University, its successor(s), assign(s) and authorized representative(s) and each of them from and against losses, claims, damages, actions and causes of action (collectively referred to as “Claims”) that the University may sustain, incur, suffer or be put to at any time either before or after the expiration or termination of the Agreement, that arises out of errors, omissions or negligent acts of the Contractor or their subcontractors, servants, agents, or employees under the Agreement, excepting always that this indemnity does not apply to the extent, if any, to which the Claims are caused by errors, omissions or the negligent acts of the University, its other contractors, assigns and authorized representations or any other person.

2.5 INSURANCE

The Contractor is required to carry insurance as outlined in Appendix "I", Insurance

Requirements, attached hereto and forming a part hereof. The Contractor must supply proof of the aforementioned insurance coverage before commencing the work and before any payments will be made by the University to the Contractor.

2.6 WORKERS’ COMPENSATION The Contractor shall carry full employee liability insurance for the whole of the work in

accordance with the Worker's Compensation Act.

The Contractor warrants and represents that it shall comply with the relevant Workers’ Compensation Board requirements.

The Contractor is responsible for complying with Workers Compensation Board and the Ministry of Labour laws, policies and procedures. The presence or risk of hazards to the health or safety of people in the vicinity of the work must be identified and actions must be taken to protect workers and other persons from such hazards.

2.7 APPLICABLE REGULATIONS

All equipment provided shall comply with all applicable provincial and federal regulations. This Agreement does not operate as a permit, license, approval or other statutory authority which the Contractor may be required to obtain from the Province or any of its agencies in order to provide the Services.

2.8 GOVERNING LAW

Any Agreement resulting from this Request for Proposal shall be governed by and interpreted in accordance with the laws of The Province of British Columbia.

2.9 ASSIGNMENT AND SUBCONTRACTING

Any Agreement made as a result of this Request for Proposal may not be assigned or transferred by either party to such agreement without the prior written approval of the University.

The Contractor will not without the prior written consent of the University:

a) assign, either directly or indirectly, this Agreement or any right of the Contractor under this Agreement;

b) subcontract any obligation of the Contractor under this Agreement; or c) without being released from any of its responsibilities hereunder, assign the

Agreement to any affiliate or wholly-owned subsidiary of Contractor.

No subcontract entered into by the Contractor will relieve the Contractor from any of these obligations under this Agreement or impose any obligation or liability upon the University to any such subcontractor. The Contractor shall require all sub-contractors to be bound by the same terms and conditions as provided for in the contract between the Contractor and the University.

2.10 INDEPENDENT CONTRACTOR

2.10.1 The Contractor will be an independent contractor and not the servant, employee or agent of the University. 2.10.2 The Contractor will not in any manner whatsoever commit or purport to commit the University to the payment of any money to any person, firm or corporation. 2.10.3 The University may, from time to time, give such instructions to the Contractor as it considers necessary in connection with the provision of the Services but the Contractor will not be subject to the control of the University in respect of the manner in which such instructions are carried out. 2.10.4 The Contractor shall have complete control of the work and shall effectively

direct and supervise the work so as to ensure conformance with the Agreement. The Contractor shall be solely responsible for safety at the place of the work and for compliance with the rules, regulations and practices required by safety legislation, including full compliance with all Workplace Hazardous Materials Information Systems (WHMIS) regulations.

2.10.5 Forty-eight (48) hours prior to the commencement of work, the Contractor will

need to fill out a Work Permit available through the University’s Facilities department.

2.11 CONFLICT

The Contractor will not perform a service for or provide advice to any person, firm or

corporation where the performance of the service or the provision of the advice may or does, in the reasonable opinion of the University, give rise to a conflict of interest between the obligations of the Contractor to the University under this Agreement and the obligations of the contractor to such other person, firm or corporation.

2.12 REJECTED WORK 2.12.1 Defective work, whether the result of poor workmanship, use of defective products, or damage through carelessness or other act or omission of the Contractor and whether incorporated in the work or not, which

has been rejected by the University as failing to conform to the Agreement shall be removed promptly from the University by the Contractor and replaced or re-executed promptly in accordance with the Agreement at the Contractor's expense.

2.12.2 If, in the opinion of the University, it is not expedient to correct defective work

or work not performed in accordance with the Agreement, the University may deduct from the monies otherwise due to the Contractor the difference in value between the work as performed and that called for by the Agreement. The

amount which will be deducted will be determined in the first instance by the

University. 2.13 COSTS

All prices must be quoted taxes excluded. Each Proponent shall provide separate prices for: 2.13.1 Any charges not specified in the above which will or may be invoiced to the

University by the Proponent in performing the work proposed. In addition, the Proponent shall clearly indicate any known possibility for unanticipated charges to the University, other than the Proponent’s charges specified in its Proposal, as well as make any suggestions for cost savings in any area.

2.13.2 All equipment, materials, and supplies must be supplied by the proponent,

unless otherwise specified and if to be charged to the University, must be included in the proposal price.

2.14 TERMINATION BY THE UNIVERSITY

Time is of the essence in any Agreement resulting from this proposal. The

University reserves the right to invoke all available remedies for non-performance. Periods of performance may be extended at the discretion of the University Purchasing Agent or Contract Administrator if agreed to in writing by both parties.

The Agreement resulting from this RFP may be terminated in whole or in part by the

University on immediate notice to the Contractor without further obligation: 2.14.1 if the Contractor defaults in the performance or observance of any term or

condition of this Agreement and in each case such default remains unremedied for a period of FORTY-EIGHT (48) hours after notice from the University, or in the case of a default which cannot reasonably be remedied within such period, the Contractor fails to take immediately and diligently carry out, steps to remedy such default in accordance with instructions of the University.

2.15 TERMINATION BY EITHER PARTY

This Agreement may be terminated by either party, on seven (7) days written notice to the other.

2.16 CONSEQUENCES OF TERMINATION If this Agreement is terminated as herein provided, the following provisions shall apply:

2.16.1 The Contractor shall cease forthwith the provision of Service and all its operations at the University under this Agreement;

2.16.2 The University shall pay to the Contractor the amounts due to the Contractor (if any)

2.17 FORCE MAJEURE

The University shall not be liable for any damage, breach of contract, or breach of

covenant contained in this contract, due to causes beyond control of the University, and in particular, (but not so as to restrict the generality of the foregoing) it shall not be liable for damages or breach caused by act of God, acts of military or civil authorities, war, riot or civil disobedience, fire, explosion, strikes, lock outs or other labour unrest, including picketing, (whether lawful or not), nor shall it be liable for damages or breaches of covenant or contract caused by its being unable to obtain

labour, materials, or facilities, and the University shall not, in any event, under any circumstances whatever, be liable for consequential damage or special damages to any person arising by reason of any of the aforesaid matters.

It is further expressly agreed by the parties that should legislation and/or budgetary

direction of the Ministry of Advanced Education or Ministry of Finance or other duly constituted governmental authority adversely affect either party to this Agreement so as to frustrate the intent of this Agreement, or any part thereof, then this Agreement may, at the option of the party deeming itself adversely affected, be at an end and void, and, in such case neither party shall assess any Agreement or bring action for damages arising therefrom.

In any event, should the University be of the opinion that this Agreement cannot

continue due to circumstances beyond its control and jurisdiction, it shall thereupon be, at the option of the University, terminated and at an end and no action of any sort shall be taken against the University as a result thereof.

3.0 PREFERRED CONTRACTUAL PROVISIONS

3.1 PAYMENT

Payment is to be n/30 receipt of services or invoice date, whichever is the later,

The University reserves the right to withhold all or a portion of the payment should services fail to meet the satisfaction of the University’s Director of Facilities Management and Capital Planning. Payment would be held until such time as the University’s requests to the standards set out in this proposal are met.

3.2 NON-OWNED EQUIPMENT

The Contractor is responsible for the receipt and storage on campus, of all his

materials required for the Agreement and will be responsible also for its security and safety. The University will make no payments in compensation for the Contractor's materials or equipment stolen, lost or damaged during the term of the Agreement.

3.3 SITE PREPARATION AND REQUIREMENTS

The installation requirements and site services required, including environmental conditions must also be specified in the Proposal.

The Contractor is responsible to provide all the information necessary for a proper site

preparation. 3.4 PROPERTY AND EQUIPMENT DAMAGE

The Contractor shall protect the University's property and equipment from damage and is responsible for reporting any damages to the University’s Facilities Operations, Compliance and Services Manager or his designate. The Contractor shall be responsible for damage which may arise as the result of his operations under the contract except damage which occurs as the result of acts or omissions by the University. Other contractor's work or equipment destroyed or damaged by such actions of the Contractor shall be made good promptly at the Contractor's expense. The Contractor is responsible for the costs, as determined by the University, associated with repairing or replacing the fixtures or any property.

In the event the Contractor causes damages, invoice payment shall be held or reduced until such time as the matter is corrected. Should the fix require the Contractors services beyond the scheduled contract end, the contract term will be considered extended until such time as the fix is completed to the satisfaction of the Director Facilities Management. The contractor will coordinate with the University’s Assistant Chief Engineer or his designate making every effort to expedite the fix.

3.5 STANDARD CARE

3.5.1 The Contractor shall perform its duties as outlined in the Agreement with

all due care and diligence and shall use its best efforts to ensure that all its employees and Subcontractors perform their duties with all due care and diligence.

3.5.2 The Contractor shall perform all services as expeditiously as is consistent

with professional skill and care with the orderly progress of the Services.

3.5.3 The work area must be kept in a safe and tidy manner while working and upon completion.

3.5.4 The Vontractor is to make effort so as not to disturb or disrupt other faculty,

staff, students or contractors within the vicinity. 3.6 SAFETY . The Contractor shall be responsible for safety at all times during the

performance of its obligations resulting from this Agreement and will be required to abide by the laws and regulations and all work practices prescribed by law and

the University with respect to access to the University’s property, including specifically those relating to matters of safety and the environment.

3.7 COMMITMENTS, WARRANTIES AND REPRESENTATIONS

Any commitment made by a Proponent pursuant to its Proposal shall be binding upon the Proponent. For the purposes of its Proposal, a commitment by a Proponent includes:

3.7.1 Prices and options committed to remain in force over specified periods of

time;

3.7.2 Any written warranty or representation made by the Proponent in a Proposal as to equipment or performance.

3.7.3 Any written warranty or representation by the Proponent in a Proposal,

support documents, side letters or other memoranda, or negotiations subsequent thereto as to training to be provided, services to be performed, prices and options committed to remain in force over fixed periods of time, or any other similar matter regardless of the fact that the duration of such commitment may exceed the duration of any contract that may be entered into by the parties.

ATTACHMENT A

WORK SPECIFICATIONS

The University is looking for a good contractor to provide solid waste management services for the Prince George campuses. A commitment to sustainability that, at a minimum, matches and evolves with the University’s operations and expectations is an asset.

Optional Site Visit All Proponents wishing to submit a proposal are invited to attend the optional Site Meeting on April 24, 2018. Proponents are asked to meet at 11:00am in the Contracts & Supply Chain Management (Purchasing) department Room 1085 of the Charles J McCaffray Hall (Administration building) on the UNBC campus with the optional Site Meeting scheduled to commence at 11:00am. Please note there is a pay for parking system in place at this campus. Pay stations are located inside the doors by the Library entrance or by the dining hall. The dining hall can be accessed through the Charles J McCaffray Hall (Administration building) or the Courtyard. Please ensure you allow enough time to make it to the start of the optional Site Meeting. Proponents are expected to have reviewed this Request for Proposal prior to attending the optional Site Meeting. The site meeting will be approximately 15 minutes in length. It is intended to provide proponents access to the solid waste remove to review the current set-up and trash compactor. Services The Contractor will provide the University of Northern British Columbia with the following appropriate Waste Management Service (Services) requirements: Group 1

a) One – 29 cubic yard trash compactor in back-of-house area, beside main receiving dock. This unit is owned by the University. The University will not incur any additional expenses to modify the compactor, facility or hydraulics. This is to be removed, emptied, and replaced on a weekly basis (preferably Fridays).

Contractor to supply the following and provide the following services:

b) One – 6 cubic yard dumpster at the I.K. Barber Enhanced Forest Lab. This is not

owned by the University. This is to be removed, emptied, and replaced once every other week (preferably Fridays);

c) One – 6 cubic yard dumpster at the Power Plant. This is not owned by the

University. This is to be removed, emptied, and replaced once every other week (preferably Fridays);

d) One – 6 cubic yard dumpster at the Maintenance Building. This is not owned by the

University. This is to be removed, emptied, and replaced once a week (preferably Fridays);

e) One – 4 cubic yard dumpster at the Dr Donald Rix Northern Health Sciences Centre (Medical Building). This is not owned by the University. This is to be removed, emptied, and replaced once a week (preferably Fridays);

f) One – 4 cubic yard dumpster at the Wood Innovation Research Lab (WIRL), located at 1153 4th Avenue. The dumpster is not owned by the University. This is to be removed, emptied, and replaced once a month;

Group 2

g) Two – 6 cubic yard dumpsters (must be bear proof) at the Student Residences. These are not owned by the University. These are to be removed, emptied, and replaced three (3) times a week (preferably Monday, Wednesday, Friday) during September -April, one time per week during May - August.

Group 3 h) Two– 6 cubic yard (September – April), One – 6 cubic yard (May – August) dumpster

(must be bear proof) at the Charles Jago Northern Sport Centre. This is not owned by the University. This is to be removed, emptied, and replaced once a week (preferably Fridays);

Group 4 i) One – 6 cubic yard dumpster at the Bioenergy Plant. This is not owned by the

University. This is to be removed, emptied and replaced once a month.

j) Bioenergy Plant Ash Disposal: The contractor will assist the University with the disposal of ash that is generated from the University’s Bioenergy System, by transporting roll off bins (owned by the University) to sites as designated, on or off campus, from the Bioenergy Plant, on an as, when and if requested basis. There is a total of two bins to be swapped out of the ash bay. Full bin picked and moved to a location beside the building, and then the empty one swapped into place. Then the full bin must be emptied onto the ash storage location at UNBC.

For all Groups

k) Additional Rolloff Bins, on an as and when requested basis by the University designates for each Group.

NOTE: Sizes, quantities and frequencies of the above are subject to change, as agreed to in writing by both parties. Size of dumpsters may vary slightly from those indicated above. Proponent must indicate if the size of dumpster is different than those listed. And changes or modifications to the trash compactor will be a the Contractor’s expense.

Strict adherence to the schedule must be maintained. Each invoice MUST reflect a breakdown of the above different areas being serviced. Preference would be for a separate invoice for each group. A minimum of 48 hours before the start of the contract, the Contractor will be required to fill out a work order permit through the University’s Facilities department. All work will to be coordinated with the UNBC Facilities Services Supervisor. The Contractor will meet with the University contract administrator, at minimum, once a year to review the Agreement and customer service.

Criteria Includes but is not limited to the ability to provide excellent customer service

i. reliable, able to keep to schedule ii. responsive, address concerns and requests in a timely manner iii. address invoicing errors, if any iv. adaptable, with ease able to increase or decrease dumpster size, quantities

and/or pickup frequency v. customer oriented invoicing, reflecting accurate information in a concise manner

Submissions Requirements Proposals should include, but are not limited to the following. When submitting through Bonfire, upload only the information relevant to the subject matter requested. (for example, do not upload the whole submission to each category)

1. Corporate and Project Personnel (See Schedule IV)

a) Submit a brief description (1 page) of the company/organization, including number of employees, location of head office.

b) List the personnel that would be assigned to this account. The list should include the

account manager and accounts receivable contact. Any subconsultants/subcontractors are to be noted.

2. Methodology (see Schedule V)

Include description of the delivery of the services including but not limited to:

a) An overview of the company’s philosophy b) Proposed pick up schedule c) Customer Service d) Accounts Receivable, including a sample of invoicing (preferably an example of a

potential UNBC invoice) e) Identify competitive strength and a key reason or reasons for selecting this Proposal

over others. Describe any value add that the University would benefit from. f) Identify risks or failures that can occur during the term of a contract and how these are

addressed.

3. References (see Schedule VI)

Include reference for a minimum of 3 current clients that would be serviced by the same account manager as the University.

The following reference information should be included:

a) Institute/Company Name b) Institute/Company Contact Person (name and title) c) Contact Person’s Phone & Email d). Indication of the when the servicing began e) Brief description of the work done

4. Start-Up/Transition (see Schedule VII) If not the University’s current service provider, provide information on the start-up/transition plan for this Agreement

SCHEDULE I

PROPONENT’S SUBMISSION CHECKLIST

REQUEST FOR PROPOSAL

18-1662-RFP

1, Schedule II Price List 2. Schedule III Proposal Signature(s) 3. Schedule IV Corporate and Project Personnel 4. Schedule V Methodology 5. Schedule VI References 6. Schedule VII Start-up/Transition REMINDER

The Proponent’s Proposal must be submitted on or before the closing date and time using Bonfire (see Section 1.6).

Failure to sign the proposal will result in disqualification.

SCHEDULE II

ITEMIZED PRICE LIST REQUEST FOR PROPOSAL

18-1662-RFP ____________________

Proposals shall be itemized as indicated. NOTE 1: Pricing below must be submitted in Canadian Funds, , taxes out. NOTE 2: All cost must be listed below. The University will not pay for any charges not

included in the proponent’s proposal. NOTE 3: Prices below are to reflect the Services as outlined in Attachment A. NOTE 4: The University reserves the right to increase, reduce, and/or delete the number of

units and/or the frequency of pick-ups. Pricing would be adjusted accordingly. NOTE 5: Dumpster/Bin rental and servicing prices to remain firm through the first year of the term. The contractor is to indicate and substantiate in writing to the attention of the UNBC Facilities Services Manager a minimum of 120 days prior to the end of a term any proposed market driven price increases or decreases for the following term. If no such notice is received by the University the proposed pricing will remain in effect for the remainder of the contract. The University’s acceptance of the proposed price or any other agreed upon price will be done so in writing. If the contractor and UNBC are unable to come to agreement on pricing before the end of the term, then the contract resulting from this tender will end and the contractor’s services will no longer be required or paid for under the said contract NOTE 6: Having examined all of the Proposal documents and all addendums, if any, the

signatory (Proponent) offers to the University of Northern British Columbia (University) to execute the Services as listed herein for pricing excluding taxes of:

Group 1 1) One – 29 cubic yard trash compactor beside main receiving dock

emptied/removed/replaced on a weekly basis 2) One – 6 cubic yard dumpster at the I.K. Barber Enhanced Forest Lab

emptied/removed/replaced once every other week

3) One – 6 cubic yard dumpster at the Power Plant, removed/emptied/replaced, once every

other week

4) One – 6 cubic yard dumpster at the Maintenance Building, removed/emptied/replaced

once a week

5) One – 4 cubic yard dumpster at the Dr Donald Rix Northern Health Sciences

Centre (Medical Building), removed/emptied/replaced once a week 6) One – 4 cubic yard dumpster at the Wood Innovation Research Lab (WIRL)

removed/emptied/replaced once a month;

Group 2 7) Two – 6 cubic yard dumpsters (must be bear proof) at the Student Residences

emptied/removed/replace three (3) times a week during September – April. Once a week May – August.

Group 3 8) Two – 6 cubic yard dumpster (must be bear proof) at the Charles Jago Northern

Sport Centre (September – April), removed/emptied/replaced once a week. One – 6 cubic yard dumpster May – August.

Group 4 9) One – 6 cubic yard dumpster at the Bioenergy Plant. Removed/emptied/replaced

once a month.

h) Bioenergy Plant Ash Disposal- removed/emptied/replaced rolloff bins on an as and when requested basis

All Groups i) Additional Rolloff Bins Fees - on an as and when requested basis. Other Costs to the University, if any, not included above:

Proposal Expiry Date:__________________________________________________

(Note: Must be 30 days Minimum)

SCHEDULE III

PROPOSAL SIGNATURE(S) 18-1662-RFP

We, ____________________________, having examined the Request for Proposal and all other information and documents included in the Request for Proposal, do hereby offer and agree to provide the services as described herein. THIS PAGE MUST BE RETURNED WITH YOUR PROPOSAL, FAILURE TO DO SO WILL RESULT IN THE PROPOSAL BEING DISQUALIFIED. LEGAL/REGISTERED NAME OF FIRM: __________________________________________________________________________ AUTHORIZING SIGNATURE: __________________________________________________ __________________________________________________ Print Name Official Capacity/Title of Individual Signing: __________________________________________________________________________ Address: ______________________________________________________________ City: _________________________________________________ Province or State: _________________ Postal or Zip Code: ___________ Date: _________________________________________________ Contact Information of person to be contacted regarding clarifications (if any), award and non-award: Name: _________________________________________________ Telephone: _________________ Email ______________________________________ Duly authorized officers of the Contractor(s) shall properly execute the Proposal as follows: If the Contractor is a corporation, the proposal shall be signed in the name of the corporation by a duly authorized officer of the corporation, with the designation of hislher official capacity, and attested properly. The proposal shall show the place in which the corporation is chartered. If the Contractor is an individual, he or she shall sign the proposal in person or by representative and be witnessed, stating the name or style, if any, under which he or she is doing business. If the signing is by representative, his or her power of attorney or other authorization shall be stated, and a certified copy thereof shall be attached to the Proposal. If the Contractor is a joint venture or partnership, the proposal shall be signed by each of the persons or firms, which is a party to the joint venture agreement. A certified copy of the joint venture agreement shall be attached to the Proposal. A joint venture will not be accepted unless the joint venture agreement or some other signed and legally binding instrument is certified and attached to the proposal, containing provisions for one of the parties to the joint venture to be in full direction of the project and to exercise this direction through a single individual, to be appointed Manager of Operations with the consent of all parties to the joint venture agreement.

SCHEDULE IV

CORPORATE AND PROJECT PERSONNEL 18-1662-RFP

SCHEDULE V METHODOLOGY

18-1662-RFP

SCHEDULE VI REFERENCES 18-1662-RFP

SCHEDULE VII

START-UP/TRANSITION 18-1662-RFP

APPENDIX I INSURANCE 18-1662-RFP

The Contractor shall, without limiting its obligations or liabilities herein and at its own expense, provide and maintain the following insurances with insurers licensed in British Columbia:

(a) Commercial General Liability Insurance in an amount not less than Two Million Dollars ($2,000,000.00) inclusive per occurrence against bodily injury and property damage including loss of use thereof. Such insurance shall include coverage for broad form property damage, contractual liability, completed operations and product liability.The University of Northern British Columbia shall be added as an additional insured under this policy.

This insurance shall be maintained continuously from commencement of the Services until the final day of providing the Services.

(b) Automobile Liability Insurance in respect of all owned or leased vehicles if used directly or indirectly in the performance of the Services, subject to limits of not less than Two Million Dollars ($2,000,000.00) inclusive per occurrence.

c) Any additional insurance required to be provided by law, or which he considers necessary

to cover risks not otherwise covered by insurance specified in the RFP.

Subcontractors, if any approved, must carry the same insurance coverage.