REQUEST FOR QUOTATION - Nova Scotianovascotia.ca/tenders/pt_files/tenders/Q14M163.pdfRequest for Quotation for Halifax Regional ... all work and electrical equipment to comply with

Name of Company Quoting _________________________

Request for Quotation for Halifax Regional Municipality(HRM)

HRM stands for Halifax Regional Municipality

Quotation Q14M163 Supply and Installation of One 8 kW Photovoltaic(PV) System Chocolate Lake RecreationCentre

Mandatory job site meeting:

Mandatory job site meeting is Tuesday October 14,2014 10:00 am at front entrance of Chocolate Lake RecreationCentre,14 Purcells Cove Road, Halifax, NS.

Contractors to meet HRM Project Manager Julian Boyle at this location . Please be prompt. Bidders will need tosign the mandatory job sign in sheet for this meeting.

If you require directions to mandatory job site meeting call Julian Boyle at 902 476 8075.

Quotation deadline:2014.10.20

REQUEST FOR QUOTATION

RFQ number/date2060019020 / 2014.10.02RFQ Collective NumberQ14M163Contact person/TelephoneMitchell Crowell/902 490-4207

This number must appear on all invoices lading bills, containers andcorrespondence.Send queries DIRECT to Purchasing Agent.Please send completed RFQ to: Halifax Regional Municipality Procurement Division Suite 103, 40 Alderney Drive, Dartmouth, NS B2Y 2N5THIS IS NOT A PURCHASE ORDER

Closing Date:

Quotation Q14M163 closing Monday, October 20, 2014 at 4:00 pm Atlantic Standard Time (AST).

Quotations can be delivered to HRM Procurement located at Alderney Gate, 40 Alderney Dr., Suite# 103,Dartmouth NS, or faxed to Mitchell Crowell, HRM Procurement at 902-490-6425(If lump sum price without taxes isover $100,000.00 must be hand delivered per bid bond or certified cheque requirements. These documents cannot beaccepted by fax).

Note: Canada Post does not deliver mail to Alderney Gate where HRM Procurement Offices are located.

HRM Standard Terms & Conditions:

The Terms and Conditions for this solicitation can be located at either the www.halifax.ca website at:

http://www.halifax.ca/home/

under Business-Tenders-Terms & Conditions- Specified Price Contracts

Or picked up HRM Standard Terms & Conditions at HRM Procurement Office, 40 Alderney Dr., Suite# 103,Dartmouth NS.

Submission of a response to this Request for Quotation confirms that your company has viewed and accepts theseTerms and Conditions.

Any problems accessing HRM Standard Terms & Conditions contact Mitchell Crowell, HRM Procurement at 902490 4207.

Scope of Work:

HRM QUOTATION Q14M163 One (1) 8kW complete, net metered photovoltaic installation with energy storages

To design, supply, install and commission one, fixed (i.e. non-tracking) photovoltaic systems with energy storage onthe Chocolate Lake Recreation Centre, (14 Purcells Cove Rd. Halifax NS) meeting all Industry, Federal andProvincial Government and Halifax Regional Municipality By-laws, regulations, codes, standards and safety, etc.

HRM relies on contractors to provide expert advice and guidance, thus if something is missing on the specificationsor not included in the RFQ it should be addressed at the job site meeting. Also if scope of work is added ordeleted, an addendum must be issued by HRM.

----- NS RFQ number/date2060019020 / 2014.10.02

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SUPPLY AND INSTALL EQUIPMENT FOR ONE (1) FIXED (NON-TRACKING) COMPLETE, NET METERED PVSYSTEMS WITH UTILITY INTERACTIVE ENERGY STORAGE ON CHOCOLATE LAKE RECREATION CENTRE14 Purcells Cove Road.

General Scope of Work - Design, supply and install one net metered PV systems include, but is not limited to:

" All works required for proper installation of Solar PV and energy storage system including necessary civil worksfor mounting structures of solar module, shall be done by the contractor. The entire work shall be performed onturnkey basis;

" Submit and obtain approval of project plans with HRM and Nova Scotia Power Inc. (NSPI) the net meteredinstallations;

" Coordinate all metering and grid interconnection requirements with NSPI;

" Prepare and submit all permits required, ie. electrical permit (to NSPI), building permit (to HRM). Contractor toprovide copies of the permit applications to the HRM project manager;

" Shop drawings of equipment to be supplied to HRM and NSPI for approval;

" Complete NSPI's Interconnection Request and Equipment Information Form;

" All work to comply with NSPI requirements contained in the NSPI Class 1 Interconnection Guideline Document(includes Class 1 Net Metering Service);

" Ensure the installation meets the installation requirements of the Canadian Electrical Code (CE Code) Part 1and the equipment is certified to the relevant CE Code Part 2 product standard, in addition to any other municipaland/or provincial construction and installation regulations that apply;

" All work to comply with all applicable safety codes and policies, including, without limitation - ULc ORD C1703-1:PV Module Safety Standard, the Electrical Installation and Inspection Act and Code Regulations;

" Except as expressly permitted by law, all work and electrical equipment to comply with all applicablecodes/standards, including, but not limited to CAN/CSA C61215-08. Mono-crystalline silicon terrestrial photovoltaic(PV) modules, approved by a recognized certification agency (e.g. CSA), or equivalent, with approval and work tomeet industry best practices;

" Ensure that all equipment is properly protected in such a manner that faults or other disturbances on the NSPIsystem do not cause damage to the equipment;

" Ensure that the generation equipment operates within NSPI's typical Distribution System operating and powerquality conditions and is able to withstand abnormal conditions as outlined in Section 4.1 of NSPI's InterconnectionGuideline;

" Upon notification from NSPI/HRM, complete a Net Metering Class 1 Interconnection Agreement, includingSchedules "A" (Site Plan) and "B" (Single Line Diagram - see attached preliminary line diagram for the work.)

" Contractor is responsible for all electrical and control wiring and hardware as required and all wiring is to be


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neatly installed in proper conduit in accordance with the aforementioned codes and policies;

" Contractor to familiarize themselves with site specific working conditions;

" All wiring shall be done in conduits;

" Contractor is responsible for pointing out any possible asbestos that will affect the job. HRM will be responsiblefor any necessary removal;

" Perform any wall and roof penetrations as required;

" Solar system to be ballasted, non-roof penetrating design, tilted at a 10 deg. angle;

" All wiring and hardware from NSPI supplied meter location (location designated by NSPI);

" Coordinate work with NSPI supply service;

" All equipment installation locations to be verified by HRM prior to installation;

" General aesthetics & cleanliness in regard to the installation of various systems shall have to be maintained inaccordance with the aesthetics of the site;

" Install all equipment according to manufacturer's installation instructions;

" Coordinate work with HRM to minimise disruption to existing building operations;

" Coordinate with HRM the disconnection and re-connection of power supply;

" Supply, installation and labelling of inverters/chargers and manual disconnection device for isolation purposes(as per NSPI Interconnection Guideline and subject to approval by NSPI), etc.;

" Provide photovoltaic systems with the minimum peak capacity as specified;

" 32, 250 watt PV modules to be equal Solar World SW250;

" Modules shall be ballast mounted on roof on a non-corrosive, aluminum frame support structuretowards due south as much as practically possible. Stainless steel non-corrosive bolts and screws to be used onroof.

" Modules shall have a 25 year Linear Power Guarantee.

" Support structure design and foundation or fixation mounting arrangements should withstand horizontal windspeed up to 120 km/hr;

" A 12 kWh (nominal) lithium-ion battery based energy storage system with 6 kW utility interactive inverter/chargershall be supplied and installed in back-up generator room. Lithium-ion storage system and inverter/charger andcontrols shall be manufactured by SunVerge model SIS 6048-X, www.sunverge.com, or approved alternative.


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Inverter/charger to be supplied with 240volt, 12 KVA transformers to connect single phase to three phase.

" Inverter to be supplied with web connect option to allow for remote monitoring via internet. Internet connection tobe supplied in electrical room by HRM.

" Each Inverter/charger shall be supplied and connected to 32PV modules in 2 strings of 16 modules each, orapproved alternative.

" Lithium storage system will be programmed to cycle (charge/discharge) every day, and is not being used asonly emergency power supply. Storage system sequences will be designed to maximize the use of solar energywithin building and minimize grid interaction and demands (and need for net metering). Storage system might ormight not be programmed for an emergency power supply mode.

" Dalhousie University RESL will provide programming and commissioning services related to lithium-ion storageand inverter/charger system, including 4 sites visits in the first year of operation. Bidders are to include a cashallowance of for these services in each bid price submitted to Include $11,500+HST

" Tagging of all new electrical equipment;

" Disconnect and removal of all redundant wiring and conduit and be responsible for any damages to existing ornew equipment;

" Be responsible for any cutting and patching;

" Provide qualified technician start-up reports and manuals. Following completed start-up, provide a trainedtechnician to be present for commissioning of equipment in presence of HRM/Dalhousie RESL;

" Provide copy of start-up report, operation and maintenance manuals; and

" Provide a minimum 10 year product warranty on materials to commence from date of commissioning andsign-off.

Job: A system with a minimum DC peak output of 8 kW shall be supplied with 12 kWh of energy storage. Systemshall be capable of a minimum PV/inverter annual output (supplied to either building load, grid or storage system) of6.5 MWh. Annual output and performance of the system shall be demonstrated by submitting a RETScreen orPVSyst modeling output prior to installation.

References - Proponents shall provide an overview of their credentials related to the scope of work and anyinformation which documents successful and reliable experience in past contracts related to the requirements ofthis Request for Quotation, including, but not limited to photovoltaic system design, supply and installation that haveincluded energy storage and/or a net metering interconnection - PV system, energy storage and net meteringexperience do not necessarily need to be related to the same project(s). Proponents shall provide a list of three (3)applicable client references that have contracted for photovoltaic supply and installation services offered by theproponent which are considered identical or similar to the requirements of this Request for Quotation. The listshould include the following information:

1. Name and address;


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2. Telephone number and e-mail address; and3. A brief, written description of the specific services provided including the year.

The contractor is to quote on supplying all labour, material, tools, and necessary equipment to carry out the scope ofwork stated for HRM Quotation Q14M163.

Supplementary Terms and Conditions:

Questions concerning specifications, requirements or application contact Julian Boyle 902 476 8075.

Questions concerning the terms and conditions or the procurement process or requesting changes in HRMQuotation document contact Mitchell Crowell at 902 490 4207 or e-mail [email protected]

Any changes to the terms, conditions and specifications of HRM Quotation Q14M163, HRM Procurement mustissue an addendum and addendum must be posted on Province of Nova Scotia Procurement Website to be valid.

Workers Compensation, Safety and Insurance requirements same as stated in HRM Standard Terms andConditions.

NOTE*******************************************************Contractors must provide their updated valid letter of Good Standing from Workers Compensation and updatedvalid letter from endorsed Workers Compensation Board Audit Firm re health and safety management program(must be WCB Safety Certified, or Certificate of Recognition, Audit Pending or In -Process) with HRM QuotationForm Q14M163 by closing date and time.***********************************************************

This quotation job will be awarded depending on budget approval and funding for this project less any discount


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payment terms.

Pricing will not be released until funding is in place and this quotation is awarded. Contractors will be given thename of the low price bidder only if requested. This quotation is not a public opening.

The Contractor shall properly execute and complete all of the work indicated and called for in the specifications anddrawings.

The Contractor shall coordinate all divisions of the work including the work of all subcontractors and suppliers. Beresponsible for scheduling and expediting their work and deliveries, including correction of all defective work.The Contractor shall be responsible for compliance by all persons or parties engaged on the work with all laws,building codes and ordinances insofar as they apply to work carried out under this quotation.

The Contractor shall obtain all permits, licenses and certificates, and approved engineering plans if applicable andpay all fees required for the performance of the Work which are in force at the date of quotation submission.

HRM relies on contractors to provide expert advice and guidance, thus if something is missing on thespecifications, or not included, it should be addressed at the mandatory job site meeting. Also if scope of work isadded or deleted, an addendum must be issued by HRM Procurement and posted to Province of Nova ScotiaProcurement Website.

Service:

Equipment must be serviced by a local company or if not HRM will not pay any costs other than on site labor andparts once the warranty period has expired.

Health and Safety Act

Every contractor shall take every precaution that is reasonable in the circumstances to ensure that everyemployee, self employed person and employer performing work in respect of the project complies with the latestrevision of the Nova Scotia Health & Safety Act and Regulations, HRM Health & Safety Regulations and all othersafety measures as required by authorities having jurisdiction.

Safety Plan

Within five (5) days notification of award the contractor shall provide Julian Boyle, HRM Project Manager with asafety plan per Julian Boyle e-mail address [email protected] This plan shall include but not be limited toidentification of safety hazards anticipated during the project, solutions to those hazards, safety procedures,


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identification of designated safety officers and provisions for safe access to the site work for HRM staff. Receiptand acceptance of the safety plan shall be mandatory prior to commencement of work.

Examination of Site

All contractors who may in any way be affected by the existing conditions of the site will be held to have examinedthe site and familiarized themselves with the character and extent of work necessary to complete the contractaccording to the specifications. No claims for extra payment will be entertained by reason of difficultiesencountered due to conditions of the site which were visible or reasonably inferable from an examination of the siteprior to delivery of this quotation.

Deduction for Uncorrected Work

HRM Project Manager may deem it to be in the best interests of the HRM to make an appropriate deduction in theContractor's payment where work has been damaged and/or does not comply with the Contract.

Notice of Completion

When work is complete,request in writing that a final inspection be made by HRM Project Manager. Upon theOwner's and/or HRM's concurrence that the work is complete, attend the final inspection and participate in thepreparation of a deficiency list.

Deficiency Corrections

Correct all deficient items and advise HRM Project Manager in writing when complete.

Pricing Section:

Total Inclusive Cost re SUPPLY AND INSTALL EQUIPMENT FOR ONE (1)8kW FIXED (NON-TRACKING)COMPLETE, NET METERED PV SYSTEMS WITH UTILITY INTERACTIVE ENERGY STORAGE ONCHOCOLATE LAKE RECREATION CENTRE 14 Purcells Cove Road per terms, conditions, and specifications ofHRM Quotation Q14M163

Total inclusive cost $ __________________

Above total inclusive cost includes cash allowance of $11,500.00 plus HST re Dalhousie University RESL stated inscope of work for this quotation.

HST TAX(15%) $ __________________


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Total Lump sum inclusive cost including HST $ _______________.

Note:

For contracts with a value less than $100,000, bid surety and contract security is not required.

For quotations valued at over $100,000, the bid shall be accompanied by bid security in the amount of 10% of theLump Sum Price including HST, in the form of a certified cheque,a bank draft, a money order, a bid bond, or anycombination thereof, made payable without recourse, to the Halifax Regional to be held in escrow.

Contractor to state the equipment supplying and installing for this quotation: List below

Quantity Manufacturer Brand Name and Manufacturer's Part#

Warranty on above equipment:

product warranty

Warranty on Labour __________________________

Completion Schedule:


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After receiving HRM award letter, how many work days befoer HRM receives contractor's insurance etc. with HalifaxRegional Municipality added as additional insured for commercial general liability insurance policy.

Number of work days ___________

After HRM awards and provides the contractor with HRM Purchase Order, how many work days before this projectwill be started


After starting the work, how many work days to complete the work


Does contractor offer any special payment terms, if yes payment terms are _______________

If not, payment terms are NET 30 after HRM Project Manager signs off as work completed.

Contractor to state any subcontractors the contractor will be using and what work the subcontractor will perform forthis job, please list this information below:

Contractor's information:

Contractor's Safety Officer's Name ____________________________

Tel# ________________ cell# ________________________

Fax# ______________________

E-mail address ________________________________


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Contractor's supervisor on site

Name ____________________________

Tel# ________________ cell# ________________________

Fax# ______________________

E-mail address ________________________________

Contractor's back-up supervisor on site

Name ____________________________

Tel# ________________ cell# ________________________

Fax# ______________________

E-mail address ________________________________

Contractor's person who will oversee this project

Name ____________________________

Tel# ________________ cell# ________________________

Fax# ______________________

E-mail address ________________________________

Contractor Quoting:

Name of the Company (Print)_____________________________________

Address of the Company _________________________________________

Province ________________________

Postal Code __________________

TEL#_______________________ FAX#_____________________________


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CELL# ____________________ E-MAIL Address ____________________

HST#___________________________ OR GST#_______________________

Name of Company Rep(PRINT)______________________________________

Signature of Company Rep _______________________________________

Date ______________________

QUOTATION Q14M1163

Mitchell Crowell, HRM Procurement OfficerTel 902 490 4207 Fax 902 490 6425

____________________________________________________________________________________________________

Item Material Description RFQ quantity Unit Deliv. date. Unit price ____________________________________________________________________________________________________

Terms and Conditions

The Terms and Conditions for this solicitation can be located at either the www.halifax.ca website at:http://www.halifax.ca/procurement/terms.html

or picked up at the Procurement Office, 1st Floor, Suite 103, 40 Alderney Drive, Dartmouth, NS.

Submission of a response to this Request for Quotation confirms that your company has viewed and accepts these Terms and Conditions.


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YOUR ATTENTION TO THIS REQUIRED IMMEDIATELY

ATTENTION CONTROLLER PLEASE FILL OUT AND RETURN ASAP ELECTRONIC PAYMENT REGISTRATION FORM Electronic commerce has changed business practices globally. These changes allow HRM to work more efficiently with vendors on day-to-day business transactions. The Halifax Regional Municipality electronic payment process is fully in place to enroll all vendors doing business with HRM. Payment of invoices electronically will benefit you immediately through:

The elimination of your time spent depositing payments

Immediate access to your funds on the payment date

The elimination of delivery disruptions due to Postal delays or lost mailings

The elimination of the threat of fraud, lost or stolen cheques

In order to register to receive electronic payments of invoices from Halifax Regional Municipality, please complete this form and attach a voided cheque if applicable. The form must be signed by a designated signing officer of your company. HOLD HARMLESS CLAUSE:

The Halifax Regional Municipality and its banker are entitled to rely on the information supplied by you. Payments made to the benefit of the beneficiary vendor to the account identified herein shall satisfy the obligation of the Halifax Regional Municipality to the beneficiary vendor respecting the amount paid. It is the responsibility of the beneficiary vendor to insure that payments are actually received. PAYMENT INFORMATION Vendor Name: HST registration number: ________________________ (If applicable) The voided cheque or Bank transmittal form supplied by your Financial Institution, will provide us with all the necessary Banking information. *Note – Do not send in if you’re already enrolled for Electronic Payment with HRM

REMITTANCE INFORMATION Please indicate how you would prefer to receive your payment details. (Please check one) E-mail address: ________________________________________. No remittance advice necessary Contact Name: _____________________ Title/Position: ___________________ Phone (____)_______________________ Fax: (____)______________________ I/We (the undersigned) hereby authorize Halifax Regional Municipality to make deposits to our account as per the information provided above and deliver remittance as indicated. I/We acknowledge responsibility to ensure the correctness of the information, to confirm receipt of the payment funds, and to immediately advise Halifax Regional Municipality if payment is not received. Signature: _________________________ Signature : _________________________ Date: ___________________________ PLEASE RETURN THE COMPLETED FORM BY MAIL, FAX, OR EMAIL TO: Halifax Regional Municipality Attention: Joe Colley Finance Division P.O. Box 1749 Halifax, NS B3J 3A5 Fax #: (902) 490-4175 Telephone#: (902) 490-7357 Email: [email protected]

The Procurement department is responsible for collecting, managing and maintaining vendor performance

information and documents to ensure the integrity and security of the information. HRM will treat all vendor information and documents in a

confidential manner. During procurement de‐briefing requested by a vendor, only performance information pertaining to the requesting vendor

can be discussed. Discussion or comparison to any other Vendor’s performance information is not permitted

Vendor Performance Evaluation Scorecard Process

The purpose of the Vendor Performance Evaluation Scorecard is to define the process for monitoring vendors who impact the quality of products delivered to our customers. Going forward HRM will be responsible for collecting, managing and monitoring vendor performance evaluations. Following completion of a project, HRM will be responsible for evaluating the vendor using the attached Vendor Scorecard. Each Vendor's scorecard will be kept on file and used to determine if the vendors are meeting expectations in the following areas; Safety, Project Management, Scheduling and Overall Quality of Work. HRM will treat all vendor information and documents in a confidential manner.

If a vendor scores three (3) or less in any particular sub‐ category/category or produces an overall score between 0-60%, the vendor or HRM may request a meeting to discuss these particular areas of concern.

Vendor Scorecard Rating

Rating Criteria

1 Consistently falls far below expectations ‐ Performance jeopardized the achievement of

Contract Requirements, despite additional oversight.

2 Frequently misses expectations ‐ There are a number of performance issues that required HRM to provide an additional oversight to ensure that contract requirements were met.

3 Mostly meets expectations ‐ There are very minor performance issues but vendor or service provider has otherwise met the contract requirements.

4 Consistently meets expectations ‐ There are no performance issues and the vendor or service provider has met the contract requirements.

5 Exceeds Expectations ‐ Vendor or service provider has demonstrated a performance level in measurable excess of Contract requirements.

N/A Not Applicable

Vendor Overall Score

Score Criteria

(0‐20%) Consistently falls far below expectations ‐ Performance jeopardized the achievement of

Contract Requirements, despite additional oversight.

(21‐40%) Frequently misses expectations ‐ There are a number of performance issues that required HRM to provide an additional oversight to ensure that contract requirements were met.

(41‐60%) Mostly meets expectations ‐ There are very minor performance issues but vendor or service provider has otherwise met the contract requirements.

(61‐80%) Consistently meets expectations ‐ There are no performance issues and the vendor or





service provider has met the contract requirements.

(81‐100%) Exceeds Expectations ‐ Vendor or service provider has demonstrated a performance level in measurable excess of Contract requirements.

Instructions for completing the Vendor Scorecard

1. Evaluate Vendor on items listed and check the box in the appropriate column based on the criteriaoutlined in the Vendor Scorecard Rating table above.

2. Indicate Vendors overall rating by checking the appropriate column.

3. If a vendor scores three (3) or less in any particular sub-category/category or produces an overallscore between 0-60%, please outline the areas of concern in the comment section.

4. Return to Karen Rundle, Contract Administrator, at [email protected] at the Procurement office immediatelyupon completion.





Vendor Performance Scorecard Company Date Project Type Company Representative Project Name

Vendor Performance Evaluation

Below

Expectations

Frequently

Misses

Expectations

Mostly

Meets

Expectations

Consistently

Meets

Expectations

Exceeds

Expectations

Not

Applicab

le

OVER

ALL

SCORE

1 2 3 4 5 Quality and Safety /

Proactive in its review of statutes, regulations, codes and by‐laws affecting the project?

Implementation of appropriate safety practices throughout the duration of the contract/project

Performance with respect to quality, health, safety and environment.

Project/Account Management /

Prompt and effective at addressing client requests and incorporating requested changes into the scope of work.

Project Account Lead effectively managed and coordinated the project delivery.

Project Account Lead facilitated regular site meetings as per the requirements outlined at time of award.

Project Account Lead advised Client of required adjustments to budget and schedule as a result of changes in client requirements and market Vendor rendered findings with a reasonable time on claims, disputes and other matters relating to execution or performance for the work outlined in

Vendor responded in a timely manner to all questions and issues pertaining to the project

Schedule /





Please indicate any suggestions for improvement or comment on any topics not covered above.

Project Manager (Please Print) ________________________________________________

Project Manager (Signature) ________________________________________________

Project Manager (Digital) ________________________________________________

Vendor was able to maintain stated project deadlines

Vendor was diligent at communicating progress on the project and providing updates

Vendor was proactive at addressing and resolving project issues per the agreed schedule

General /

Vendor issued complete invoices in a clear, accurate and organized format per agreed timelines to facilitate timely payment

Quality of overall work

Overall experience with vendors service

Total Overall Score /

mackinj

Pencil

Documents

REQUEST FOR QUOTATION - Nova Scotianovascotia.ca/tenders/pt_files/tenders/Q14M163.pdfRequest for Quotation for Halifax Regional ... all work and electrical equipment to comply with