Maxville Sports Complex

REQUEST FOR TENDER

Chiller Replacement

RFT- MSC - 2016-01

4/11/2016

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Site Meeting

A mandatory site meeting will be held at the Maxville arena at 25 Fair St. Maxville, ON. Site meeting

time will be 2:00pm on Tuesday April 19, 2016. If a contractor fails to be in attendance their bid

submission will not be accepted.

Scope of Work

This specification covers the Owner’s requirements for the supply and installation of a Shell and Tube

Chiller, as directed by the owner;

1. Execution:

1. The contractor will remove safely from the system the entire ammonia charge into a recovery system. This work will be performed at no extra cost to the Owner. The pump out system will be designed and licensed for recovery of industrial anhydrous ammonia. Portable tanks found in the agriculture industry will NOT be permitted as an equal. Utilizing a portable refrigeration system, capable of drawing the entire system into a vacuum, will recover all liquid and vapour from the existing system. This will ensure there are no vapours released into the atmosphere. Existing arena equipment shall not be used to pump down the system.

2. Provide with tender submission a detailed description of the ammonia recovery plan. 3. The successful contractor shall pump down system, cut piping free from the existing chiller and

have the chiller and surge drum removed from the engine room and removed from the site and disposed of as per environmental regulations.

4. Recovered equipment and any scrap material is to become the possession of the refrigeration contractor, and is to be disposed of at no extra cost to the Owner.

2. Owners Obligation:

1. Provide opening or openings to allow entry of equipment into building and to its final location in the building.

2. Breaking up and removal of existing chiller concrete bases, piers, etc. and rubble. (as required)

3. Shell and Tube Chiller:

1. Provide a 70TR replacement chiller. The chiller is to be 16” x 12’ two (2) pass and designed to cool 800 USGPM of Brine(CaCl2 21%) at 17.5°F OUT and 10.3 max pressure drop. (ACE Refrigeration Product chillers will not be accepted)

2. Matching surge drum to be 16” x 9’ and shall be connected with two (2) risers. 3. Re-use main suction valve 4. Re-use brine temperature indicators (if currently functioning) 5. Re-use existing relief valve assembly (as long as they are current) 6. Re-use high level float switch 7. Re-use ammonia float 8. Re-use dead-man’s oil drain valve 9. Provide one (1) brine analysis report to owner

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4. Refrigerant Valves and Controls:

A. Refrigerant Process Valves

1. Refrigerant stop‐valves shall be entirely suitable for ammonia service, and shall have CRN registration. Ends shall be butt‐welded or screwed to suit the piping. Stop valves shall be Hansen, or equivalent. Refrigerant control‐valves shall be Armstrong or Hansen. Insulated valves shall have extended necks and shafts, where the thickness of insulation interferes with the operation of the handle.

B. Water & Glycol Valves

1. Shut‐off valves up to 2" Ø shall be of the ball or gate type, with screwed ends, and fully suitable for the service intended. Shut‐off valves 2 ½" Ø and over, shall be of the full lug butterfly type having iron body, SS stem, replaceable Buna 'N' seat, and plain ends suitable for mounting between 150 lb ANSI flanges. Insulated valves shall have extended necks and shafts, where the thickness of insulation interferes with the operation of the handle.

5. Cold Refrigeration System Pipe Insulation:

1. The ammonia suction piping and cold brine mains within the refrigeration room shall be insulated and protected with a PVC jacket: Insulation shall be 2” thick ITW Trymer 2000XP Polyisocyanurerate with ITW Saran Film 560CX. Armaflex or any other Alternative will not be accepted. 2. The ammonia chiller shall be shipped factory insulated and protected with the correct insulation:

Factory Insulate surge vessel with 2” thick foamed in place urethane, complete with fibreglass

jacket finish. Armaflex or any other alternative will not be accepted.

6. Electrical Requirements:

1. Electrical power supply to be 575V/3 Phase/60 Cycle. 2. Electrical control supply to be 120V/1 Phase/60 Cycle. 3. All electrical connections to the new unit to be undertaken by an accredited contractor. 4. All controls shall be mounted, piped and wired to the panel. All relays, timers, terminal strips and wiring to be supplied and installed in accordance with the latest Municipal and Provincial codes.

7. Painting:

All new field fabricated steel piping shall be painted with a primer, and final coat as per that of the

Owner.

8. Identification:

All new primary refrigerant lines and secondary cooling lines pertaining to the ice rink

refrigeration system will be identified after painting and insulation as to the substance in the pipe,

and the direction of flow.

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9. Testing and Instruction:

The contractor shall test run the newly installed equipment and provide direction and supervision

of the Owner’s operating personnel in accordance with manufacturer’s suggestions.

10. Tender Drawings and Inspection:

1. A complete as-built drawing of the new installation is to accompany the final installation specification, including all piping changes and shall form part of the tender and construction documents.

2. Relevant documentation from the Technical Standards and Safety Authority, verifying that a pressure test of any new piping has been undertaken and inspected by the local TSSA representative.

3. All documentation pertaining to the acquisition of a new Provincial Registration number is to accompany the final installation.

4. All equipment drawings and details to be reviewed and stamped by a PEO, professional engineer accredited in the Province of Ontario.

11. Warranty:

The contractor shall be able to respond to the site within 2 hours to provide complete support

services on a 24hour, 7-day-a-week basis throughout the warranty period.

12. Referenced Standards:

Comply with all codes and standards (latest versions) applicable to this type of work, including: 1. ANSI B31.5 2. ASHRAE 15 Safety Code for Mechanical Refrigeration. 3. ASME B31.5 Refrigeration Pressure Piping Code. 4. Mechanical Refrigeration Code - CSA-B52-99. 5. Boiler and Pressure Vessels Act. 6. Ontario Hydro Electrical Safety Code. 7. WCB Regulations. 8. Register the Design with TSSA. 9. Any other local or provincial requirements.

13. Other:

Tenders to include:

1. Estimated time to do job. (Job to be completed by August 12, 2016)

2. Terms of warranty of products used and workmanship.

3. Background information for your company including references and examples of previous

like jobs completed.

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Lowest or any tender not necessarily accepted. Tenders will be rated on a number of factors including

but not limited to the following:

1. Ability to provide required equipment and proper installation in all necessary aspects of the

job.

2. Ability to do the work within allotted time frame with the proposed start date after April 30,

2016 (determined by the end of current ice season).

3. Ability to provide references from similar jobs completed.

4. End costs for completed job.

11. Time:

1. Time is of the essence and the project must be completed as soon as possible.

2. The deadline to complete the proposed work is August 12, 2016.

3. Indicate estimated start and completion dates on “Form of Tender and Agreement” page 2 -

Schedule of Contract Prices. Completion date must be before deadline.

4. Contractor's estimated time for start and completion of work will be taken into consideration

when evaluating the Tenders.

SEALED TENDERS, addressed - Tender Contract - RFT- MSC - 2016-01, will be received by the Township

of North Glengarry, until 12:00 p.m. local time on: Thursday, April 28, 2016 For the following work;

Supply and install a Shell and Tube Chiller located at the Maxville Sports Complex, Maxville, Ontario.

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INSTRUCTIONS TO BIDDERS

1. Tender Submission Requirements

i. Tender submissions shall be addressed to;

Terry Gilmer, Director of Recreation Township of North Glengarry 90 Main Street South Alexandria, Ontario K0C 1A0

ii. Tenders shall be submitted along with a certified cheque, bond, or letter of credit payable to

the Township of North Glengarry for 10% of the bid price. These funds will be retained by the Township until an agreement is executed.

2. Evaluation Criteria

Tender submissions will be evaluated based on cost, upon satisfactory reference verification.

3. Health and Safety

i. If our inspectors observe possible infractions, they will undertake to notify the Bidder of his responsibilities for the infractions so noted, keep records of them, and if corrective actions are not immediately taken, notify the Ministry of Labour. In situations where the Bidder has made no effort to rectify an unsafe situation, as identified by municipal staff, the Corporation has instructed its staff to order the Bidder to immediately cease work until such time as the unsafe situation has been rectified. The Bidder acknowledges that non adherence to the OHSA and lack of a policy may disqualify the Tender.

ii. As a further measure of the Corporation’s commitment to safety, if our inspectors observe

possible infractions, they will notify the Bidder of his responsibilities for the infractions so noted, keep records of them and if corrective actions are not immediately taken, the Corporation has instructed its staff to order the Bidder to immediately cease work until such time as the unsafe situation has been rectified. Accordingly, financial loss or damages of any kind whatsoever to the Contractor or sub-contractors, shall be the sole responsibility of the Contractor. By the Bidder submitting this Tender, it is expressly agreed that the Corporation shall not be held liable for any such loss or damage as a result of the Corporation ordering a work on the project to halt.

iii. The Corporation is firmly committed to corporate health and safety. The Bidder shall have

corporate health and safety policies and procedures as required in the OHSA and Regulations for Construction Projects, R.S.O. 1980, as amended, and shall produce same to the Corporation, upon request.

iv. The Contractor shall:

Ensure that all work be undertaken in strict accordance with all current editions of all health and safety legislated requirements including, but not limited to:

• the OHSA and regulations;

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• the Environmental Protection Act; • the Transportation of Dangerous Goods Act; • all applicable acts, regulations, codes, standards et cetera, both general and specific to any given project.

4. Right to Accept or Reject Tenders

The Corporation reserves the right to reject any or all Tenders if the Corporation’s funding is insufficient, or becomes unavailable, for any reason. If the Bidder has abandoned, defaulted, or caused the cancellation of any contract within the last two years with the municipality, the Tender may be rejected. If the Bidder is currently involved in litigation with the Corporation for any reason, the Tender may be rejected.

5. Insurance The Bidder shall procure and maintain Liability and shall file with the Corporation, together with the Agreement executed by him; the required information on Insurance Bureau of Canada Form IBC 2100 dated 03-2005, or such substantially similar form as may be acceptable to the Corporation, in its sole discretion. The Liability Insurance shall:

a) have a limit of liability of not less than Two Million Dollars ($2,000,000) inclusive for any occurrence;

b) Commercial General Liability Insurance covering all operations and liability assumed under the Contract with the Corporation. The Commercial General Liability Insurance

Policy shall be written on an occurrence form and include:

Premises and Operations Products and Completed Operations Blanket Contractual Broad Form Property Damage Contingent Employer's Liability Cross Liability Severability of Interests Owners and Contractors Protective Personal Injury Employer's Liability Employees as additional insured’s Non-owned Automobile including OEF #96

c) Include insurance against liability for bodily injury and property damage caused by vehicles owned by the Contractor and used in conjunction with the work either within or outside the contract limits, and shall have a limit of liability of not less than $2,000,000 inclusive for any one occurrence;

d) Be endorsed to include the Corporation as additional insured.

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6. Workplace Safety & Insurance Board

Certificates of good standing from the Workplace Safety and Insurance Board will be required at the time of signing the agreement.

7. Execute Agreement

The party to whom the Contract is awarded shall execute the Agreement and furnish a surety in the amount of $10 000 one of the following forms: Guarantee Bond, or Certified Cheque or Letter of Credit, within ten (10) days, not including Sunday or standard municipally adopted legal holidays, from the date of mailing of the notice from the Corporation to the Bidder according to the address given by him, that the Contract is ready for signature. This surety shall be drawn on upon unsatisfactory performance, failure to pay subcontractors and otherwise act as a penalty the poor performance of labour, products, materials etc. This shall be the sole discretion of the Township to decide whether to draw on these funds.

8. Warranty Period The Contractor shall at a minimum of 12 months from the satisfactory completion of the works, guarantee and warrantee the products, materials and workmanship related to the project. This warrantee shall extend to all subcontractors and works related. In special circumstances, the Township may agree to extend the warrantee period with the contractor where an aspect of any portion of the project’s quality may come in to question.

9. Final Release Prior to the final release of holdback by the Corporation, the contractor shall execute a Contractor’s Final Release Form and return it to the Director of Recreation.

10. Omissions, Discrepancies and Interpretations

Should a Bidder find omissions from or discrepancies in any of the Tender documents or should he be in doubt as to the meaning of any part of such documents, he should notify the Director of Recreation, preferably in writing and not later than eight days before the closing date for Tenders. If the Director of Recreation considers that a correction, explanation or interpretation is necessary or desirable, there will be an addendum issued to all who have directly acquired this Contract. Furthermore, any errors or omissions noticed by the Township will be corrected by the issuance of an addendum. No oral explanation or interpretation shall modify any of the requirements or provisions of this Contract.

11. Discretion

The Corporation may, in its sole discretion, reject or retain for its consideration Tenders which are non-conforming because they do not contain the content or form required by the Information to Bidders or for failure to comply with the process for submission set out in this Information to Bidders.

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12. Ability and Experience of Bidder

It is not the purpose of the Corporation to award this Contract to any Bidder who does not furnish satisfactory evidence that he has ability and experience in this class of work and that he has sufficient capital and plant to enable him to prosecute and complete the work successfully and to complete it in the time stated in the Contract.

13. Sub-Contractors The Bidder shall submit a signed list of Sub-Contractors on the form provided and undertakes not to utilize any sub-contractor not on the approved list, without the prior written consent of the Contract Administrator.

14. Bidders to Investigate

Bidders must satisfy themselves by personal examination of the location of the proposed work and by such other means as they may prefer, as to the actual conditions and requirements of the work. Bidders are not to claim, at any time after submission of their Tender, that there was any misunderstanding with respect to the conditions imposed by this Contract.

15. Withdrawal of Tenders

A Bidder who has already submitted a tender may submit a further tender at any time up to the Official closing date. The last tender received shall supersede and invalidate all tenders previously submitted by that Bidder for this Contract. A Bidder may withdraw his Tender anytime up to the official closing time by submitting a letter bearing his signature and seal, as in his Tender, to the Director of Recreation who will mark thereon, the time and date of receipt of the letter.

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CONTRACT DOCUMENTS FOR CONTRACT NO. RFT- MSC - 2016-01

Chiller Replacement FORM OF TENDER

COMPANY NAME: ADDRESS: PHONE NUMBER: EMAIL: HEREINAFTER CALLED "The Bidder".

1. THIS Tender is made by the Bidder without any connection, knowledge, comparison of figures or arrangement with any other persons making a tender for the same work, and is in all respects fair and without collusion or fraud.

2. THE Bidder has carefully examined the site of the proposed works, the Plans, Drawings, Profiles, Form of Tender, Specifications, General Conditions, Agreement and Bond inclusive relating to the said Contract, and the Bidder hereby accepts the same as forming part and parcel of the said Contract.

3. THE Bidder hereby offers to enter into a Contract, being the Contract hereinbefore referred to, to supply all that is set out or called for in the Tender, on the terms and conditions and under the provisions set out or called for in the Tender, including in every case, freight, duty exchange, all applicable taxes, royalty, and all other charges the Total Contract Price hereunder stated namely the sum of:

Dollars $_____________________________________________________________excluding HST

(Canadian Funds) H.S.T. Amount (included in the above total): $___________________________________________

(Canadian Funds)

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4. And the Bidder also agrees that;

(a) where the extension of items are incorrectly shown in the schedule of items, the unit price

herein quoted will govern. (b) if this Tender is accepted, the Bidder will execute whatever additional or extra work may be

required at the unit price shown herein, in strict conformity in all respects with the requirements of this Contract, the Specifications, General Conditions, Special Provisions and Form of Agreement relating to the said agreement hereto annexed.

(c) deductions from the said Contract, if any, shall be made at the unit prices shown herein and/or in strict conformity in all respects with the requirements of this Tender, the specifications, General Conditions, Special Provisions and Form of Agreement hereto annexed.

(d) this Tender is to continue open to the earliest of sixty days (60) from the closing date or acceptance, and then shall be irrevocable until the formal agreement is executed by the successful Bidder for the said work and the bond hereinafter mentioned is executed by the approved surety, and that the Corporation may at any time, without notice, accept this Tender whether any other Tender has previously been accepted or not.

(e) the awarding of the Contract by the Corporation shall constitute and be an acceptance of this Tender without communication with, or any notice thereof, the Bidder.

(f) if this Tender is accepted, as aforesaid the Bidder will forthwith furnish an approved surety for the proper fulfilment of the Contract as required under the terms of Section 7 of the tender documents and will execute an agreement and bond, in duplicate, in form satisfactory to the said Corporation within three days after being notified so to do by, or by anyone on behalf of the said Corporation.

(g) should the Bidder for any reason default or fail in any manner or thing hereinbefore contained, the said Corporation shall be at liberty to retain the money deposited by the Bidder to the use of the said Corporation as liquidated damages, and to accept any other way as the Corporation may in its sole discretion deem best, and also agrees to pay to the said Corporation the difference between the price and prices set out in this Tender and any greater sum or sums which the said Corporation may expend or for which it might become liable by reason of such default or failure including the cost of any advertisement for new tenders, and fully to indemnify and save harmless the said Corporation and/or its officers, agents or servants from all loss damage, liability, cost charges or expense whatever with it, they or any of them may suffer, incur or be put to by reason of any such default or failure.

(h) this Contract shall be complete in every respect by August 12, 2016.

5. The Bidder, by his signature evidenced below, certifies, covenants and solemnly swears that all information contained in the Tender document are true, accurate and correct.

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Company and/or Corporate Name (Bidder) ______________________________________ Please Print Authorized Officers Name:________________________________ Title: ________________________________ I have the authority to bind the corporation H.S.T Registration Number_________________

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Subcontractors: The bidder shall complete the following list to identify proposed subcontractors. The Township reserves the right to refuse a subcontractor and to investigate each individual subcontractor and their ability to perform the works.

Contractor Address Trade

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AGREEMENT FOR

Chiller Replacement

RFT- MSC - 2016-01

THIS AGREEMENT made the _____ day of____________________________ 2016 BY AND BETWEEN THE CORPORATION OF THE TOWNSHIP OF NORTH GLENGARRY hereinafter called the "CORPORATION" of the First Part, and ______________________________________________________________________ a Company duly incorporated under the laws of the Province of Ontario and having its Head Office at ______________________________________________________________________ in the Municipality of ______________________________________________________________________ hereinafter called the "CONTRACTOR" of the Second Part, WITNESSETH that the Corporation and Contractor undertake and agree as follows: The Contractor shall:

1. Execute and perform the whole of the work herein mentioned with due expedition and in a thoroughly workmanlike manner, in strict accordance with the provisions of this Contract and the said Specifications and General Conditions and the plans therein referred to, and are made part of this Contract as if embodied therein, and that in the execution and performance of the said work, the said Contractor carry out, perform, observe, fulfil and abide by all the covenants, agreements, stipulations, provisos, and conditions mentioned and contained in the said specifications and fulfilled by the said Contractor to the same extent and as fully as if each of them was set out and specifically repeated herein.

2. Indemnify and keep indemnified and save harmless the said Corporation and each of its

officers, servants, and agents from and against all actions, suits, claim executions and demands which may be brought against or made upon the said Corporation, its officers, servants and agents, and from all loss, costs, charges, liens, damages and expenses which may be paid, sustained or incurred by the said Corporation, its officers, servants and agents by reason of or on account of a consequence of the execution and performance of the said work or the non-execution or imperfect execution thereof or of the supply or non-supply of plan or material thereof.

3. Complete, as certified by the Contract Administrator, all work on or before August 12, 2016.

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4. The said Corporation covenants with the said Contractor that if the said work, including all extras in connection there-with shall be duly and properly executed as aforesaid, and if the said Contractor shall carry out, perform, observe, fulfill, keep and abide by all the covenants, agreements, stipulation provisions, terms and conditions of this Contract, the said Corporation will pay the said Contractor therefore the contract price mentioned in said Tender (which is to apply to all extras of the character specified in the schedule of rates forming part of the said Tender), such payment to be made in the manner and subject to the drawbacks, and liquidated damages mentioned in the said Special General Conditions upon estimates or certificates signed by the Engineer issued in accordance with Section GC8.02 of the General Conditions incorporated with and made part of this Contract, PROVIDED, that no money shall become due or be payable under this Contract unless and until an estimate or certificate therefore shall have been signed by the said Engineer as herein proved, the possession of which is hereby made a condition precedent to the right of the Contractor to be paid or to maintain any action for such money or for any part thereof, PROVIDED that the said Corporation shall not be liable or compelled to pay for any extras or additional work not included in this Contract, except only in the manner and as provided for herein, PROVIDED ALSO, that the said Corporation shall not be liable or compelled to grant or issue any estimate or certificate for work rejected or condemned by the said Engineer or to pay any money therefore until the work so rejected or condemned has been replaced by new material and workmanship, to the written satisfaction of the said Engineer and it is hereby expressly provided that the granting of any estimate or certificate, or the payment of any monies thereunder, shall not be construed as an acceptance of any bad or defective work or material, to which the same relates, or as an admission of liability to pay any monies in respect thereof, and shall not in any manner lessen the liability of the Contractor to replace such work or material although the condition of the same may not have been known to, or discovered by the said Engineer at the time such estimate or certificate was granted or monies paid thereon.

5. It is understood and agreed between the parties hereto as follows: That this agreement and the covenants and conditions herein, and in the said General Conditions contained shall extend to and be binding upon the heirs, executors, administrators, successors, and assigns, of the said Contractor and the said Corporation respectively.

6. And it is further understood and agreed between parties that the Contract Administrator has the authority granted by Council to fully administer all aspects of this Contract, up to and including termination, in accordance with the contract provisions.

IN WITNESS WHEREOF the Contractor and the Corporation have hereto affixed their corporate seals duly attested by the hands of their proper signing officers in that behalf on the day first above written. SIGNED, SEALED AND DELIVERED ) :_________________________________ ) Contractor (Company/Firm) in the presence of ) ) ) __________________________________ ______________________________ ) Signing Officer for Contractor

Witness ) ) Name:_____________________________

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(required if not a registered Ontario corporate company) ) ) Title:_____________________________ ) I have authority to bind the corporation ) )

) The Corporation of the Township of ) North Glengarry

) ) ) _______________________________ ) Mayor – Chris McDonell ) ) ) ) ________________________________ ) CAO/Clerk – Daniel Gagnon ) ) we have authority to bind the corporation Quantities and shall be compensation in full for all labour, equipment and materials required to complete the work in every respect.

GENERAL CONDITIONS