Request for Proposal No. 1477 To Provide Courier Services · RFP 1477 To Provide Courier Services...

RFP 1477 To Provide Courier Services

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Request for Proposal No. 1477

To Provide Courier Services

Issue Date: November 21, 2013

Closing Location (Courier/By Hand) Purchasing Department

2020 Labieux Road Nanaimo, BC V9T 6J9

Closing Date and Time Proposals must be received at the Purchasing Department prior to:

3:00 p.m. (15:00 hrs) Pacific Time, Tuesday, December 10, 2013

Inquiries All inquiries and communications relative to this RFP should be directed, in writing, at least five (5) business days prior to the “closing date”, referencing the RFP title and number in the heading, and faxed or e-mailed to:

Silvia Reid, SCMP, Buyer

Phone: 250.756.5318 Fax: 250.756.5327 Email: [email protected]

Receipt Confirmation Form Proponents should complete and return the Receipt Confirmation Form (Appendix ‘A’) if they are planning on submitting a Proposal to this RFP. All registered Proponents will receive a courtesy e-mail notification when an Addendum has been issued.

RFP No. 1477 To Provide Courier Services

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Table of Contents 1.0 Introduction ......................................................................................................... 3 2.0 Current State Overview and Background ........................................................ 3 - 5 3.0 Instructions to Proponents ............................................................................ 5 - 10 4.0 General Terms and Conditions ................................................................... 10 - 14 5.0 Evaluation and Selection ............................................................................ 14 - 16 6.0 Proposal Submission Format and Content ................................................. 16 - 17 Schedule ‘A’ Scope of Work and Deliverables ........................................................... 1 - 3 Appendix ‘A’ Receipt Confirmation Form ......................................................................... 1 Appendix ‘B’ Sample Cover Letter................................................................................... 1 Appendix ‘C’ Areas of Expertise ...................................................................................... 1 Appendix ‘D’ Proponent Response for Evaluation Appendix ‘E’ Costs for Evaluation


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SECTION 1.0 INTRODUCTION 1.0 Purpose 1.1 The purpose of this Request for Proposal (RFP) is to select one (1) or more preferred

Proponent(s) to enter into the Agreement for the provision of Courier Services to the City’s Central Stores and Fleet Department on an as, if, and when requested basis. Additional departments may be added at the discretion of each department during the Contract term.

1.2 The City may award this Agreement in whole or in part to one (1) or more Service

Providers(s). 1.3 The City is interested in receiving information from qualified Proponents with relevant

experience and expertise in providing Courier Services which includes the delivery of documents, packages, materials, parts and/or equipment in any and/or all of the following geographical zones: a) Local – Nanaimo; b) Vancouver Island (Central, North, South); c) Vancouver and Lower Mainland; d) In-Province (British Columbia); and e) Domestic (Canada).

1.4 The Service Provider(s) will be responsible for providing pick-up and delivery of documents, packages, materials, parts, and/or equipment, on an as, if, and when requested basis by the departments (the “Service Location”) or the department authorized suppliers acting on behalf of City department.

1.5 The initial Agreement term shall be for three (3) years. The City reserves the right, at its

sole discretion, to extend this Agreement for two (2) one (1) additional one-year terms. The City shall not incur any liability should it choose not to exercise its exclusive option to renew the Agreement.

1.6 Customs Brokerage is not part of the scope of this RFP. When and if required the

preferred Proponent will only use the services of Customs Broker assigned by City. 1.7 As a result of this RFP, the City expects to:

Optimize logistic costs and gain efficiencies by utilizing up to date technology. Provide the best value and ensure a consistently high level of Courier Services to

Central Stores and Fleet Department. Build strong relationships with Service Providers.

SECTION 2.0 CURRENT STATE OVERVIEW AND BACKGROUND 2.1 Service Frequency & Shipment Volumes: Shipments are processed as needed;

therefore frequency and volumes are not predictable.


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2.2 Central Stores Department Location: Public Works Yard 2020 Labieux Road, Nanaimo, BC V9T 6J9

Ships an average of (1) package per day. The packages range in size and composition but most shipments weigh less than 10

lbs, approximately 80% are under 8 lbs and approximately 20% over 10 lbs. Central Stores provides all boxes and packaging for the goods. Goods are always

packaged and ready for shipment by the Central Stores Department. Examples of shipping destinations:

Example of Destinations Comments Maxxam Analytics (Water Samples) Approximately (70) shipments per year to

Victoria, British Columbia Hyperion Research (Water Samples) Approximately (30) shipments to the

Greater Vancouver Area, British Columbia Accepts deliveries Monday to Friday between 07:00 -16:00 hours. Prefers that a pick-up occurs Monday to Friday between 13:00 – 14:00. Specific Department Delivery Requirements

o Delivery and pick up location – Stores Department Lobby o All items delivered must be signed for by a Stores Department

Representative and time-logged. o Majority of shipments are small packets o At this time do not require same day delivery.

2.3 Fleet Department Location: Public Works Yard 2020 Labieux Road, Nanaimo, BC

V9T 6J9

Majority of suppliers delivered to are on Vancouver Island, Lower Mainland and throughout Western Canada.

The Fleet Department ships an average of (1) package per week. Receives average of (5) packages per week from Suppliers. The packages range in size and composition but most shipments weight less than 50

lbs, approximately 90% are under 10 lbs and approximately 10% over 10 lbs. Fleet Department provides all boxes and packing for the goods. Goods are always

packaged and ready for shipment by the Fleet Department.

Example of Outgoing Destinations Comments PSI Fluid Power (Hydraulic Equipment) Approximately (20) shipments per year to

Vancouver, British Columbia Island Tractor (Parts) Approximately (10) shipments per year to

Duncan, British Columbia Whelen Approximately (5) shipments per year to

Nova Scotia


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Example of Incoming Shipments from Suppliers

Comments

Hub Fire Engines (Parts) Approximately (50) shipments per year from Abbotsford, British Columbia

Vimar EQ (Parts) Approximately (30) shipments per year from Vancouver, British Columbia

Westerra (Parts) Approximately (20) shipments per year from Nanaimo, British Columbia

Island Freightliner (Parts) Approximately (20) shipments per year from Lantzville, British Columbia

Shearforce EQ (Parts) Approximately (10) shipments per year from Vancouver, British Columbia

Hi Lite (Parts) Approximately (10) shipments per year from Surrey, British Columbia

BC Bearing (Parts) Approximately (10) shipments per year from Nanaimo, British Columbia

Rocky Mountain Phoenix (Parts)

Approximately (10) shipments per year from Red Deer, Alberta or Abbotsford, BC

Accepts deliveries Monday to Friday between 06:00 -16:30 hours. Prefers that a pick-up occurs Monday to Friday between 08:30 – 16:30. Specific Department Delivery Requirements

o Delivery and pick up location – Fleet Parts Counter o All items delivered must be signed for by a Fleet Department Representative

and time-logged. o Majority of shipments are parts received in small packets/ packages. o May require bulky items to be placed in a different location. o May require same day delivery from a supplier within Nanaimo, BC to the

Fleet Department within one (1) hour of notification. o Steel toed safety shoes are required for deliveries to the Fleet Department.

2.4 Yearly Estimates for Information Purposes Only The yearly estimated spend for the Central Stores and Fleet Department is approximately $30,000. This is an estimate only and not guaranteed.

SECTION 3.0 INSTRUCTIONS TO PROPONENTS 3.1 Mandatory Requirements

Proposals received by the “closing time” of this RFP are screened for compliance with the Mandatory Requirements as stated below. Non-compliant Proposals will be rejected. Item # Mandatory Requirement 1. Receipt of Proposal at the closing location prior to the closing date and time. 2. Proposal must not be submitted by facsimile. 3. Proposal must be submitted in English. 4. Proposals that do not contain a Proposal Cover Letter with an authorized

signature will be rejected. 5. Proposals must include a copy of their published rates. The discount rate

submitted on Appendix ‘E’ will apply to all published rates submitted.


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3.2 Interpretations and Definitions The following interpretations apply throughout this RFP No. 1477:

“Agreement” means the written Agreement (Contract) resulting from this RFP executed by the City and the Proponent(s) selected for an award of Contract.

“City Representative” or plural thereof means a City Service Location contact person who is requesting the Courier Services.

“City” means the City of Nanaimo. “Contract” means the written Agreement resulting from a City RFP executed by the

City and the selected Proponent(s). “Courier Services” “Services” means Courier Services as more particularly

identified in Section 2.0 and Schedule ‘A’ in accordance with the terms and conditions of this RFP and any incidental duties and requirements reasonably inferred from those Services.

“must” “mandatory” “shall” means a requirement that must be met in order for a Proposal to receive consideration.

“Proposal” or plural thereof means the Proposal submission, including any attachments, addendums submitted by a Proponent in response to this RFP.

“Request for Proposal” “RFP” means this document and all of its contents, attachments and addendum thereto as issued by the City.

“Service Location” or plural thereof means is the department where goods or materials are being picked up or delivered to.

“Service Provider” or plural thereof means an individual, firm or group that is awarded an Agreement under this RFP.

3.3 Closing Date / Time and Delivery Location

Proposals must be received by the Purchasing Department prior to 3:00 p.m. (15:00 hrs), Pacific Time, Tuesday, December 10, 2013 (the “closing date & time) by one (1) of the following two (2) methods:

i. By hand/courier delivery to the only acceptable address and department: Purchasing Department, 2020 Labieux Road, Nanaimo, BC V9T 6J9. The Proposal should be enclosed in a sealed envelope, clearly marked “RFP 1477 To Provide Courier Services, attention Silvia Reid, Buyer” and should include one (1) hard copy of the Proposal and one (1) electronic copy on CD/DVD or USB flash drive. It is the Proponent’s sole responsibility to ensure the hard copy, CD/DVD; USB flash drive submission contains the same information. The City of Nanaimo will not be liable for any discrepancy between the hard copy submission and the electronic copy; OR

ii. Electronically submitted at the only acceptable email address: [email protected] Please note: Maximum email file size limit is 8MB, or less.

Proposals received by facsimile or after the “closing date & time” will not be considered.

It is the Proponent’s sole responsibility to ensure their Proposal is received when, where and how it is specified in this RFP document. The City is not responsible for lost, misplaced or incorrectly delivered Proposals.

The wall clock in the Purchasing Department Office is the official time piece for the receipt of all Proposals delivered by hand/courier. Electronically submitted Proposals shall be deemed to be successfully received when displayed as new email has been

mailto:[email protected]


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received by the Purchasing Department at the City of Nanaimo. The City of Nanaimo will not be liable for any delay for any reason including technological delays, spam filters, firewalls, job queue, file size limitations, etc.

3.4 Sample Covering Letter – Appendix ‘B’

Proponents should ensure their Proposal includes a cover letter substantially similar in content to the sample covering letter provided in (Appendix ‘B’). The covering letter must be signed by an authorized person in a position to legally bind the Service Provider and the Proponent to statements made in response to this Request for Proposal.

Proposals that do not contain a cover letter with an authorized signature will be rejected.

3.5 Joint Submission

In the case of joint submissions, one party must assume overall responsibility, for communications within the RFP process and be identified accordingly in the proposal, but all parties must be jointly and severally responsible for completion of any resulting Contract.

3.6 Inquiries

All inquiries and communications relative to this RFP should be submitted in writing, at least five (5) working days prior to the “closing date”, referencing the RFP title and number, and faxed or e-mailed to:

Silvia Reid, Buyer Phone: 250.756.5318 Fax: 250.756.5327 Email: [email protected]

The City will, if it deems necessary, issue an addendum identifying any changes to the RFP arising from inquiries received. It is the sole responsibility of Proponents to check the BC Bid website at www.bcbid.gov.bc.ca and the City of Nanaimo website at www.nanaimo.ca regularly for amendments, addenda, schedules, appendices, and questions and answers in relation to this RFP, up to the “closing date”.

3.7 Addenda

Each addendum will be incorporated into and become part of the RFP document. No amendment of any kind to the RFP is effective unless it is contained in a written addendum issued by the City’s Purchasing Department.

Upon submitting a Proposal, a Proponent will be deemed to have received notice of all Addenda that have been issued by the City’s Purchasing Department.

3.8 Examination of Documents

By submitting a Proposal, the Proponent will be held to have personally examined the documents, carefully read specifications, and have satisfied themselves as to their ability to meet all the requirements in the execution of the proposed Agreement and the Proponent acknowledges that it has read the RFP, understands it, and agrees that any Contract resulting from the RFP will bind them to the requirements specified, terms and conditions of this RFP.

http://www.bcbid.gov.bc.ca/

http://www.nanaimo.ca/


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Proponents will not be given payments or consideration for conditions that should have been determined by/during the above inspection.

3.9 Not a Tender Call This RFP is not a tender call, and the submission of any response to this RFP does not create a tender process. This RFP is not an invitation for an offer to contract, and it is not an offer to contract made by the City.

3.10 No Obligation to Proceed

Though the City fully intends at this time to proceed through the RFP process in order to select the Services, the City is under no obligation to proceed to purchase, or any other stage. The receipt by the City of any information shall not impose any obligations on the City. There is no guarantee by the City, its officers, employees or agents, that the process initiated by the issuance of this RFP will continue, or that this RFP process or any RFP process will result in a Contract with the City for the purchase of the Services.

3.11 Changes to the RFP Document

Proponent(s) must not alter any wording in Appendix ‘C’, Appendix ‘D’ and Appendix ‘E’, with the exception of adding the information requested by the City. To do so will invalidate the submission of its Proposal.

3.12 Changes to the Proposal Wording and Content

The Proponent will not be allowed the opportunity to change the wording or content of its Proposal after closing and no words will be added to the Proposal, including changing the intent or content of the presentation of the Proposal, unless requested by the City.

3.13 Liability for Errors The Proponent acknowledges it is submitting its Proposal at its own risk and the

Proponent is required to exercise due diligence and undertake whatever investigations and analysis it deems necessary before submitting its Proposal. While the City has made efforts to ensure the accuracy of information in this RFP, the Proponent agrees the City shall not be held liable or accountable for any error or omission in any part of this RFP, including but not limited to any reference documents.

3.14 Proponents Costs for Proposal

All costs associated with the preparation and submission of the Proposal, including any costs incurred by the Proponent after the “closing time”, will be borne solely by the Proponent.

3.15 Limitation of Damages

Further to the preceding paragraph, the Proponent, by submitting a Proposal, agrees that it will not claim for damages, for whatever reason, relating to the Contract or in respect of the competitive process, in excess of any amount equivalent to the reasonable costs incurred by the Proponent in preparing its Proposal and the Proponent, by submitting a Proposal, waives any claim for loss of profits if no Contract is made with the Proponent.

3.16 Currency All monetary amounts and discounts are in Canadian currency.


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3.17 Error in Pricing Where applicable, in the event of a discrepancy in a Proposal between the individual prices and the total amount, the individual prices will govern.

3.18 Firm Pricing Prices and discounts will be firm for the entire Contract term.

3.19 Amendment of Proposal

The Proponent may amend their Proposal at any time prior to the RFP “closing date” by submitting a written amendment letter. Submit the letter to the Buyer, Purchasing Department by E-Mail to [email protected] and the Proposal will be included with the original Proposal submission for acceptance if responsive and compliant.

3.20 Withdrawal of Proposals Proponents may withdraw their Proposal at any time prior to the RFP “closing date” by submitting a written withdrawal letter to the Purchasing Department via email: [email protected], attention: Silvia Reid, Buyer.

3.21 Litigation Clause

The City may, in its absolute discretion, reject a Proposal submitted by Proponents if the Proponent, or any officer or director of the Proponent is or has been engaged either directly or indirectly through another corporation in a legal action against the City, its elected or appointed officers and employees in relation to:

a) Any other Contract for works or Services; or b) Any matter arising from the City’s exercise of its powers, duties or functions

under the Local Government Act for another enactment

within five years of the date of this Request for Proposal. In determining whether to reject a Proposal under this clause, the City will consider whether the litigation is likely to affect the Proponent’s ability to work with the City, its consultants and representatives and whether the City’s experience with the Proponent indicates that the City is likely to incur increased employees and legal costs in the administration of this Contract if it is awarded to the Proponent.

3.22 Acceptance or Rejection of Proposals The City reserves the right, in its discretion, to:

a) Accept or reject any or all Proposals; b) Accept or reject any part of any Proposal; c) Accept a Proposal which is not the lowest cost Proposal; d) Accept a Proposal that deviates from the requirements, scope/specifications or

conditions specified in this RFP; e) Reject a Proposal even if it is the only Proposal received in response to this RFP; or f) Split the scope/specifications/Contract between one or more Proponents.

The City further reserves the right, in its discretion, to reject all or part of any Proposal which: a) Is incomplete, obscure, irregular or unrealistic; b) Contains unauthorized erasures or corrections; c) Contains terms, conditions or provisions unacceptable to the City or its subsidiaries;




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d) Fails to comply with, or omits, any required or mandatory information; or e) Is materially non-compliant with the requirements of this RFP.

The City reserves the discretion to accept the Proposal, or negotiate with one or more Proponents, with respect to the Proposal the City deems, in its discretion, to be most advantageous.

3.23 Cancellation and Other Rights The City reserves the right to, and may, in its discretion:

a) Issue addenda up to the “closing date”; b) Cancel this RFP at any time, before or after the “closing date”; or c) Re-advertise for Proposals.

The City, may, in their discretion, elicit offers from other parties (whether or not such parties have responded to this RFP) or engage in another procurement process, including re-issuing a substantially similar RFP or negotiating with any party if: a) Only one Proposal is received; b) A suitable Proponent has not been selected; or c) The City reserves the right not to accept any Proposal, should all Proposals exceed

the City’s budget or not receive approval.

The City reserves the right at any time to enter into Contract(s) for the Courier Services with Service Providers who have not responded to this RFP.

3.24 Acceptance Period From the “closing date” (90) days. 3.25 Governing Law This RFP will be governed by and construed in accordance with the laws of the Province

of British Columbia and within the jurisdiction of the courts of the Province of British Columbia.

3.26 Working Language of the City

The working language of the City is English and all responses to this Request for Proposal must be in English.

3.27 Debriefing

At the conclusion of the Request for Proposal process, all Proponents will be notified. Unsuccessful Proponents may request a debriefing meeting with the City within (30) days following award.

3.28 Opening of Proposals Proposals will not be opened in Public. SECTION 4.0 GENERAL TERMS AND CONDITIONS 4.1 Definition of Contract(s)

Notice in writing to a Proponent that it has been identified as the successful Proponent and the subsequent full execution of a written Agreement will constitute a Contract to provide Courier Services between the Service Provider and the City. No Proponent will


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acquire any legal or equitable rights or privileges until the occurrence of both such events.

4.2 Contract(s)

a) By submitting a Proposal, the Proponent agrees that, should its Proposal be successful, in whole or in part, the Proponent will enter into a written Agreement with the City in accordance with the terms and conditions of this RFP document at the rates submitted.

b) Within fourteen (14) days of receipt of the Agreement(s) for execution and prior to the Agreement(s) coming into force, the successful Proponent shall deliver to the City’s Purchasing Department: All copies of the Agreements(s) fully executed by the successful Proponent(s); Any insurance required; City of Nanaimo Business License; and A valid and current WorkSafe BC registration number and clearance letter, if

required; c) The Agreement will include the RFP document, the terms and conditions of the RFP,

the successful Proponents Proposal submission, all attachments and amendments and any negotiated terms. The City will not be incorporating any unknown or hidden terms or conditions in an Agreement.

d) The City reserves the right to add, delete Service Locations or change service requirements and to renegotiate fees if there are significant changes to the original scope of services.

e) Any changes to the Agreement after it is issued will be by way of a modification and will only be legally binding upon prior mutual agreement in writing by the parties to the Agreement.

4.3 Conduct of the Contract

The City’s Buyer shall have the conduct of the Contract. 4.4 Exclusivity

The resulting Agreement is not an exclusive Agreement to provide Courier Services, to the City.

4.5 Compliance

The successful Proponent, including subcontractors covenants, as a material provision of the Contract, it will comply, at its own expense, with all applicable laws, codes, licenses, statutes, by-laws, regulations or other laws in force in Canada and the Province of British Columbia. The successful Proponent will obtain, as required any permits, licenses, or other authorizations necessary for or related to the Services.

4.6 Business License The successful Proponent is required to have a valid City of Nanaimo Business License prior to the execution of the Agreement, and for the duration of the Agreement term.

4.7 Nature of Relationship The successful Proponent will be an independent Service Provider, not a worker,

employee, partner or agent of the City. No such relationship or joint venture will be created upon execution of any Contract(s) with the successful Proponent or by virtue of any portion of the Contract(s) having been performed by the successful Proponent.


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4.8 Assignment The successful Proponent shall not assign, subcontract or transfer this contract in whole or in part without the written consent of the City’s Purchasing Department.

4.9 Conflict of Interest

By submitting a Proposal, the Proponent warrants that neither it nor any of its officers or directors, or any employee with authority to bind the Proponent, has any financial or personal relationship or affiliation with any elected official or employee of the City or their immediate families which might in any way be seen by the City to create a conflict.

4.10 Indemnification

The Service Provider shall indemnify and save harmless the City of Nanaimo including without limitation, the City of Nanaimo Mayor, its Council Members, agents, servants and employees from and against all claims, demands, losses, damages, costs and expenses made against or incurred, suffered or sustained by the City at any time where the same are based upon or arise out of anything tortuously done or omitted to be done by the Service Provider or the designated employees.

4.11 Insurance Requirements

a) All insurance should be with insurers licensed in the Province of British Columbia and in forms and amounts acceptable to the City.

b) All insurance shall be at the Service Provider’s own expense and maintained throughout the Contract term.

c) Be endorsed to provide the City of Nanaimo with thirty (30) days advance written notice of cancellation or material change.

d) Comprehensive or Commercial General Liability Insurance, including, without limitation, contractual liability insurance and non-owned automobile insurance, against claims for person injury, death or property damage or loss howsoever arising out of the operations of the Service Provider to be combined limit as may be reasonably required by the City from time to time but, in any case, not less than $2,000,000 with respect to injury or death to a single person or in respect of any one occurrence concerning property. The City of Nanaimo shall be added to this insurance policy as an Additional Insured;

e) Automobile Liability Insurance on all vehicles owned, operated or licensed in the name of the Service Provider is required to be in an amount of not less than $2,000,000. The insurance policy must be with the Insurance Corporation of British Columbia (I.C.B.C.) or another insurer if pre-approved by the City prior to the award of a Contract.

All insurance must be primary; and not require the sharing of any loss by an insurer of the City. The Service Provider shall be solely responsible for determining the appropriate type and amount of insurance that the Service Provider should have in place from time to time, but shall maintain during the term of the contract at least the amount and type of insurance it is required to maintain under this Clause. The Service Provider shall place and maintain, or cause any of its subcontractors to place and maintain, such other insurance or amendments to the foregoing policies as the City may reasonably direct.


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The Service Provider hereby waives all rights of recourse against the City for loss or damage to the Service Provider's equipment or vehicles.

4.12 Registration with WorkSafe BC

The Service Provider must be registered in good standing with WorkSafe BC, in which case WorkSafe BC coverage must be maintained for the duration of the Contract.

4.13 Minimum Rate of Pay

Collective Agreement Between the City of Nanaimo and Canadian Union of Public Employees, Local 401 - Article 31 – Contract or Sub-Contracts Every contract made by the Employer for construction, remodeling, repair or demolition of any municipal works or for providing any municipal service or function shall be subject to the following condition: “Minimum rate of pay for work performed under this Contract or under sub-contract shall be as classified in the current Agreement between the City of Nanaimo and the Canadian Union of Public Employees, Local No. 401”.

4.14 Early Termination

Prior to completion of the Services, the City may terminate the Contract in whole or in part: a) Unsatisfactory service performance; or b) Upon 30 days’ written notice to the Service Provider by the City; or c) By written notice to take effect immediately upon receipt of such notice by the

Service Provider if: The Service Provider breaches any of its obligations under the Agreement; The Service Provider become insolvent, bankrupt or has a receiver appointed or

makes any Proposal under the Bankruptcy and Insolvency Act (Canada); or The Service Provider, for any reason, become incapable of providing the

Services.

The Service Provider will not be entitled to any compensation other than for Services rendered up to and including the date of termination, and the Service Provider hereby agrees, save as hereinbefore provided, the Service Provider will not be entitled to claim or receive any other remuneration, compensation or payment whatsoever from the City by reason of the termination of this Contract.

4.15 Dispute Resolution

In the event of a dispute arising between the City and the successful Proponent as to their respective rights and obligations under the Agreement, both parties agree to resolve the dispute by: a) Frank and open negotiations whereby both parties use their best efforts to resolve

the dispute by mutual agreement including the most Senior Management of both parties.

b) If, after thirty (30) calendar days, the dispute is not resolved, both parties agree to appoint a mediator to resolve the dispute. All costs to be split equally.

c) If, after the mediation process is complete and the dispute is not resolved, the parties shall proceed to arbitrations following the rules of procedures as per the British Columbia International Commercial Arbitration Centre located in Vancouver, BC. All costs, with the exception of legal fees, shall be borne equally.


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4.16 Ownership of Proposals and Freedom of Information and Privacy of Protection Act All Proposals, including attachments and any documentation, submitted to and accepted by the City in response to this RFP become the property of the City and are subject to the Freedom of Information and Privacy and Protection of Act.

4.17 Notices

Any notice required to be given in this Contract shall be deemed to be duly given to the City if sent by registered mail address to the City’s Buyer, Purchasing Department at 2020 Labieux Road, Nanaimo, BC V9T 6J9 and to the Service Provider if sent by registered mail addressed to the Service Provider at the address set forth in the Proposal.

4.18 Time

Time is of the essence of this Contract. SECTION 5.0 EVALUATION AND SELECTION 5.1 The City may award this Contract in whole or in part to one (1) or more Service

Provider(s) to provide the Courier Services. 5.2 The City will have discretion in considering and evaluating Proposals, judging the

acceptability of Proposals, and awarding or not awarding any contract(s) contemplated by this RFP.

5.3 Clarifications

The evaluation team may, at its discretion, seek clarification from a Proponent respecting its Proposal to assist in making evaluations. The evaluation team may make such requests to all Proponents or only a selected Proponent. In such event, the evaluation team will be entitled to consider the clarifications received in evaluating Proposals. Such clarification(s) will not be construed as correction, revision or negotiation.

5.4 Evaluation Process The evaluation will consist of the following stages:

5.4.1 State One – Mandatory Requirements Proposals not clearly demonstrating they meet the Mandatory Requirements, as identified in Section 3.0, Clause 3.1, will be excluded from further consideration during the evaluation.

5.4.2 Stage Two – Evaluation Criteria Using the evaluation criteria identified in this section, Clause 5.5, Desirable Criteria, the evaluation team will assess each Proposal and may take into account any or all the information received from a Proponent under or pursuant to the RFP document, the City’s knowledge of, and past experience with Proponent (including Proponent’s performance on previous contract with the City, if any).

5.4.3 Stage Three – Optional Interview / Presentation The City may, in its discretion, establish one or more short-lists of Proponents with the highest total scores from the written Proposals and request an in-person


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interview/presentation to the evaluation team in Nanaimo, BC. The City may, at its sole discretion, interview only the Proponent with the highest score.

5.4.4 Stage Four – Reference Checks The references of the preferred Proponent(s) may be contacted. The City will not enter into a contract with any Proponent whose references, in the City’s sole opinion, are found to be unsatisfactory.

5.5 Desirable Criteria

Proponents will be considered on the basis of the information presented in their Proposal and on the basis of any information obtained by the City as a result of any clarifications, interviews, discussions, negotiations or references checks, including past dealing with the City.

Criterion Maximum Points Proponent Profile, Capability & Capacity 10 Services, Business Processes & Reports 40 Sustainability, Value Added 5 Financial 35 Optional Interview/Presentation 10 References Pass / Fail

Total 100

The intent is the highest ranked Proponent will be the successful Proponent.

Notwithstanding the foregoing, the City reserves the right to award the Contract to the Proponent other than the one with the most points, if, in its sole determination, another Proposal is determined to be “Best Value” to the City, taking into consideration the evaluation criteria of the RFP.

Preference shall be given to Contractors located within the Regional District of Nanaimo where quality, service and price are equivalent.

5.6 Negotiation The City reserves the right, in its discretion, to engage in discussions and negotiations

with one or more Proponents, and to conduct such discussions or negotiations serially or concurrently in respect of any of the terms and conditions of the RFP, including but not limited to the purpose of: a) Exploring ways to alter, refine or improve the opportunity or the ultimate arrangement

or contract(s); b) Achieving optimal overall results as judged and perceived by the City; and c) Negotiating and finalizing contract(s) based on such discussions and negotiations.

The City will not be obligated to offer any modified terms and conditions offered to, or discussed with, one Proponent to any other Proponent.

The City may, in their discretion, terminate the negotiations at any time.


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5.7 Financial Stability Before the award of any contract(s), the Proponent may be required to furnish evidence

satisfactory to the City, in its discretion, of the necessary facilities, ability and financial resources to fulfill the conditions of the contract(s).

5.8 Acceptance of Proposals

A Proposal is deemed to be accepted by the City upon the receipt by the successful Proponent of written notice of acceptance from the City and the execution of a written Agreement (the “Contract”) between both Parties.

SECTION 6.0 PROPOSAL SUBMISSION FORMAT AND CONTENT 6.1 Proposal responses should be prepared simply and economically, providing a

straightforward, concise description. Emphasis should be on completeness and clarity of content.

6.2 The Proposal is to be submitted in the following sequence and the section numbers and

titles provided:

Section No. Title Contents Cover Page RFP No., Proponent Name, RFP Closing Date Cover Sample Substantially as per Sample Cover Letter –

Appendix ‘B’ Table of Contents Inclusive of page numbers

1.0 Areas of Expertise Proponents are to complete Appendix ‘C’ – “Areas of Expertise” form. Proponent’s response will form part of the RFP Evaluation.

2.0 Proponent Response for Evaluation

Proponents are to address each question on Appendix ‘D’. Proponent’s response on Appendix ‘D’ will form part of the RFP Evaluation Criterion.

3.0 Pricing Proponents are to address each requirement in Section 6.0, Clause 6.3 and complete Appendix ‘E’ Costs for Evaluation. Proponent’s response will form part of the RFP Evaluation Criterion.

4.0 Other Information Provide any other details and information you consider relevant or applicable to this procurement and your Proposal that has not been identified elsewhere.

5.0 Appendices Proponents should include all attachments requested by the City. Proponent’s response will form part of the RFP Evaluation Criterion.


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6.3 Pricing .1 All pricing / discounts submitted will be guaranteed and fixed for the term of the

Contract. .2 Proponents must provide a copy of their published rates. The proposed discount

rate submitted on Appendix ‘E’ will apply to all published rates. .3 Using the proposed discounted rate, Proponents are to provide pricing for the

requirements listed in (Appendix ‘E’) Table 1 through Table 3, wherever applicable and provide surcharges on Table 4. If a surcharge will not be applied, indicate “n/c”.

.4 Proponents are to indicate in their Proposal all applicable discounts, price

reduction incentive, and other discounts available to the City together with all applicable terms and conditions of same. Proponents should also note whether they offer “most favored pricing” to the City whereby the City will receive during the term of the Contract the lowest price then being charged by the Service Provider to its customers for any and all services which are similar to those being provided to the City.

.5 Proponents are to describe how they will ensure discounted pricing is available to

the City at all times during the Contract, how will discount be connected to our account so (i.e. no necessity to receive estimates/quotes provide a copy of their published rates and their proposed discount rate for the City).

.6 Please describe in detail how the surcharge is calculated, what it is based on and

when it is applicable (i.e. how do you determine rates for fuel surcharge). .7 Provide any shipment insurance related costs with explanation how it is

calculated.


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SCHEDULE ‘A’ SCOPE OF WORK AND DELIVERABLES 1.0 Service Provider Responsibilities

1.1 The Service Provider is responsible for providing pick-up and delivery of documents, packages, materials, and/or equipment (“Services”), on an as, if and when requested basis by the City or any of its suppliers or Service Providers in any/or all of the following geographical zones:

a) Local – Nanaimo; b) Vancouver Island (Central, North, South); c) Vancouver and Lower Mainland; d) In-Province (British Columbia); and e) Domestic (Canada).

1.2 Customer Service a) The Service Provider shall communicate directly with the designated City

Representative to resolve any routine service problems, if they arise. The City Representative may also, communicate with the Service Provider regarding service problems.

b) The Service Provider shall communicate with the City Representative in consultation with the City Contract Manager regarding any service issues and potential changes in service.

c) The Service Provider will provide a toll-free phone number, email address and website address for each City Representative to report problems or inquire about packages, invoices or other service issues.

1.3 The Service Provider may be requested to handle the following types of shipments: 1) Hazardous materials; 2) Parts; 3) Equipment; and 4) Time sensitive packages

1.4 The Service Provider is also responsible for: 1) Providing an on-line shipping system that includes internet tracking/tracing

services to track shipments and provide proof of delivery confirmation to all City current and future shipping locations;

2) Establishing individual sub-accounts for each Service Location; 3) Pick-ups, if requested are:

Monday to Friday between 13:00 – 14:00 from the Central Stores Department; and

Monday to Friday between 08:00 – 16:00 from the Fleet Department 4) The Central Stores Department accepts deliveries Monday to Friday between

07:00 – 16:00. 5) The Fleet Department accepts deliveries Monday to Friday between 06:00 –

16:00. 6) Deliveries for the Fleet Department will be made to the Fleet Parts Counter and

must be signed for and time-logged. 7) Deliveries for the Central Stores Department will be made to the Central Stores

Lobby Counter and must be signed for and time logged. 8) The Service Provider’s driver is expected to obtain a signature on the delivery

receipt document for all City shipments (no drop shipments), including assisting


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the City Representatives with identifying and reporting missing pieces, damage, etc.

9) Shipments may be required to be delivered to a designated location within the shipping location.

10) At no time is a partial shipment to be held by the Service Provider awaiting arrival of “missing” piece(s), for loose or pallet shipments.

11) For outgoing shipments, if an item is undeliverable, to contact the City Representative before returning to the originating location. Repeated attempts may be necessarily.

12) The Service Provider is responsible for goods and materials while such goods and materials are in the possession of the Service Provider or the Service Providers subcontractors.

13) The Service Provider shall ensure their employees comply with all security regulations and procedures in effect within the City Service Locations or as instructed by the City Representative (e.g. posted speed limits, wearing protective steel toed shoes, etc.).

14) The Service Provider will provide all necessary supplies and materials, including but not limited to bags, pouches, envelopes, preprinted waybills or manifests and other consumables as may be necessary. The necessary supplies and materials will be provided to each shipping location at no charge to the City.

15) The Service Provider will ensure staff maintain a professional appearance, are uniformed, provide staff identification, use courtesy and tact when dealing with City employees or suppliers, and be willing to provide enhanced customer services when called upon.

16) The Service Provider may be requested to work the City’s customs broker for dutiable items, as necessary.

17) The Service Provider is responsible for maintaining and making available to the City Representatives statistical shipping data on all shipments from the City and other designated shipping locations to all final destination locations. This information should be available in both detail and summary level formats and should include the number of units shipped, unit weights, cost of the transaction, and the destination as captured on a daily basis.

18) The Service Provider will provide insurance coverage for value of contents that are damaged, misplaced, stolen or lost in transit.

19) The Service Provider must guarantee uninterrupted service.

1.5 The Service Provider shall provide all equipment necessary to move materials to and from vehicles and in transit, e.g. hand trucks.

1.6 When requested the Service Provider’s designated Account Manager will meet with the

City Contract Manager and Representatives. At a minimum, the two (2) parties will meet annually to discuss the previous year’s performance and to discuss opportunities to reduce cost and improve the effectiveness of the City utilization of Courier Services.

2.0 Claims

2.1 Each City Representative will submit claims for lost or damaged materials directly to the

Service Provider.


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3.0 Use of Subcontractors or Contract Drivers

3.1 The Service Provider may retain subcontractors to assist in the performance of the Services, provided that: a) The Service Provider will not subcontract all or substantially all of the Services to a

subcontractor or contract driver. b) The Service Provider will require to be responsible to bind every subcontractor or

contract driver to the term of the contract between the Service Provider and the City. c) The Service Provider will require that the terms of this Contract apply to the

subcontractor or contract driver; and the Service Provider will be wholly responsible and liable for the professional standards, performance, acts, defaults and neglects of such subcontractors or contract drivers.

d) Nothing contained in the Contract documents shall create any contractual relationship between any subcontractor or contract driver and the City.

4.0 On-Line Ordering and Tracking

4.1 The Service Provider will provide a user-friendly on-line ordering system, in the form of a customized website that allows access by the City. The user of the on-line system should be able to: 1) Enter a new order for pick-up/delivery 2) View order tracking 3) View order history 4) Receive proof of delivery

5.0 Invoicing and Payment 5.1 The Service Provider will submit to the City, on a monthly basis, a written claim for

payment of Fees setting out at the minimum for services by Service Location.

a) Date / time of service; b) Shipment ID for each outbound or inbound (e.g. waybill #); c) Type of service; d) Total packages, size and weight; e) Service Location: pick-up and delivery; f) City account number and/or reference number and PO #; g) Information on how the order was placed (requester name and phone #); h) Breakdown of Service cost and any additional charges if applicable (e.g. fuel

surcharge, insurance, etc.) i) Any Goods and Services Tax (GST) or Provincial Sales Tax (PST). j) Items are not to be combined into a lump sum; monthly invoice should itemized by

each shipment, have a subtotal, then taxes then total.

5.2 Invoices will be sent by the Service Provider monthly, to the City’s Accounting Department, after Services are rendered, unless alternate arrangements have been made by the City. The City’s standard payment terms are NET (30) days following the receipt by the City of the Service Provider(s) invoice.

5.3 The City reserves the right to reject and/or return invoices containing discrepancies for

correction and/or re-invoicing.


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APPENDIX ‘A’ RECEIPT CONFIRMATION FORM

Request for Proposal No. 1477 To Provide Courier Services

Closing Date & Time: Prior to 3:00 P.M. (15:00hrs) Pacific Time,

Tuesday, December 10, 2013 For any further distributed information about this Request for Proposal please return this form by fax or email as soon as possible to:

Silvia Reid, Buyer Email: [email protected] Fax: 250.756.5327

COMPANY NAME: ____________________________________________________ STREET ADDRESS: ____________________________________________________ CITY/PROVINCE: ____________________________________________________ POSTAL CODE: ____________________________________________________ PHONE NUMBER: ____________________________________________________ FAX NUMBER: ____________________________________________________ PHONE NUMBER: ____________________________________________________ CONTACT PERSON: ____________________________________________________ TITLE: ____________________________________________________ EMAIL ADDRESS: ____________________________________________________ Proponents: Please note all subsequent information will also be posted on the BC Bid website at www.bcbid.gov.bc.ca and the City of Nanaimo website at www.nanaimo.ca The City will attempt to send information directly to those Proponents that have returned this form, but it is the sole responsibility of the Proponents to ensure that all information has been received.


http://www.bcbid.gov.bc.ca/

http://www.nanaimo.ca/


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Appendix ‘B’ Sample Covering Letter Letterhead or Proponent’s name and address Date City of Nanaimo 455 Wallace Street Nanaimo, BC V9R 5J6 Attn: Silvia Reid, Buyer Subject: RFP No. 1477 To Provide Courier Services List any amendment nos. and dates The enclosed Proposal is submitted in response to the above-referenced Request for Proposal. I/We confirm I/we are submitting this Proposal at my/our own risk and have carefully read and examined the RFP and conducted such investigations, analysis and other due diligence as I/we determined were necessary or desirable before submitting the Proposal. I/We acknowledge and agree the City is not liable or accountable for any error or omission in any part of the RFP. I/We hereby offer to provide the services to the City of Nanaimo upon the terms and conditions set out and/or referred to in the Request for Proposal, and including any addenda. The person signing this Proposal declares that they are the duly authorized signing authority with the capacity to commit their firm/company to the conditions of this Request for Proposal and Proposal submission. _______________ Authorized Signature Name: _______ Phone#: _____ (Please Print) Title: _______ E-mail: _____

Fax #: _____ Legal Name of Contractor Date: _________________

Request for Proposal No. 1477 To Provide Courier Services · RFP 1477 To Provide Courier Services...

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