REQUEST FOR PROPOSAL RFP # PRT 01-19 DORSET RECREATION ... #PRT 01-2019 Dorse… · PROPOSAL PRT...

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REQUEST FOR PROPOSAL

RFP # PRT 01-19 DORSET RECREATION CENTRE EXERCISE EQUIPMENT

The Township of Algonquin Highlands is seeking proposals from qualified exercise equipment retailers to supply, deliver and install multiple pieces of fitness equipment at the Dorset Recreation Centre at 1051 Main Street Dorset, P0A 1E0. The total amount available for this project before taxes is $29, 481. Proposals are not to exceed this budget amount but should make the most effective use possible of the total allotment. Each vendor may submit up to 2 different proposals within one submission package at their discretion. Equipment must be installed and invoices finalized no later than March 25, 2019.

SEALED PROPOSALS plainly marked "REQUEST FOR PROPOSAL PRT 01-19 DORSET RECREATION CENTRE EXERCISE EQUIPMENT” will be received at the Township of Algonquin Highlands municipal office, 1123 North Shore Rd., Algonquin Highlands, ON, K0M 1J1, UNTIL 11:00 am LOCAL TIME Monday February 4th, 2019.

Attention: Chris Card Parks, Recreation and Trails Manager

For further information please contact:

Chris Card Parks, Recreation and Trails Manager Phone: 705-854-0101 Email: [email protected]

Request for Proposal Opening:

The opening and review of proposals will be completed in private. There will be no opportunity for the public or bidders to be present.

mailto:[email protected]

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DORSET RECREATION CENTRE EXERCISE EQUIPMENT

Request for Proposal No. PRT 01-19

______________________________________________________________________________ Name of Bidder

______________________________________________________________________________ Mailing Address of Bidder Postal Code

______________________________________________________________________________ Telephone Number Fax Number

______________________________________________________________________________ Name and Position of Person Signing for Firm E-mail Address

______________________________________________________________________________ Signature Dated

H.S.T. Registration No. _________________________________

Requests for Proposals will be received in sealed envelopes clearly marked "REQUEST FOR PROPOSAL PRT 01-19 DORSET RECREATION CENTRE EXERCISE EQUIPMENT” no later than Monday, February 4, 2019 at 11:00 am by: Chris Card, Parks, Recreation and Trails Manager addressed to:

Township of Algonquin Highlands 1123 North Shore Rd Algonquin Highlands, Ontario K0M 1J1 Hours Open: Monday to Friday 8:30am to 4:30 pm

IMPROPERLY LABELLED SUBMISSIONS WILL BE DISQUALIFIED, ENVELOPES MUST BE MARKED:

"REQUEST FOR PROPOSAL PRT 01-19 DORSET RECREATION CENTRE EXERCISE

EQUIPMENT”

Electronic or facsimile submissions will not be accepted.

Lowest bid or any Proposal may not necessarily be accepted.

Please direct technical inquiries to: Email: [email protected] Phone: 705-854-0101

Township of Algonquin Highlands 1123 North Shore Road

Algonquin Highlands, Ontario K0M 1J1 Phone: 705-489-2379 Fax: 705-489-3491

THIS FORM TO BE COMPLETED AND RETURNED WITH PROPOSAL SUBMISSION

Chris Card Parks, Recreation and Trails Manager [email protected] 705-854-0101

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I/We, the undersigned have examined the specifications and the locations of the work described herein and are fully informed as to the nature of the work and the conditions relating to its performance and understand that the quantities are lump sum determined by bidder.

The undersigned hereby proposes to furnish all labour, supplies, equipment and materials necessary to do the work as specified herein.

The undersigned agrees that this proposal shall remain open for acceptance and the prices shall remain firm and unchanged for a period of sixty (60) days from the date of closing of this request for proposal, and the Township may at any time within the said period accept the said proposal whether any other proposal has been previously accepted or not. Initial acceptance of the proposal shall be by telephone. Final notice of acceptance of the proposal shall be by written notice by e-mail.

I/We (the Contractor) promise to commence work on _____________________and to diligently perform the work continuously and without undue delay and further promise to complete work by____________________________.

SIGNATURE ________________________________

POSITION __________________________________

_____________________________ ___________________________________________

COMPANY SEAL (If applicable) COMPANY NAME


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Information to Bidders:

1. PRE-BID SITE VISIT

Although it is not mandatory, bidders are encouraged to arrange a pre-bid site visit. It will be the

bidder’s responsibility to arrange and schedule a site visit. Bidders can arrange a visit by contacting

Sandra Rogers, the Interim Recreation Coordinator at 705-766-9968 during regular business hours.

Upon submission of proposal, bidders shall be deemed to have examined the subject site and to

have fully informed themselves as to the existing site and any limitations.

2. SCOPE OF PROJECT

2.1 General Description:

The Dorset Recreation Centre fitness room is a municipally operated facility within a fully appointed recreation centre. The centre currently has 330 memberships and multiple day users. The fitness room is used daily, typically by between 1-6 users at a time and an average of 250 uses per month. Users are in all age categories including a number of senior members. Recent efforts have upgraded a number of pieces of aerobic equipment, flooring and user amenities. The final phase of this project is to upgrade the existing strength training equipment. The Township has received grant funding for this project, therefore the available budget and timeline must be strictly adhered to. Currently the fitness room has a full complement of equipment, the pieces that are new and will be retained are listed here for information purposes: Existing equipment that will remain:

- 2 X Landice L7 Treadmill, one of which will need replaced. - Recumbent Elliptical. - Elliptical. - Rowing machine. - Stationary cycle. - Recumbent cycle. - Stair Stepper. - Aerobics area with AV equipment, steps, balls and balance trainers.

2.2 Space overview and equipment to be replaced:

On page 5 are photos of the space and the equipment to be upgraded. This equipment will be removed by the Township prior to the delivery and installation of the new equipment:

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2.3 Space and delivery requirements:

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The portion of the fitness room that is available for this project measures 15 feet wide and 30 feet long. There is a mirror running lengthwise on one side and brick wall on the other side and end. It is imperative that the proposed equipment fits within this space. The proponent must demonstrate that the proposed equipment will fit adequately and provide a sketch of the proposed layout. Several pieces of equipment listed, which includes the lockers, ping-pong table and treadmill does not need to be included in the calculations and layout design of this available space.

The room is located on the lower level of the facility, therefore, delivery will have to take into consideration the transport of the new equipment down a set of stairs. The entranceway to the fitness room is a regular sized entranceway door with the dimensions of 80” high and 35” wide. The change room area where the lockers will go has a doorway 33” wide and 80” high.

2.3 Equipment requirements:

The following pieces of equipment/exercises are required as a minimum. All options shall be of commercial specification. Equipment and products shall be equal to or higher than national standard codes and where applicable, be CSA or equivalently approved. Proposals can include recommendations that would fit these needs in other ways (example: some of these may be contained within one multi-gym piece of equipment that may make others redundant). The fitness centre users have a preference for track guided equipment where possible rather than plate loaded, this is outlined further below:

a) Treadmill, similar to the existing modern Landice L7 but does not need to be an exact match. (this will replace one that is existing and will not be located within the available space for all other equipment).

b) Multi-gym that can be used by more than one user simultaneously. All track guided weights (not plate loaded).

c) Leg press. (Track guided, either stand alone or part of the multi-gym).

d) Flat/incline workout bench.

e) Preacher curl and bar.

f) Rubberized hex dumbbell set with 3 tiered rack and weights up to 75 pounds.

g) Squat rack with chin-up bar.

h) Wall mounted heavy punching bag with mount and bag.

i) Bench press with bar.

j) Leg curl (may be incorporated within the multi-gym).

k) Cable crossover or functional trainer that has similar exercises with attachments included.

l) Weight plate storage tree and selection of steel plates.

m) 2 sets of double bank lockers, 3 wide (6 doors total). (To be placed in the change rooms and not required to be within the available fitness room space)

n) Folding ping-pong table with net, set of balls and 2 sets of paddles. (this will be placed in a location different than the fitness room and does not need to be considered within the available fitness room space)

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o) Dip/Chin/Leg Raise Station (may be incorporated within other multi-use pieces).

2.4 Additional Possibilities:

The focus of the available funding should be on the above noted equipment/exercises, once those needs are fulfilled the bidder can make recommendations for other equipment/compliments (for example, instructional posters etc.) based on available budget to the total allotted amount.

2.5 Demonstration of Fitness Equipment:

To be considered for evaluation, a demonstration of the proposed equipment may be necessary on some or all equipment, should the Township deem it necessary to do so. This will be either in the form of a floor demo model or visit to a showcase facility or other reasonable means of demonstration. Demonstration must be available at no cost to the Township. The Township will not be liable for any loss or damage that may occur to the equipment during the evaluation and testing process.

2.6 Documentation Upon Delivery

Upon completion of installation, the Township shall be provided with equipment manuals for each piece of equipment which includes routine maintenance requirements and parts order list if applicable.

3. PROPOSAL SUBMISSION REQUIREMENTS

The following is a list of items that must be included within your submitted proposal package, failure to include all of this information within your submission may result in the disqualification of your proposal:

a) An itemized list including all costs associated with the labour, equipment and materials to provide, deliver and install the proposed equipment at the Dorset Recreation Centre located at 1051 Main Street, Dorset ON, P0A 1E0. This should also take into account the removal and disposal of any waste/recycling materials created from the delivery/installation.

b) A sketch or rendering of the proposed layout of the equipment to ensure that it fits adequately within the space that is available (15ft wide by 30ft long).

c) Each bidder can, at their discretion, submit up to TWO DIFFERENT proposal options. Each option is to be submitted separately from one another, with separate sets of ‘Proposal Submission Forms’ – Pages 10-14 and must follow all of the requirements as laid out in this section (3). The two different proposals can be contained within the same sealed submission envelope with the different options being labeled “OPTION A” and “OPTION B”.

d) Completed and signed proposal submission forms including pages 2, 3 and 10-14.

e) A description of the pieces of equipment proposed including make/model, a photo and/or full colour rendering.

f) Available information materials, brochures and/or specification sheets, dimensions and warranty information on the equipment/materials proposed.

g) The name and contact information for the installing company (if different than the vendor company).

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4. BASIS FOR REJECTION OF PROPOSAL

Proposals may be rejected for any one of the following reasons:

a) Proposals received after the closing time/date.

b) Required proposal submission information is incomplete or missing (bidder did not include all requirements as outlined in section 3 of this document).

c) Proposals received on other than the tender forms supplied on pages 2, 3, 10 - 14 of this document.

d) Proposals not completed in ink or not typewritten.

e) Bid form on page #14 of this document not properly signed. f) Proposal submission not sealed and labelled as specified on page 2 of this document.

g) Proposal submission goes over the allotted budget amount of $29, 481 before taxes.

h) Proposal does not meet the minimum desired specifications as outlined.

5. EVALUATION PROCESS Proposals will be assessed as to the following criteria. Other criteria may be considered at the sole discretion of the Township, the details of which do not need to be disclosed: Criteria: a) Ability to meet the minimum desired specifications. b) Total project cost remains within the allotted project

budget amount of $29, 481 before taxes.

c) Ability of vendor to complete the project by no later than March 25, 2019. d) The proposal makes efficient and effective use of the total budgeted amount. e) Quality of equipment proposed including overall serviceable life expectancy. f) Length and strength of warranty. g) Warranty remedy process. h) Value added services if available. i) Reputation of Vendor Company and experience in providing similar services to other organizations.

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5. ACCEPTANCE OF PROPOSAL

The Township, at its sole discretion, the reason for which does not have to be verified to the bidder, reserves the right not to accept the lowest bid or any proposal. The acceptance of the proposal shall be made initially by telephone followed in writing by email.

6. HEALTH AND SAFETY

All contractors who are working on a project for the Township of Algonquin Highlands shall provide proof of liability insurance, kept in full force and effect for the duration of the contract/project. They shall also provide a WSIB Clearance Certificate and sign and return prior to commencement of any site work, a Contractor Acknowledgement Statement provided by the Township. This statement is provided in Appendix A. If these items cannot be provided prior to commencing work this proposal will be rejected.

7. STARTUP AND COMPLETION DATE

The successful bidder shall commence the work described herein as specified in their proposal timeline and will have completed the work by Monday March 25, 2019. If this startup and completion date cannot be met, the Township may at the discretion of its Parks, Recreation and Trails Manager in consultation with the CAO, cancel this contract.

8. DELIVERY AND INSTALLATION LOCATION

1051 Main Street, Dorset Ontario, P0A 1E0.

9. PAYMENT TERMS

Payment in full for this project will be made in one lump sum within 30 days of completion of work to the satisfaction of the Township.

10. CONTRACTOR'S DISCHARGE OF LIABILITIES

The Bidder shall discharge and cause each Subcontractor to discharge all liabilities incurred for labour, materials or services, used or reasonably required for use in the performance of this contract on the date upon which each becomes due. At the request of the Township, the Bidder shall furnish the Township with evidence satisfactory to it that his liabilities and those of the Subcontractors, as aforesaid, have been discharged and this shall include a certificate or certificates from the Workplace Safety Insurance Board that they have complied with the requirements of the Workplace Safety Insurance Board and are in good standing on the books of the Board.

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PROPOSAL SUBMISSION FORM

Please fill out each section below. If extra space is required for any of the below sections it is acceptable to use an additional page and note the section that it is to be an extension of. If there are more detailed information sheets or brochures with this information provided please include them with the submission.

1. WARRANTY - Describe the warranty on materials/workmanship:

__________________________________________________________________________________________________________________________________________________________________

2. WARRANTY - Describe your process for warranty claim remedy:

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

3. TRAINING - Describe what training, if any will be provided to facility staff upon completion of installation:

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

4. MAINTENANCE PLANS - Describe your available routine maintenance plan offerings, if available, with costing:

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

5. SERVICE & SUPPORT - Describe your service/support strategies:

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________


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6. List and provide the estimated serviceable life span of the proposed equipment:

_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

7. Describe your ‘buy back’ or ‘trade-in value’ initiatives if they exist for the end of the anticipated life of the equipment:

___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

8. PARTS & SERVICE – Describe the estimated delivery times on replacement parts and service if ever required:

___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

9. VALUE ADDED – What is your competitive advantage, and what other additional services or innovations do you provide that would assist or be of benefit to the Township:

___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

4. Date of delivery/installation and expected installation time frame:

___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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REFERENCES:

Please provide reference information below for three separate projects similar in scope and nature undertaken previously. These references should be able to speak to your reputation as a vendor and your ability to deliver, supply and install the new equipment as well as performing the services specified:

Reference #1

General description of project:

Date (Month/Year):

Approximate Value:

Organization/Municipality Name:

Contact Name:

Telephone/Email:

Reference #2:


Date (Month/Year):

Approximate Value:


Contact Name:

Telephone/Email:

Reference #3:


Date (Month/Year):

Approximate Value:


Contact Name:

Telephone/Email:

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Please fill out all boxes in this table. All costs provided shall be in Canadian dollars. If additional space is required it is acceptable to use another copy of this form.

Item description Cost (before hst)

Total cost of all items: $

Delivery Cost: $

HST: $

Total: $


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I/WE, the undersigned hereby agree to perform all works associated with this tender for the noted lump sum price and to have satisfactorily completed the project in whole by March 25, 2019 in accordance with the provisions, specifications and conditions of this proposal.

___________________________________________________________________________ Name of Firm or Individual

____________________________________________________________________________ Address Postal Code

____________________________________________________________________________ Name of Person Signing for Firm Signature

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APPENDIX A

Contractor Policy and Acknowledgement Statement: The below document, as outlined in item 6 above,

must be agreed to and signed by any contractors working on the project. This will be required AFTER the proposal has been approved and prior to any work commencing.

REQUEST FOR PROPOSAL RFP # PRT 01-19 DORSET RECREATION ... #PRT 01-2019 Dorse… · PROPOSAL PRT...

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