Diamond Valley Entrance Signs

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REQUEST FOR PROPOSAL Competition Number : 2024 - 05 - 06 Tender Title : Town of Diamond Valley Entrance Signage RFP Posted Date : May 6 , 2024 Closing Date : June 5 , 2024 Pre - tender meeting : May 15 , 2024 1 : 00 pm , meet at Town of Diamond Valley Municipal Office Closing Time : 14 : 00 : 59 Alberta time Status : Open Description : The Town of Diamond Valley invites Proponents to submit a proposal for the design , construction and installation of four municipal entrance / gateway signs to be placed at four ( 4 ) locations , and the dismantling , removal and disposal of five ( 5 ) existing signs in accordance with the Request for Proposal ( RFP ) Terms and Conditions and Specifications outlined . The purpose of this RFP is to allow for a fair and competitive evaluation process in which all contractors can provide a quotation based on certain criteria . Please note that the lowest quoted proposal nor any , will necessarily be awarded this tender . Depending on the design and pricing received , the Town of Diamond Valley may not purchase all signs required in the same fiscal year due to budgetary restrictions . Contact Information : Craig Beaton Manager of Operations craigb @ diamondvalley . town Wanda Sinclair Parks Supervisor wandas @ diamondvalley . town Documents / available information : Government of Alberta Welcome Sign Guidelines Town of Diamond Valley Brand Guidelines Sign Location Map Request for Proposal Page 2 Introduction In 2023 , the former towns of Black Diamond and Turner Valley amalgamated to form the Town of Diamond Valley . Exis � ng signs display the former individual community names and need to be replaced with signage reflec � ng the new amalgamated name and a refreshed community vision . Project Description • Design , construction and installation of four municipal entrance / gateway signs to be placed at four ( 4 ) separate locations . • Dismantling , removal and disposal of five ( 5 ) existing signs ( varying sizes / substrates ). • Removal and disposal of exis � ng signage is to be listed separately in the proposal . Project Scope and Requirements Project Scope : Phase 1 • Design and construction of four signs , 2 sizes ( 3 – estimated 12 ft , 1 - estimated 8 ft x 4 ft ). • Provision of a minimum of three sign design options . • Construction material recommendations . • Cost breakdown for design and construction / installation components . Phase 2 • Removal and disposal of existing signs ( 5 total , approximately 12 ft x 8 ft ). • Cost of removal and disposal . A meeting with interested parties to view the locations and signs ahead of submitting a bid can be arranged . Requirements : Each proposal must contain the following informa � on : a . a descrip � on of the Proponent ' s services , experience and financial viability ; b . examples of previous work ; c . cost for design , construc � on , and installa � on of entrance signs ; d . recommended / details construc � on materials ; e . full details of installa � on methods ; f . proposal � meline . 1 . 0 DEFINITIONS a ) Addenda means all additional information regarding the RFP , including any amendments to the RFP ; b ) Acceptance means submitting a proposal indicates acceptance of all the terms and conditions outlined within the RFP which includes any appendices and any Addenda ; Request for Proposal Page 3 c ) Alberta Purchasing Connection ( APC ) means the Government of Alberta ’ s electronic tendering system ; d ) Alberta Time means Mountain Standard Time or Daylight - Saving Time as provided for in the Daylight - Saving Time Act RSA 2000 , Chapter D5 , as amended ; e ) Business Day means from 08 : 15 to 16 : 30 , Alberta Time , Monday to Friday , excluding holidays observed ; f ) Contract means the written agreement resulting from and called for by the RFP executed by the Town and the successful Proponent ; g ) Contractor means the successful Proponent to the RFP who enters into a contract with the Town ; h ) Evaluation means confirming the RFP meet the necessary requirements ; i ) Must or Mandatory means a requirement that must be met for a proposal to receive consideration ; j ) Proponent , means a person or entity ( excluding its parent , subsidiaries or other affiliates ) with the legal capacity to contract , that submits a proposal in response to the RFP ; k ) Proposal , means a written response to the RFP that is submitted by Proponent ; l ) Town shall mean the incorporated municipality of the Town of Diamond Valley ; m ) Request for Proposal or RFP means the solicitation described in the RFP document , which includes any attachments . 2 . 0 GENERAL 2 . 1 In this document : a ) Headings are used for convenience only and will not affect the meaning or interpretation of the clauses . b ) Words in the singular include the plural and vice versa . c ) ‘ Must ’, ‘ shall ’ and ‘ will ’ mean a requirement that must be met for the Proposal to receive consideration . 2 . 2 All questions regarding the RFP must be directed to the Manager identified in the RFP , prior to the RFP closing date and time . The Proponent is responsible for notifying the said individual of any incorrect part / version number and / or product description , discontinued or scheduled to be discontinued item , ambiguity , error , omission , oversight , contradiction , or item subject to more than one interpretation in the RFP . If deemed appropriate and justified , the RFP will be amended . 2 . 3 Verbal communication is not binding on any party . 2 . 4 The RFP is subject to the current Town of Diamond Valley – Procurement Policy and must be in compliance with the Canadian Free Trade Agreement ( CFTA ), and the New West Partnership Trade Agreement ( NWPTA ). Request for Proposal Page 4 2 . 5 Time is of the essence of the Contract . 2 . 6 The successful Proponent must conform with the laws in force in the Province of Alberta . 2 . 7 Proposals received from Proponents which are , in the opinion of the Town , owned by any level of government or funded through annual government budgets / appropriations will be rejected . 2 . 8 The Manager leading the RFP reserves the right , at its sole discretion , to cancel the RFP . 2 . 9 The Proponent must fully disclose , in writing , to the Manager leading the RFP on or before the closing date of the RFP , the circumstances of any possible conflict of interest or what could be perceived as a possible conflict of interest if the Proponent were to become a contracting party pursuant to the RFP . Submissions received by Proponents under this requirement will be reviewed and maybe rejected if there is perceived to be a possible conflict of interest if the Proponent were to become a contracting party pursuant to the RFP . 2 . 10 The Proponent , upon request by the Town shall deliver copies of all written ethical standards , conflict of interest policies , and codes of conduct established or observed by the Proponent in its business practices or in relation to its employees or subcontractors . 3 . 0 RFP PREPARATION / SUBMISSION 3 . 1 Submitting a Proposal indicates acceptance of all the terms and conditions set out in the RFP . 3 . 2 A Proposal must be signed in the manner set out in Appendix A by a person authorized to sign on behalf of the Proponent . 3 . 3 The Proponent should , when submitting a Proposal , obtain the RFP directly from APC to facilitate receiving any RFP amendments issued by the Town . Proposals that do not comply with the RFP requirements , including if the RFP has been amended , will be rejected . 3 . 4 Where alternative Proposals are submitted , the Proponent should identify each alternative as a separate Proposal . 3 . 5 The Town will disqualify a Proposal if , in the opinion of the Town , the Proponent submits any false , deceptive or fraudulent information . 3 . 6 The Proposal must remain open for acceptance by the Town , without changes , for ninety ( 90 ) days from the RFP closing date . However , if a Contract is not awarded within this timeframe , the Proposal may be extended upon written agreement of the Proponent and the Town . Request for Proposal Page 5 3 . 7 The Proponent may amend or rescind its Proposal prior to the RFP closing date and time , by submitting written notice to the Town ( at the ‘ Return Proposal To ’ address in the RFP ) referencing the RFP number and closing date . Rescinded Proposals will , at the Proponent ’ s choice , either be returned to the Proponent at the Proponent ’ s expense , or destroyed by the Town , after the RFP closing date and time . The Proponent cannot amend its Proposal after the RFP closing date and time . 3 . 8 Proposals , two ( 2 ) copies , other than facsimile Proposals , will be accepted during Business Days and should be submitted in a sealed envelope with the RFP number and closing date clearly marked on the envelope . The Proponent may deliver its Proposal to the Town ( at the address in the RFQ ) by hand , courier , mail ( excluding email or any form of digital media such as diskette files , disk files , tape files ) or facsimile . Upon receipt , all Proposals are kept in a secure area until after the RFP closing date and time . 3 . 9 It is the Proponent ' s responsibility to ensure its Proposal is received before the RFP closing date and time at the location specified in the RFP . 3 . 10 Proposals received after the RFP closing date and time will , at the Proponent ’ s choice , either be returned to the Proponent at the Proponent ’ s expense or destroyed by the Town after the RFP closing date and time . Receipt of this Proposal will be deemed as the Proponent ’ s acceptance of the RFP terms and conditions . 3 . 11 Submission of the Proposal shall be deemed agreement by the Proponent that if awarded the Contract , the Proponent will perform the project in accordance with the Contract . 4 . 0 RFP CLOSING 4 . 1 The RFP will close at 14 : 00 : 59 Alberta Time on the RFP closing date . 5 . 0 PRICING 5 . 1 The Proposal should be prepared in Canadian funds . Unless the Proponent indicates otherwise in its Proposal , or unless the RFP requires the Proponent to provide a submission in either Canadian or a specific foreign currency , the Proposal will be deemed to be in Canadian funds . Where applicable , Proposals in foreign currencies will be converted to Canadian funds by the Town and evaluated on the converted amount . This conversion will be based on the daily average exchange rate per currency pair appearing on the Bank of Canada ’ s website http :// www . bankofcanada . ca / rates / exchange / daily - exchange - rates on the RFP closing date . The Contract will be issued in the converted Canadian funds and payment will be made in this amount . 5 . 2 The Proponent should provide the following pricing within the Proposal : Request for Proposal Page 6 a ) All Proposals must include proposed costs to complete the tasks described in the project scope . All costs and fees must be clearly described and itemized in the proposal and an appropriate breakdown provided . b ) Should extend the net unit price amount in accordance with the quantity specified for the item and total the Proposal . If a net extended amount or total Proposal is incorrect , the net unit price will apply . If there are discrepancies between words and figures , words will apply . 5 . 3 The Town will accept Proposals where more than one organization or individual is proposed to deliver the services described in the RFP , so long as the Proposal identifies the lead entity that will be the Proponent and that will have sole responsibility to deliver the necessary services to fulfill the project requirements . The Town will enter into a Contract with the Proponent only under the following : a ) The evaluation of the Proponent will include evaluation of the resources and experiences of the proposed subcontractors , if applicable . b ) Any subcontractors , including affiliates of the Proponent , should be clearly identified in the Proposal . c ) A Proponent may not subcontract a firm or individual whose current or past corporate or other interests , may in the Town ’ s opinion , represent a potential conflict of interest in connection with the services as outlined in the RFP . d ) Where applicable , the names of the approved subcontracted listed in the proposal will be included in the Contract . 6 . 0 EVALUATION AND CONTRACT AWARD 6 . 1 Proposals will be evaluated , based on the following criteria which is based on a combination of quality , service and price : Example : Criteria Scoring percentage * Price 30 % Project Team Qualifications 30 % Previous Experience • Similar Projects ( 10 %) • Local Experience ( 10 %) 20 % References 10 % Interview 10 % * Percentage amounts shown are an example only and are subject to change to reflect the scope of the project criteria Request for Proposal Page 7 6 . 2 The listing of the details as to the criteria is defined below : a ) Project Team Qualifications : i . Demonstrate relevant qualifications and experience of those individuals that will be involved with the project . ii . Résumés of those personnel directly involved with the project should be included in the Proposal . iii . Commitment and availability of expertise to complete the project . b ) Previous Experience : i . Previous related knowledge and experience . ii . Demonstrated successful project completion record . iii . Demonstrated technical expertise . iv . Superior Health and Safety program and proven track record . c ) Project Understanding and Proposed Work Plan : i . Demonstrated understanding of the scope of the project . ii . Effective project controls , risk management plan approach . iii . Work plan meets the necessary guidelines as proposed in the project scope . d ) Proposal Compensation : i . Appropriate breakdown of costs is clear and concise . ii . The proposal total compensation is appropriate for the project considered . 6 . 3 The Proponent must be available during Business Days to : a ) respond to the Town during Evaluation ; b ) attend an interview ; c ) sign the Contract , if applicable . 6 . 4 The Proponent must , upon request , provide the Town with references , including the name of the organization , contact name and telephone number , who can verify the Proponent ’ s satisfactory performance . The Town may contact Proponent references , in addition to those provided by the Proponent . If a Proponent receives , in the opinion of the Town , unsatisfactory references , including past unsatisfactory performance with the Town , its Proposal may be rejected . 6 . 5 Written notice to a Proponent that it has been identified as the successful Proponent and the subsequent full execution of a written Contract will constitute a Contract for the project which includes materials and services , and no Proponent will acquire any legal or equitable rights or privileges relative to the materials and services until the occurrence of both such events . Request for Proposal Page 8 6 . 6 All Proponents will be notified at the conclusion of the RFP process . 6 . 7 If a Contract cannot be finalized within thirty days of notification of the successful Proponent the Town may , at its sole discretion at any time thereafter , terminate discussions with that Proponent and either commence finalization of a Contract with the next qualified Proponent or choose to terminate the RFP process and not enter into a Contract with any of the Proponents . 6 . 8 The Contract will be interpreted and applied in the courts , and in accordance with the laws in force , in Alberta . 6 . 9 The Contractor must not assign , subcontract or otherwise dispose of any of its rights , obligations or interests , other than identified in the Contract , without the Town ' s written consent , which will not be unreasonably withheld . If the Town consents to subcontracting , the Proponent will remain responsible for the Contract obligations and liabilities . The Proponent may assign its right to payment to any third party . 7 . 0 WAIVER 7 . 1 Proponents shall not have any claim for compensation of any kind as a result of participating in this RFP ’ s process , and by submitting a Proposal each Proponent shall be deemed to have waived its right to make a claim . 7 . 2 The Proponent shall be responsible for all costs of preparing its Proposal . Proposals , upon receipt by the Town , will become the property of and be retained by the Town . 8 . 0 CONFIDENTIALITY AND FREEDOM OF INFORMATION 8 . 1 The Proponent acknowledges that prior to the Closing Time it may be required to enter into a confidentiality agreement with the Town in order to obtain access to confidential materials relevant to the RFP . Request for Proposal Page 9 Appendix ‘ A ’ Business Information Legal name of Business : ______________________________________________________________________ Address : Town / City : Province : Postal Code : Telephone No .: Fax No .: Email : Primary Contact : The undersigned agrees to be bound by the terms and conditions of this Request for Proposal . ___________________________________ Name ___________________________________ Title ___________________________________ ___________________________________ Signature Signature of Witness or Corporate Seal ___________________________________ Date See more