IN RESPECT OF PROVISION OF CITY-WIDE VALUE SURVEY

Agency: City of Vancouver
State: British Columbia
Type of Government: State & Local
NAICS Category:
  • 541330 - Engineering Services
  • 541990 - All Other Professional, Scientific, and Technical Services
Posted Date: Sep 13, 2019
Due Date: Sep 26, 2019
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Request For Proposal
RFP PS20191097 - IN RESPECT OF PROVISION OF CITY-WIDE VALUE SURVEY

On this page: General Description | Information Meeting | Document Downloads | Amendment | Addendum | Questions & Answers

LAST UPDATED:

Addendum

No updates

Amendment

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Questions & Answers

No updates

CONTACT

All queries related to this RFQ should be submitted in writing to the attention of:

Donna Lee, Buyer

Email : donna.lee@vancouver.ca

PHONE NUMBER

604.871.6054

FAX NUMBER

604.873.7057

ENQUIRIES

purchasing@vancouver.ca

[Please specify proposal document number, proposal title and purchasing agent's name when sending email.]

Questions will be accepted, and answers posted, ONLY IF they are submitted in writing five working days prior to the bid closing date

CLOSING DATE & TIME

3:00:00 pm (Local Vancouver Time), Thursday, September 26, 2019

“Vancouver Time” will be conclusively deemed to be time in the City of Vancouver, as indicated in the electronic timestamp the Quotation receives upon delivery to the email address specified herein, which is in turn synchronized to Network Time Protocol (NTP) provided by the National Research Council of Canada adjusted to local Pacific Time Zone.

CLOSING LOCATION

Quotations should be submitted by email prior to the Closing Time in accordance with the following:

Subject of the file to be : PS# - Title – Vendor name.

Document format for submissions :

RFQ Part C in PDF format – 1 combined PDF file.
Excel spreadsheet pricing table
Zip the files to reduce the size or email separately if needed.

Send your submissions to Bids@vancouver.ca do not deliver a physical copy to the City of Vancouver.

If you did not receive an automated email within few minutes, check your junk folder first, and then contact Purchasing@vancouver.ca

Submitting the files via Drop box, FTP, or similar programs, is not acceptable.

Quotations must be marked with the vendor’s name and the RFQ title and number.

DO NOT SUBMIT QUOTATIONS BY FAX

Proposals received after the closing time may be returned unopened.

Faxed proposals will not be accepted.

Please visit our Bidding Procedures page for additional information.

General Description of Requirement

The City of Vancouver (the “City”) is seeking quotations to determine if it will enter into one or more contracts in respect of provision of a City-wide values survey.

Vendors should carefully review Appendix 1 – Requirements for a detailed description of the City’s requirements.

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Information Meeting

No information meeting at this time.

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Downloading the Document

Proponents must not electronically alter any portion of downloaded documents with the exception of adding the information requested. To do so will invalidate your bid.

Download (PDF format only)

Description

IN RESPECT OF PROVISION OF CITY-WIDE VALUE SURVEY

Quotation Form

Pricing Table

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Amendment

No amendment at this time.

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Addendum

No addendum at this time.

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Questions and Answers

No questions and answers at this time.

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Attachment Preview

REQUEST FOR QUOTATIONS NO. PS20191097 (the “RFQ”) IN RESPECT OF PROVISION
OF CITY-WIDE VALUE SURVEY
Quotations are to be submitted by email in accordance with the instructions below and
should be received prior to 3:00 p.m., Vancouver Time (as defined in Note 3 below), on
Thursday, September 26, 2019 (the “Closing Time”).
QUOTATIONS WILL NOT BE PUBLICLY OPENED.
NOTES:
1. Quotations should be submitted by email prior to the Closing Time in accordance with
the following:
Subject of the file to be: PS# - Title – Vendor name.
Document format for submissions:
o RFQ Part C in PDF format – 1 combined PDF file.
o Excel spreadsheet pricing table
Zip the files to reduce the size or email separately if needed.
Send your submissions to Bids@vancouver.ca; do not deliver a physical copy to the
City of Vancouver.
If you did not receive an automated email within few minutes, check your junk folder
first, and then contact Purchasing@vancouver.ca.
Submitting the files via Drop box, FTP, or similar programs, is not acceptable.
2. Quotations must be marked with the vendor’s name and the RFQ title and number.
3. “Vancouver Time” will be conclusively deemed to be time in the City of Vancouver, as
indicated in the electronic timestamp the Quotation receives upon delivery to the email
address specified herein, which is in turn synchronized to Network Time Protocol (NTP)
provided by the National Research Council of Canada adjusted to local Pacific Time
Zone.
4. DO NOT SUBMIT QUOTATIONS BY FAX
5. All queries related to this RFQ should be submitted in writing to the attention of:
Donna Lee, Buyer Email: donna.lee@vancouver.ca
(the “Contact Person”)
{00163422v15}
REQUEST FOR QUOTATIONS NO. PS20191097
PROVISION OF CITY-WIDE VALUES SURVEY
TABLE OF CONTENTS
INSTRUCTIONS TO VENDORS
1.0 Introduction and Submission Instructions
2.0 Sustainability
3.0 Inquiries
4.0 Pricing
5.0 Address(es) for Deliveries or Work – Intentionally Omitted
6.0 Delivery Times or Work Schedules – Intentionally Omitted
7.0 Quantities – Intentionally Omitted
8.0 Terms of Payment
9.0 Contracting
10.0 Alternatives / Deviations
11.0 Evaluation Criteria
12.0 No Claims Against the City
13.0 Conflicts/Collusion/Lobbying
14.0 Insurance and Workers’ Compensation Coverage
Pages 1 – 4
QUOTATION FORM
Pages QF1 – QF4
APPENDIX 1 – REQUIREMENTS
APPENDIX 2 – DECLARATION OF SUPPLIER
CODE OF CONDUCT COMPLIANCE
APPENDIX 3 – FORM OF AGREEMENT
APPENDIX 4 – INSURANCE FORMS
Pages A1-1 – A1-4
Page A2-1
Pages A3-1 – A3-17
Pages A4-1
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September 12, 2019
Page i
REQUEST FOR QUOTATIONS NO. PS20191097
PROVISION OF CITY-WIDE VALUES SURVEY
INSTRUCTIONS TO VENDORS
1.0 INTRODUCTION AND SUBMISSION INSTRUCTIONS
1.1 The City of Vancouver (the “City”) is seeking quotations to determine if it will enter into
one or more contracts in respect of provision of a City-wide values survey.
1.2 Vendors should carefully review Appendix 1 – Requirements for a detailed description of
the City’s requirements.
1.3 THIS IS NOT AN INVITATION TO TENDER. VENDORS ARE NOT REQUIRED TO
SUBMIT IRREVOCABLE OFFERS.
1.4 Vendors should carefully review the City’s intended form of agreement attached as
Appendix 3. Vendors should submit quotations on the form provided. Failure to do so
may result in the quotation being put aside and given no further consideration. Failure to
complete all fields in the quotation form may result in the vendor’s quotation being set
aside and given no further consideration.
1.5 If a vendor believes that the City may be unable to select it due to a conflict of interest,
but is uncertain about this, the vendor is urged to contact the individual named on the
cover page above as soon as possible with the relevant information so that the City may
advise the vendor regarding the matter.
2.0 SUSTAINABILITY
2.1 The City’s Procurement Policy, Ethical Purchasing Policy and related Supplier Code of
Conduct found at http://vancouver.ca/doing-business/selling-to-and-buying-from-the-
city.aspx align the City’s approach to procurement with its corporate social,
environmental and economic sustainability values and goals. They evidence the City’s
commitment to maximize benefits to the environment through product and service
selection, and to ensure safe and healthy workplaces, where human and civil rights are
respected.
2.2 Each vendor is expected to: (a) complete the form attached as Appendix 2 and attach it
to its quotation; and (b) adhere to the supplier performance standards set forth in the
Supplier Code of Conduct. In addition, the Ethical Purchasing Policy shall be referred to
in the evaluation of quotations, to the extent applicable.
2.3 Vendors are to provide environmentally sensitive products or services wherever
possible. Where there is a requirement that a vendor supply materials, and where such
materials may cause adverse environmental effects, the vendor should indicate the
nature of the hazard(s) in its quotations. Furthermore, each vendor is asked to advise
the City of any known alternatives or substitutes for such materials that would mitigate
such adverse effects.
3.0 INQUIRIES
3.1 It is the responsibility of each vendor to satisfy itself as to the requirements set out in this
RFQ. Inquiries are to be addressed only to the contact person named on the cover page
of this RFQ no later than five (5) business days prior to Closing Time. If required, an
addendum will be issued to all vendors.
3.2 Any communication to City staff other than the contact person regarding the content of
this RFQ may lead to disqualification of the vendor from this RFQ process, at the City’s
sole discretion.
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September 12, 2019
Page 1
REQUEST FOR QUOTATIONS NO. PS20191097
PROVISION OF CITY-WIDE VALUES SURVEY
INSTRUCTIONS TO VENDORS
4.0 PRICING
4.1 Prices quoted are to be inclusive of provincial sales tax payable by the City under the
Provincial Sales Tax Act (“PST”), but exclusive of any tax calculated upon such prices
under the federal Excise Tax Act (“GST”), where applicable, except where expressly
requested to the contrary.
4.2 Each vendor should indicate any time limitation on its pricing. The City expects that, if it
purchases goods or services as a result of responses to this RFQ, it will do so between
approximately September and December of 2019; therefore, each vendor should
indicate whether or not its pricing will remain in effect throughout that period.
4.3 Prices are to include all taxes (excluding GST and PST, except where expressly
requested to be included), fees, charges, overhead, profit and other expenses or costs
of any kind whatsoever necessary for or incidental to the supply and delivery of the
specified item.
4.4 Prices are to be quoted in Canadian currency.
5.0 ADDRESS(ES) FOR DELIVERIES OR WORK – INTENTIONALLY OMITTED
6.0 DELIVERY TIMES OR WORK SCHEDULES – INTENTIONALLY OMITTED
7.0 QUANTITIES – INTENTIONALLY OMITTED
8.0 TERMS OF PAYMENT
8.1 The City’s standard payment terms are “net thirty (30) days” after receipt and approval of
an invoice. The City’s proposed payment terms are as indicated in the form of
agreement attached as Appendix 3.
8.2 Vendors should indicate whether they can accept payment by EFT (electronic funds
transfer).
9.0 CONTRACTING
9.1 The City currently expects that the result of this RFQ will be that it will contact a a
successful vendor to propose the entry into a contractin the form of Appendix 3.
9.2 The City may elect not to buy anything or enter into any contract as a result of this RFQ.
The City may elect to enter into a contract or place an order resulting from this RFQ with
one vendor or more than one vendor. The City is not obligated to enter into an exclusive
arrangement with any vendor or to purchase any quantity of goods or services.
9.3 Where the head office of a successful vendor is located within the City of Vancouver
and/or where a successful vendor is required to perform services at a site located within
the City of Vancouver, the successful vendor is required to have a valid City of
Vancouver business license (or, if available, a Metro West Inter-municipal Business
License).
10.0 ALTERNATIVES / DEVIATIONS
10.1 If a vendor offers goods or services that do not meet all of the requirements of Appendix
1 instead of, or as an alternative to, goods or services meeting all of such requirements,
the deviations or alternatives should be indicated in the vendor’s quotation. The City
may elect to consider and/or accept an offer of goods or services that deviate from those
stated in Appendix 1, or the City may decide not to consider them, and may set aside the
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September 12, 2019
Page 2
REQUEST FOR QUOTATIONS NO. PS20191097
PROVISION OF CITY-WIDE VALUES SURVEY
INSTRUCTIONS TO VENDORS
11.0
11.1
11.2
11.3
11.4
12.0
12.1
13.0
13.1
relevant vendor’s quotation if it does not also offer goods or services meeting all of the
requirements of Appendix 1.
EVALUATION CRITERIA
Quotations will be evaluated to determine which are likely to offer the overall best value
to the City. The City expects to place the greatest emphasis on price; however, the City
may take into account other factors affecting value, including those concerning quality,
service or sustainability, or vendors’ past work, reputations or experience. Therefore,
the City may accept a quotation other than the lowest quotation.
The City may elect to not accept any quotation, and may terminate or amend this RFQ at
anytime.
The City may discuss or negotiate variations from the scope of the RFQ or changes to
the scope of supply to be offered by a vendor or the pricing therefor, with any one or
more of the vendors responding to the RFQ without having any duty or obligation to
advise other vendors or to allow other vendors to vary their quotations as a result of
such discussions or negotiations.
The City may elect to short-list Vendors and evaluate Quotations in stages. Short-listed
Vendors may be asked to provide additional information or details for clarification, including
by attending interviews, making presentations, supplying samples, performing demonstrations,
furnishing technical data or proposing amendments to the Form of Agreement. The City will be
at liberty to negotiate in parallel with one or more short-listed Vendors, or in sequence, or in
any combination, and may at any time terminate any or all negotiations.
NO CLAIMS AGAINST THE CITY
In submitting a quotation, the vendor acknowledges and agrees that:
(a) this RFQ is in no way whatsoever an offer to enter into a supply agreement or an
agreement imposing any duty of fairness on the City;
(b) submission of a quotation does not in any way whatsoever create any obligation
on the part of the City to treat the vendor’s or any other vendor’s quotation in any
particular manner or undertake this RFQ process in any particular manner
(except as expressly stated in Section 12.1(c);
(c) subject to the applicable provisions of the Freedom of Information and Protection
of Privacy Act (British Columbia) and the City’s right to publicly disclose
information about or from any quotation, including without limitation names and
prices, in the course of publicly reporting to the Vancouver City Council about the
RFQ, the City will treat each quotation (and the City’s evaluation of it), in
confidence in substantially the same manner as it treats its own confidential
material and information; and
(d) the City will not be responsible for any costs, expenses, losses, damages
(including damages for loss of anticipated profit) or liabilities incurred or alleged
to be incurred by the vendor in relation to its submission of a quotation, except
under the preceding Section 12.1(c).
CONFLICTS/COLLUSION/LOBBYING
Each vendor must disclose whether any officer, director, shareholder, partner, employee
or contractor of the vendor or of any of its proposed subcontractors, or any other person
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September 12, 2019
Page 3

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