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Request for Quotes
Community Cultural Centre
LED Lighting Retrofit Upgrade
City of Brooks
”Alberta’s Centennial City™”
February 27, 2017
201- 1st Ave West Phone: (403) 362-3333
Box 879 Fax: (403) 362-4787
T1R 1B7 Website: www.brooks.ca
THE CITY OF BROOKS
The City of Brooks
This Request for Quotes contains confidential information, which is proprietary to the City of Brooks. This information is provided for the sole purpose of permitting the recipient to evaluate the City of Brooks requirements for a LED Lighting Retrofit Upgrade for the City building known as the Community Cultural Centre. In consideration of the receipt of this document, the recipient agrees to maintain the information contained in this Request for Quotes in confidence and not reproduce or otherwise disclose this information to any person outside the group directly responsible for the evaluation of its contents.
All references, throughout this document, to the following terms have the meanings set out below:
City Means the City of Brooks, Alberta
Quotes Refers to the written submission by an interested respondent in response to this Request for Quotes
Respondent Refers to any party submitting a quote in response to this Request for Quotes
The City of Brooks is a thriving community located in the heart of the County of Newell and the Lake Newell Region. The Community Cultural Centre is a unique tenant leased building that is owned by the City of Brooks.
The City’s administration is located in the City office located at 201 First Avenue West, in the City of Brooks.
As part of its obligation to the public, the City will be accepting quotes to provide a LED Lighting Retrofit Upgrade for the Community Cultural Centre. The purpose of this Quote is to obtain the most suitable company to provide these services in the most cost effective manner.
REQUEST FOR QUOTES
The City of Brooks
You are invited to submit a Quote to provide LED Lighting Retrofit Upgrade for the City of Brooks.
The City of Brooks is accepting quotes for the replacement of existing Interior and Exterior Lighting with high efficient LED lights as per Schedule A. Please note that the Request for Quotes is for supply or installation and possibly both. As indicated in the energy assessment, we will be performing LED tube swap for the existing T-8 electronic ballast fixtures and a fixture upgrade for the T-12’s and HID fixtures. The exact number of T-8 vs T-12 fixtures are not verified but estimated as closely as possible. Each quote will be evaluated based on the specifications, price and best application. The City also reserves the right to accept or reject any submission and vendors must clearly demonstrate that their product has the capacity to provide the best use for the application. It is required that the vendor complete a site inspection to clearly understand the scope of work, prior to the submission of the RFQ.
Vendors must be able to clearly demonstrate that they have the capacity to supply, install and maintain all products. The City will select a qualified contractor based on the responses to the Request for Quotation. The agreement will be awarded to the company judged to provide the best value for the City, based on the information provided. The City will evaluate award based on costs for quotes for supply, install, or both supply and install.
Interested suppliers are required to submit prices marked LED Lighting Retrofit Upgrade. For further information and to set up your site visit, please contact:
Supervisor of Facilities Services
Late, faxed, emailed or incomplete price submissions will not be accepted.
Please provide any certifications or related experience that you have as relates to electrical services.
2. Cost & Delivery
(1) Please provide a total cost of materials, as well as supplies that will be needed to complete the tasks outlined.
(2) Please provide an hourly cost, taking into account labour, for any services that may be requested over and above what is outlined in the contract attached to and forming part of this document.
(3) Please provide a timeline for installation taking into account hours of operation of patrons and businesses in the building. Typical use of this facility is seven days a week throughout the operational seasons.
At least 2 (two) references indicating the name of the contact person, phone number and position within the organization must be submitted with the quote.
The City reserves the right to accept or reject any or all Quotes and to waive irregularities and informalities at its discretion. The City reserves the right to accept a Quote other than the lowest Quote without stating reasons. By the act of submitting its Quote, the Respondent waives any right to contest in any legal proceeding or action the right of the City to award the services to whomever it chooses in its sole and unfettered discretion, and for whatever reasons the City deems appropriate. Without limiting the generality of the forgoing, the City may consider any other factor besides price and capability to perform the services that it deems in its sole discretion to be relevant to its decision. In the event that none of the Quotes are satisfactory to the City, the City reserves the right to re-advertise. Should the City exercise its right to re-advertise; any party submitting a Quote may leave its Quote as is or submit a new Quote. The City also reserves the right to waive formality, informality or technicality in any Quote.
1. Submission of Quotes
SEALED QUOTES WILL BE RECEIVED UP TO 4 P.M. on MARCH 24, 2017 AT THE MAIN ENTRANCE OF THE CITY OF BROOKS OFFICE, 201 FIRST AVENUE WEST, BROOKS, ALBERTA. ALL QUOTES SHALL BE ADDRESSED TO THE ATTENTION OF KELLY ATTWELL, SUPERVISOR OF FACILITY SERVICES.
Late Quotes regrettably will not be accepted.
Please provide THREE (3) copies of your Quote.
2. Key Dates Affecting Your Submission
A mandatory site visit has been scheduled for March 14, 2017 at 9:45 to 10:45 am. At 327 – 3 Street West to familiarize you with the areas of the Community Cultural Centre.
No Quote received after the Quote Submission date of 4 pm. on MARCH 24, 2017 shall require any commitment by the City for any review, evaluation, selection, announcement or contract finalization.
The City reserves the right to accept or reject any or all Quotes and to waive irregularities and informalities at its discretion. The City reserves the right to accept a Quote other than the lowest Quote without stating reasons. By the act of submitting its Quote, the Respondent waives any right to contest in any legal proceeding or action the right of the City to award the services to whomever it chooses in its sole and unfettered discretion, and for whatever reasons the City deems appropriate. Without limiting the generality of the forgoing, the City may consider any other factor besides price and capability to perform the services that it deems in its sole discretion to be relevant to its decision including but not limited to the following:
All Quotes shall be and remain irrevocable unless withdrawn prior to the designated closing time.
Late Quotes will be rejected.
The Respondent must be prepared to include all oral or written representations that are made prior to the final agreement including the entire response to this Call for Quote, or parts thereof.
No fees or other payments will be made to Respondents for any cost incurred in the preparation and submission of Quotes, or for participation in the Call for Quotes process.
The City of Brooks may, at its discretion, select any one Quote or reject all Quotes, and in so doing develop additional evaluation criteria. In selecting any Quote, the City is not obligated to select the one with the lowest price.
No adjustments to submitted Quotes will be allowed. Respondents may withdraw their Quote prior to the closing date and time for the submission for Quotes. After the closing date and time, the Quote is binding on the Respondent.
Incomplete Quotes will not be entertained.
Questions regarding the Call for Quote should be directed to:
The City reserves the right to make any or all questions and answers available to all other Respondents at its discretion.
The City will respond to requests for clarification as soon, as is reasonably possible. The City will respond in writing or orally as deemed appropriate in the circumstances. Generally, only substantial questions and answers of a clarification nature will be distributed.
No oral response or clarification will be binding on the City.
All Quotes will be evaluated for completeness and suitability for the requirements. Respondents will be contacted, if necessary, to clarify any major items in question. Further discussions will be required during the Quote evaluation stage. Based on the analysis of the Quotes, a ranking of Respondents will be established and a “preferred respondent” will be selected.
Schedule A Can be Found in Related Documents