2039 RFP Document

Request for Proposal No.
2039
Boiler Inspection, Maintenance and Repair Services
Date Issued: October 30, 2017
Closing Date and Time:

Proposals must be received prior to:
November 20, 2017; 3:00 pm (15:00 hrs) Pacific Time
Closing Location:
Purchasing Department
2020 Labieux Road
Nanaimo, BC V9T 6J9
Questions and Inquiries are to be sent to:

Debbie Bezenar, SCMP, CPSM; Buyer
purchasinginfo@nanaimo.ca
Late Submissions will not be considered.
And
Submissions will not be opened publically.

Boiler Inspection, Maintenance & Repair Services
REQUEST FOR PROPOSAL 2039
TABLE OF CONTENTS
Section 1.0 Overview ..............................................................................................................................................4
1.1 Project Overview..........................................................................................................................................4
1.2 Intended Term of Agreement ......................................................................................................................4
1.3 Intention of Award .......................................................................................................................................4
1.4 No Exclusivity ...............................................................................................................................................4
Section 2.0 Definitions ............................................................................................................................................5
Section 3.0 Instructions to Proponents ..................................................................................................................6
3.1 RFP Closing Date and Submission Instructions ............................................................................................6
3.2 RFP Schedule ................................................................................................................................................6
3.3 Inquiries and Clarifications...........................................................................................................................7
3.4 Addenda / Addendum..................................................................................................................................7
3.5 Withdrawal of Proposals..............................................................................................................................7
3.7 No Claims .....................................................................................................................................................7
3.8 Gifts and Donations .....................................................................................................................................7
3.9 Examination of RFP Proposal Documents and Facilities ..............................................................................8
3.10 Debriefing.....................................................................................................................................................8
Section 4.0 General Terms and Conditions.............................................................................................................9
4.1 Acceptance of Terms ...................................................................................................................................9
4.2 The City Reserve Rights ................................................................................................................................9
4.3 Proposed Form of Agreement Documents ..................................................................................................9
4.4 Request for Price Adjustment ......................................................................................................................9
4.5 Indemnity .................................................................................................................................................. 10
4.6 Freedom of Information and Privacy Protection Act (FOIPPA)................................................................. 10
4.7 Ownership of Proposals ............................................................................................................................ 10
4.8 Working Language .................................................................................................................................... 10
4.9 Not a Binding Agreement.......................................................................................................................... 10
4.10 Insurance Requirements ........................................................................................................................... 11
4.11 WorkSafe BC ............................................................................................................................................. 11
4.12 Business License ........................................................................................................................................ 11
4.13 Licenses and Permits................................................................................................................................. 12
4.14 Laws of British Columbia ........................................................................................................................... 12
4.15 Fuel Consumption Data Reporting ............................................................................................................ 12
4.17 Damage and Defects ................................................................................................................................. 12
4.18 Termination of Agreement ....................................................................................................................... 13
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4.19 Cancellation .............................................................................................................................................. 13

4.20 Force Majeure ........................................................................................................................................... 13
4.21 Dispute Resolution .................................................................................................................................... 13
4.22 Minimum Rate of Pay ............................................................................................................................... 14
4.23 Freedom of Information ........................................................................................................................... 14
4.24 Confidentiality ........................................................................................................................................... 14
4.25 Litigation Clause ........................................................................................................................................ 15
4.26 Proponent Expenses ................................................................................................................................. 15
4.27 Liability for Errors...................................................................................................................................... 15
4.28 Amendment to Agreement Documents ................................................................................................... 15
4.29 Changes to RFP Document ........................................................................................................................ 15
4.30 Changes to the Proposal Wording and Content ....................................................................................... 15
4.31 Acceptance and Rejection of Proposals .................................................................................................... 16
4.32 Time is of the Essence ............................................................................................................................... 16
Section 5.0 Proposal Submission and Evaluation ................................................................................................ 17
5.1 Proposal Eligibility ..................................................................................................................................... 17
5.2 Evaluation Criteria..................................................................................................................................... 17
5.3 Proposal Content ...................................................................................................................................... 17
5.3.1 Company Profile and Experience ...................................................................................................... 17
5.3.2 Proposed Service and Warranty: ...................................................................................................... 17
5.3.3 Proposed Rates ................................................................................................................................. 18
5.3.4 Sustainable Practices ........................................................................................................................ 18
5.4 Evaluation of Proposals............................................................................................................................. 18
5.5 Conflict of Interest .................................................................................................................................... 19
5.6 Solicitation of Council Members and City Staff ........................................................................................ 19
Section 6.0 Scope of Service Requirements ........................................................................................................ 20
Bid Form - Submission Checklist ........................................................................................................................... 31
Schedule A - Proposed Rates ................................................................................................................................ 32
Schedule B - Prime Contractor Agreement ........................................................................................................... 34
Appendix A - Proponents Information Form ........................................................................................................ 37
Appendix B - Fuel Reporting Consumption Worksheet - Sample ......................................................................... 38
Appendix C - Prime Contractor General Information Form .................................................................................. 39
Appendix D - Prime Contractor Preconstruction Meeting Form .......................................................................... 42
Appendix E - Minimum Rate of Pay ...................................................................................................................... 46
Appendix F - Vendor Performance Evaluation -Sample........................................................................................ 49
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Section 1.0 Overview

1.1 Project Overview
The City invites Proposals from Contractors qualified to work on boiler systems. The contract
requirement is to provide annual inspection, maintenance and repair services to boilers in various City
facilities, as identified in Section 6.0 - Scope of Work.
1.2 Intended Term of Agreement
For the purpose of this Agreement if awarded, the first term of the Agreement will be for three (3) years
from date of award. This may be extended for an additional two (2) more one (1) year terms subject to
satisfactory performance reviews, and if mutually agreeable. The Appendix F - Vendor Performance
Evaluation sample form is attached here for information.
Firm pricing is required for the initial three (3) year term.
After the initial three (3) year term any request for a price adjustment, must be submitted to the
City’s designate in writing a minimum of ninety (90) calendar days prior to the commencement of
the optional year. The City will then review the submission and will at its sole discretion either
accept, negotiate, or reject and re-bid the requirements. The City shall not incur any liability, should it
choose not to exercise its exclusive option to extend the Agreement.
1.3 Intention of Award
It is the intention of the City to award to one Proponent; however, the City will award in the best interest
of the City and at its sole discretion to one or more than one Proponent.
1.4 No Exclusivity
Should the Successful Proponent fail to meet the contractual obligations as follows:
x Unable to provide the required service either as listed in this RFP or as modified from time to time;
or
x Unable to deliver the required goods at the required time and location.
The City shall, in its sole discretion, reserve the right to source and purchase the service and or goods
from other suppliers to meet operation requirements.
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Section 2.0 Definitions

The following definitions apply to the interpretation of the Bid Document:
a) “ADDENDUM / ADDENDA” means a change, or addition, or correction significant enough to be
formally made to this RFP. Addendums are posted on the City and BC Bid websites.
b) “AGREEMENT” means a legal document and any attachments that bind the City and all other
parties subject to the provisions of the document(s).
c) “BUSINESS DAY” means any day from Monday to Friday inclusive, excluding statutory or civic
holidays observed in British Columbia.
d) “CITY” means the City of Nanaimo.
e) “CLOSING DATE AND TIME” means the deadline for the submission of Proposals as set out herein.
f) “CLOSING LOCATION” means the location that all bids for this RFP will be accepted at.
g) “CONTRACTOR” means the Successful Proponent who enters into an Agreement with the City
for the goods and services requested herein.
h) “MANDATORY REQUIREMENTS” means those requirements described herein, which shall be
fully satisfied in order for any Proposal to be considered by the City as a qualified Proposal.
i) “MAY” used in this document denotes permissive.
j) “PROPONENT” means the Person, Company or Corporation providing a response to this RFP.
k) “REQUEST FOR PROPOSAL” (RFP) means the document issued by the City used to solicit
submissions to provide goods, services or construction for the City.
l) “SHALL” or “WILL” or “MUST” used in this document denotes imperative.
m) “SUB-CONTRACTOR” means a legal entity approved by the City that may undertake the execution
of a part of the Work pursuant to an Agreement with the Proponent, and may include both
“brokers” and “Sub-contractors”.
n) “SUBMISSION” or “PROPOSAL” means the information submitted by a Proponent in response to
this RFP.
o) “SUCCESSFUL PROPONENT” means a Proponent who the City may award the agreement to, as a
result of this RFP document.
p) “WORK” means the total goods and or services required by the RFP.
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Section 3.0 Instructions to Proponents

3.1 RFP Closing Date and Submission Instructions
It is the sole responsibility of the Proponent to submit their Proposal to the Purchasing Department prior
on or before November 20, 2017, at or before 3:00 p.m. (15:00 hrs), Pacific Time the Closing Date & Time.
The Proposals may be delivered by one (1) of the following two (2) methods:
a. By hand/courier delivery: Proponents should submit one (1) original hard copy and one (1)
electronic version in MS Word/PDF format submitted on an external flash drive. The Proposal should
be enclosed and sealed in an envelope/package clearly marked: “RFP 2039 Boiler Inspection,
Maintenance and Repair Services; attention: Debbie Bezenar” and delivered and addressed to the
Purchasing Department, City of Nanaimo, 2020 Labieux Road, Nanaimo, BC V9T 6J9.
b. By email: At the only acceptable electronic address: purchasinginfo@nanaimo.ca. The subject line
should read; “RFP 2039 Boiler Inspection, Maintenance and Repair Services”
Note: the maximum file size limit is 8MB, or less.
Late Proposals or Proposals received by facsimile will not be considered. In addition, Proposals delivered
to an incorrect location 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 time clock in the Purchasing Department Office is the official timepiece for the receipt of all Proposals
delivered by hand/courier.
Electronically submitted Proposals will be deemed to be successfully received when the time as posted
on the email is at or before the Closing Date and Time. 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,
and alike.
3.2 RFP Schedule
Task Date
Issue Date of RFP October 30, 2017
Question Deadline November 9, 2017
Answer Posting Date November 10, 2017
Closing Date and Time November 20, 2017 @ 3:00 p.m.
Note: Although every attempt will be made to meet all dates, the City reserves the right to modify any
or all dates at its sole discretion at any time.
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3.3 Inquiries and Clarifications

All inquiries regarding this RFP are to be directed in writing or by email to the following person(s):
Debbie Bezenar, Buyer; purchasinginfo@nanaimo.ca
Information obtained from any other source is not official and no verbal communication will modify the
terms of this RFP.
Proponents are required to check the City’s and BC Bid’s websites for all information and Addenda issued
up the Closing Date and Time at the following websites:
www.nanaimo.ca or http://www.bcbid.gov.bc.ca/
3.4 Addenda / Addendum
If the City determines that an Addendum is necessary, an Addendum will be posted on the City’s and on
BC Bid’s websites, and shall become part in parcel part of the RFP Document(s). Upon submitting a
Proposal, Proponents are required to acknowledge each of the Addenda on the Proponent’s Information
Form contained herein and will become part of the submission.
It is the responsibility of the Proponent to ensure that it has retrieved any and/or all
Addenda/Addendum issued prior to the Closing Date and Time.
3.5 Withdrawal of Proposals
The Proponent may withdraw their Proposal at any time prior to the Proposal Closing Date and Time by
submitting a written withdrawal letter to the Purchasing Department via email:
purchasinginfo@nanaimo.ca, Attention: Debbie Bezenar, Buyer.
3.7 No Claims
The City and its representatives, agents, consultants and advisors will not be liable to any Proponent for
any claims. Whether for costs, expenses, losses or damages, or loss of anticipated profits, or for any other
matter whatsoever, incurred by the Proponent in preparing and submitting a Proposal, or participating
in negotiations for an Agreement, or other activity related to or arising out of this RFP.
3.8 Gifts and Donations
The Successful Proponent will ensure that no representative of the Successful Proponent will offer or
extend any entertainment, gift, gratuity, discount, or special service, regardless of value, to any employee
of the City. The Successful Proponent will report any attempt by any employee of The City to obtain such
favours to the City of Nanaimo’s Chief Administrative Officer.
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3.9 Examination of RFP Proposal Documents and Facilities

It is each Proponent is responsible to carefully examine the RFP Document(s). The Proponent may not
claim, after the submission of a Proposal, that there was any misunderstanding with respect to the
Services or Work and conditions imposed by the City.
There will be no opportunity to make any additional claim for compensation or invoice for additional
charges that were not considered and included in the Proposal Fee submitted, unless the City, at its sole
discretion, deems that it would be unreasonable to do so, or there are additional Work requirements due
to unforeseen circumstances and as approved by the City.
3.10 Debriefing
Proponents may request a debriefing, which may be made available at the City’s convenience and must
be made within fifteen (15) calendar days of notification of award. The intent of the debriefing is to aid
the Proponent in presenting a stronger Proposal in subsequent procurement opportunities. Any
debriefing provided is not for the purpose of providing an opportunity to challenge the procurement
process. The City will provide a debriefing upon request, after an Agreement award has been completed.
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Section 4.0 General Terms and Conditions

4.1 Acceptance of Terms
All the terms and conditions of this RFP are assumed to be accepted by the Proponent and incorporated
in its Proposal, except those revisions that are proposed or requested in the Proposal and accepted by
the City.
4.2 The City Reserve Rights
The City reserves the right to:
a. Waive any irregularity or insufficiency in any Proposal;
b. Accept the Proposal which is deemed most favourable to the interest of the City;
c. Accept any Proposal in whole or in part;
d. Seek Proposal clarification with the Proponents to assist in evaluating;
e. Negotiate with the selected Proponent;
f. Approve substitutions for the Goods or personnel for the Work;
g. Use any and all ideas presented in any Proposal whether amended or not, and selection or
rejection of the proposal does not affect this right;
h. Reject any or all proposals;
i. Contact references other than, and/or in addition to, those furnished by the Proponent;
j. Modify the terms of the RFP at any time in its sole discretion up to the Closing Date and Time;
k. Internally publish the names of Proponents and any summary cost information deemed
appropriate by the City; and
l. To request clarification from one or more that on Proponent with regard to pricing that is
obviously unbalanced.
4.3 Proposed Form of Agreement Documents
The City’s preferred form of Agreement documents will consist of the following:
a. The RFP document and all amendments and attachments;
b. The Proponent’s Submission;
c. The Proponent’s City of Nanaimo Business License;
d. Certificate of Insurance;
e. WorkSafe BC Clearance Letter;
f. Any required licensing or certification required to perform the Work;
g. The City’s official purchase order(s); and
h. Those parts not referenced above but maybe required and agreed upon by both Parties.
The City is not obligated to any Proponent in any manner until a Purchase Order has been issued and
signed by the City designate.
4.4 Request for Price Adjustment
A request for a price adjustment, must be submitted to the City in writing a minimum of ninety (90)
calendar days prior to the commencement of the optional year. The City will then review the
submission and will at its sole discretion either accept, negotiate, or reject and re-bid the requirements.
The City shall not incur any liability, should it choose not to exercise the option to extend.
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4.5 Indemnity
The Successful Proponent agrees to indemnify, defend and save harmless the City, including and without
limitation, to its Council Members, agents, servants and employees. This will be from and against all suits,
claims, demands, losses, damages, expenses and costs made against or incurred, suffered or sustained
by the City at any time or times (either before or after the expiration or termination of this Agreement).
Where the same or any of them are based upon or arise out of or from anything done or omitted to be
done by the Successful Proponent or by any servant, employee, officers, director or Sub-contractor, the
Successful Proponent pursuant to the Agreement excepting always liability out of the independent acts
of the City.
4.6 Freedom of Information and Privacy Protection Act (FOIPPA)
The contents of the Proposal are subject to the Freedom of Information and Privacy Protection Act
(FOIPPA). The Proponent should note within its Proposal whether it considers any part of the Proposal as
proprietary or trade secret. The City attempts to keep, to the best of its ability, proprietary or trade secret
material confidential, only to the extent permitted by law. Notwithstanding the foregoing, the City has
the sole discretion in determining whether any part(s) of Proponent Proposals contain information that
is exempt from FOIPPA legislation.
4.7 Ownership of Proposals
All Proposals submitted, other than any Proposal withdrawn prior to the Closing Date and Time of
Proposals or any late Proposals, become the property of the City and will not be returned to Proponents.
4.8 Working Language
The working language of the City is English and all Proposals must be submitted in English.
4.9 Not a Binding Agreement
Issuance of this RFP, the Proponent’s preparation of a Proposal, and the subsequent receipt and
evaluation of the Proposal by the City does not obligate the City in any manner whatsoever, including
awarding an Agreement to any Proponent. Only the full execution and delivery of the final Agreement
Documents between all parties will obligate the City in accordance with the Agreement terms and
conditions.
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4.10 Insurance Requirements

The Successful Proponent must, without limiting the Proponent’s obligations or liabilities and at the
Proponent’s own expense, purchase and maintain throughout the Contract term the following insurances
with insurers licensed in Canada in forms and amounts acceptable to the
City of Nanaimo, and additionally shall require such insurance to be purchased and maintained by all Sub-
Contractors engaged in connection with the Contract.
a) Comprehensive General Liability Insurance in an amount not less than $5,000,000 with a
provision naming the City as an additional insured and a Cross Liability clause.
b) Motor Vehicle Insurance, including Bodily Injury and Property Damage in an amount no less
than $2,000,000 per accident with the Insurance Corporation of British Columbia on any
licensed motor vehicles of any kind to be used to carry out the Work.
c) A provision requiring the Insurer to give the City a minimum of fifteen (15) days’ notice of
cancellation or lapsing or any material change in the insurance policy.
The Successful Proponent must provide to the City, prior to the commencement of the Services, a
certificate of insurance or other evidence that satisfied the City that the required insurance has been
acquired and is in force.
The Successful Proponent is responsible for any deductible amounts under the policies. The cost of the
required insurance by this RFP shall be included in the Proponent’s fees.
4.11 WorkSafe BC
The Contractor and any approved Sub-Contractors must be registered in good standing with WorkSafe
BC, in which case WorkSafe BC coverage must be maintained for the duration of the Agreement. The
Contractor agrees and shall:
a. Provide at its own expense the necessary WorkSafe BC compensation coverage for all its
employees and partners employed or engaged in the execution of the Work;
b. Remain current with all assessment reporting and payments due there under and shall comply in
every respect with the requirement of the WorkSafe BC Act and Regulations; and
c. Be solely responsible for to ensure that if being utilized that all Sub-Contractors have proper
WorkSafe BC coverage.
The Contractor will ensure compliance with and conform to all health and safety laws, by-laws or
regulations of the Province of British Columbia, including without limitation the Workers Compensation
Act and Regulations pursuant thereto.
The Contractor understands and undertakes to comply with the entire Workers' Compensation Board
Occupational Health and Safety Regulations for hazardous materials and substances, and in particular
with the "Workplace Hazardous Materials Information System (WHMIS)" Regulations. All "Safety Data
Sheets (SDS)" will be shipped along with the Goods and any future SDS updates will be forwarded.
4.12 Business License
At its own expense, the Successful Proponent shall obtain and maintain a current City of Nanaimo or
Page 11 of 52
Inter-Community Business License for the duration of the Agreement term.

4.13 Licenses and Permits
The Successful Proponent will provide and pay for any additional licenses and permits required to carry
out the work.
4.14 Laws of British Columbia
Any Agreement resulting from this RFP will be governed by and will be construed and interpreted in
accordance with the laws of the Province of British Columbia.
4.15 Fuel Consumption Data Reporting
The City is required to track and report on contracted emissions derived from fossil fuel consumption
used to operate vehicles, equipment and machinery. These include (but are not limited to) gasoline,
diesel, propane, and bio-fossil fuel blends.
The Contractor shall communicate the quantity of fuel used to operate vehicles, equipment, and
machinery as part of the delivery of these goods and or services as described in this RFP on an annual
basis. Fuel consumption associated with the provision of the delivery of these goods and or services must
be provided to the City within thirty-one (31) days of the calendar year ending December 31 annually.
Data provided should be completed as outlined on the Contractor Fuel Reporting Consumption
Worksheet Appendix B.
The City’s contact person; for any questions, and to send this report to is as follows:
Michelle Loree email: michelle.loree@nanaimo.ca (preferred form of communication)
Phone: 250-754-4251
4.17 Damage and Defects
The Successful Proponent shall use due care so that no persons are injured, or no property damaged or
lost in providing the Work. The Successful Proponent shall be solely responsible for all loss, damages,
costs and expenses in respect of any injury to persons, damage of property, or infringement of the rights
of others incurred in the performance of the Work or caused in any other manner whatsoever by the
Successful Proponent or its employees. The Successful Proponent shall rectify any loss or damage for
which, in the opinion of the City, the Successful Proponent is responsible, at no charge to the City and to
the satisfaction of the City.
Alternatively, the City may repair the loss or damage and the Successful Proponent shall pay to the City
the costs of repairing the loss or damage upon demand from the City. Where, in the opinion of the City,
it is not practical or evaluation to repair the loss or damage, the City may estimate the cost of the loss or
damage and deduct such estimated amount from the amount owing to the Successful Proponent.
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4.18 Termination of Agreement

The City reserves the right, at its sole discretion, to terminate the Agreement, in whole or in part, if the
Successful Proponent receives three (3) written notices for any one or more of the following reasons:
Failure to deliver the promised Services at the required time and location; or
Failure to provide qualified personnel to perform the Services; or
Failure to provide satisfactory Work; or
Fails to meet the City’s standard of expected and agreed level of Services and performance; or
Performing unsafe acts while on City property that could pose a threat to the safety of the City
Staff or Public:
Safety infractions; or
Places unknown Personnel, Sub-contractor or assignment of the Services to others; or
Is found to be in default or arrears standing at WorkSafe BC; or
Fails to provide the necessary insurance or let the required insurance lapse; expired insurance
(CGL or Auto); or
Expired business license; or
Any other reason considered appropriate, at the sole discretion of the City.
Upon termination of the Agreement, the City will be under no further obligation to the Successful
Proponent, except to pay to any outstanding amounts that the Successful Proponent may be entitled to
receive up to the date of termination. Such termination will not result in any penalty to the City.
4.19 Cancellation
The Agreement may be cancelled by either party for any reason without cause or penalty upon ninety
(90) calendar day’s written notice.
4.20 Force Majeure
Neither party will be liable for any failure or delay to perform that party's obligations resulting from
any cause beyond that party's reasonable control. This will include but not be limited to fires, explosions,
floods, strikes, Work stoppages or slowdowns or other industrial disputes, accidents, riots or civil
disturbances, acts of civil or military authorities,
4.21 Dispute Resolution
The parties will make reasonable efforts to resolve any dispute, claim, or controversy that may arise;
using the dispute resolution procedures set out in this section or otherwise agreed on.
a. Negotiation: The parties will make reasonable efforts to resolve any Disputes by amicable
negotiations and will provide frank, candid and timely disclosure of all relevant facts, information
and documents to facilitate negotiations.
b. Mediation: If all or any portion of a Dispute cannot be resolved by good faith negotiations within
(30) days, either party may by notice to the other party refer the matter to mediation. Within (7)
days of delivery of the notice, the parties will mutually appoint a mediator. If the parties fail to
agree on the appointment of the mediator, then either party may apply to the British Columbia
International Commercial Arbitration Centre for appointment of a mediator. The parties will
continue to negotiate in good faith to resolve the Dispute with the assistance of the mediator. The
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place of mediation will be Nanaimo, British Columbia. Each party will equally bear the costs of the
mediator and other out-of-pocket costs, and each party will bear its own costs of participating in
the mediation.
c. Litigation: If within (90) days of the request for mediation the Dispute is not settled, or if the
mediator advises that there is no reasonable possibility of the parties reaching a negotiated
resolution, then either party may without further notice commence litigation.
4.22 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
This agreement 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 Canadian Union of Public Employees, Local
401.”
In the event the City has concerns that a Contractor is in violation of Article 31, the following shall apply:
a. The City shall immediately inform the Contractor of its concerns and require the Contractor to
comply.
b. The City shall follow up Contract and if violation still exists within thirty (30) days provide
written request for compliance.
c. If violation continues, the City shall provide second request within a further thirty (30) days
and demand compliance or Contract forfeiture may occur.
d. If violation continues, the City shall provide final request within a further thirty (30) days and
may give two weeks’ notice for failure to comply with provision of Contract.
e. The City may terminate the Contract and/or withhold funds and/or require the Contractor to
submit appropriate monies to rectify the breach of Contract.
f. If the City does not require forfeiture, such decision must be for bona fide operational or legal
reasons.
g. Notwithstanding the above, the City may proceed to (d) or (e) directly.
As per Appendix E.
4.23 Freedom of Information
All Submissions are subject to the Freedom of Information and Protection of Privacy Act (FIPPA).
In addition, all Proponents agree to hold the City harmless against any claims and any damages for release
of any information and/or records by the City in response to a FIPPA access request.
4.24 Confidentiality
Proponents shall clearly identify any specific information and/or records that it provides in their
Submission that constitute a trade secret, is supplied in confidence; and, the release of which could
significantly harm its competitive position.
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4.25 Litigation Clause

The City may, in its sole 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 affect the Proponent’s ability to work with the City, its consultants or representatives.
In addition, whether the City’s experience with the Proponent indicates that the City is likely to incur
increased staff and legal costs in the administration of this Contract if it is awarded to the Proponent.
4.26 Proponent Expenses
Proponents are solely responsible for their own expenses in preparing and submitting Proposals, and for
any sample requests, meetings, negotiations or discussions with or presentations to the City or its
representatives and consultants, relating to or arising from this RFP.
4.27 Liability for Errors
While the City has taken considerable effort to ensure an accurate representation of information in this
RFP, the information contained is supplied solely as a guideline for Proponent. The information is not
guaranteed or warranted accurate by the City, nor is it necessarily comprehensive or exhaustive. Nothing
in this RFP is intended to relieve the Proponent from forming their opinions and or conclusions with
respect to the Work as described in this RFP.
4.28 Amendment to Agreement Documents
The RFP Documents shall not be amended except as specifically agreed upon in writing and signed by
both the City’s designate and the Successful Proponent.
4.29 Changes to RFP Document
Proponent must not alter any portion of this RFP document, with the exception of adding the information
requested on the Bid Form, Appendix A and Schedule A where necessary. To do so may invalidate the
submission of its Proposal.
4.30 Changes to the Proposal Wording and Content
The Proponent is not allowed the opportunity to change the wording or content of its Proposal after the
Closing and Time, 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 (e.g. minor clarifications).
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4.31 Acceptance and Rejection of Proposals

This RFP does not commit the City, in any way to select any Proponent or accept any Proposal and the
City reserves the right in its sole discretion to postpone or cancel this RFP at any time for any reason
whatsoever and to proceed with the Services in some other manner separate from this RFP process.
Proponents are advised that the lowest or any Proposal may not necessarily be accepted and the City
reserves the right to reject or accept any or all Proposals in whole or in part at any time without further
explanation.
Proponents are cautioned to carefully read and follow the instructions stated herein as the City reserves
the right to disqualify any Proposal that fails to meet any of the requirements of this RFP.
If any Proposal contains a deficiency or fails in some way to comply with any requirement of the RFP,
which in the opinion of the City is not material, the City may waive the defect and accept the Proposal.
The determination of whether or not to disqualify or otherwise remove any Proposal from the evaluation
process will be made in the sole discretion of the City.
4.32 Time is of the Essence
The Contractor acknowledges that time is of the essence with respect to this RFP.
Page 16 of 52
Section 5.0 Proposal Submission and Evaluation

To assist in receiving similar and relevant information, and to ensure your Proposal receives fair
evaluation, the City asks Proponents to provide the following information.
5.1 Proposal Eligibility
In order for Proposals to be eligible, they must:
a) Be received on or before the established Closing Date and Time at the Closing Location specified.
b) Include a copy of the Appendix A – Proposed Rate Sheet, signed by an individual authorized to
do so on behalf of the Proponent.
c) Have provided all information required on page 28 and otherwise described herein.
Proposals not in compliance with the mandatory requirements will not be considered.
5.2 Evaluation Criteria
The following criteria identify the key components on which submissions will be evaluated.
Evaluation Criteria Point Value
Proponent Capability and Qualifications 35
Proposed Service and Warranty 20
Proposed Rates 30
Sustainable Practices 5
TOTAL 90
Optional Interview 10
Proposals submitted should be in enough detail to allow the City to determine the Proponent’s
qualifications and capabilities from the documents received. Every effort should be made to include
complete details of the proposed work.
5.3 Proposal Content
5.3.1 Company Profile and Experience
a. Provide up to three (3) projects of similar or greater magnitude and have been successfully
completed within the past three (3) years. Include a reference for each project including name and
contact information. References may be contacted and their response may be used to form part of
the evaluation score.
b. Also for the prosed team members highlight their qualifications and experience
5.3.2 Proposed Service and Warranty:
a. Describe how the inspection/maintenance schedule for each of the boilers will be managed in
order for the City to track the work that maybe required. This should include a comprehensive
maintenance plan and schedule for each boiler system.
b. Describe how you can ensure a technician is on-site within (4) hours of call out for emergency
services. If unable to meet a (4) hour call out requirement, please explain and clearly state what
your commitment is.
Page 17 of 52
c. Describe how you can ensure a technician is on-site within (24) hours of a service call for non-
emergency services. If unable to meet a (24) hour response for non-emergency service, please
explain and clearly state what your commitment is.
d. Describe how you are able to receive and respond, within (1) hour by telephone, to any
unscheduled and/or emergency service requests 24 hours per day, 7 days per week. If you are
unable to meet this requirement, please explain and clearly state what your commitment is.
e. Describe the warranty your company offers on workmanship, repairs, new parts, equipment, and
any other items that may fall under this category.
5.3.3 Proposed Rates
Where priced proposals are requested, ensure that Appendix A is completed, and include all costs to
complete the scope of work. Any applicable taxes should be shown as a separate line item.
5.3.4 Sustainable Practices
Describe any environmental friendly products and practices you have in regard to the type of services
you would be providing to the City.
5.4 Evaluation of Proposals
Proposals will be evaluated on a category basis as follows:
Stage 1 – Proposal Eligibility
The City will examine all Proposals that meet the eligibility requirements as set out herein.
Stage 2 – Weighted Evaluation
The City will evaluate the eligible Proposals based on the Evaluation Criteria in 5.2 using a weighted
evaluation scoring method. Proposals will be evaluated using a scoring scale of 1-5 with the resulting
score then multiplied by the pre-determined weighted evaluation value for each particular criterion. The
weighted score for each item will be added together to arrive at an aggregate (total) score for the
evaluation and ranking for all Proposals. The City will assign scores at the sole discretion of the City.
Where priced Proposals are required, the following equation will be used to allocate the points. The
lowest proposed price will receive the full value of the allocated points. Each additional Proponent will
receive a percentage of the total possible points by dividing the proposed price into the lowest price. i.e.
lowest proposed price is $10.00 from Proponent A and the allocated points for pricing is 10 points.
Proponent A receives 10 points. Proponent B submits a proposed price of $12.00. Proponent B receives
8 points ($10.00/$12.00*10=8)
Page 18 of 52
Stage 3 – Proposal Clarification

The City may at their sole discretion, invite one or more Proponents for an interview, presentation or
request further clarification to address any questions or clarifications relating to Proposals. Proponents
will be responsible for any costs associated with the preparation for, and attendance at, the interview, to
take place at a specified location within the City. An interview can be by a format selected by the City
(i.e. in-person, phone, conference call, or other.)
The City may conduct credit and reference checks as part of the evaluation process, and may request
additional financial information from any Proponent, at The City’s sole discretion.
Stage 4 – Re-evaluation and Adjusted Scores
The City may, if necessary, re-evaluate and assign adjusted scores to the previously determined scores of
the Proponents invited for an interview based on the new or updated information received.
5.5 Conflict of Interest
Proponents are to include a statement in their Proposal indicating whether or not the firm or any
individuals proposed to work on the contract has a possible conflict of interest, and, if so, the nature of
that conflict. The Municipality reserves the right to cancel the award if any interest disclosed from any
source could either give the appearance of a conflict or cause speculation as to the objectivity of the
project to be developed by the awarded respondent. The Municipality’s determination regarding any
questions of conflict of interest shall be final.
5.6 Solicitation of Council Members and City Staff
Proponents and their agents will not contact any member of the City Council or City Staff with respect to
this RFQ, other than the City Representative named in this document or authorized by Purchasing, at any
time.
Page 19 of 52
Section 6.0 Scope of Service Requirements

6.1.0 General
6.1.1 There are two components of the Contract:
(a) Annual Boiler Inspection and Maintenance
Includes annual inspections in that are usually scheduled in the fall and maintenance on
all boiler equipment listed as listed and in accordance with this Section. The Contractor
will be responsible for maintaining of the boiler equipment to a high standard of
performance.
The required services to be performed under this RFP are the inspection and
maintenance component and shall consist of providing labour, supervision, tools,
materials, equipment, travel charges, truck charges, fuel surcharges, permits, licenses
and all other related costs to complete the Work.
In the event necessary repairs are recognized during the service inspections and
maintenance, and are not covered under the Agreement, the Contractor is expected to
carry out repairs that are required to ensure the boiler will continue to operate as
designed. The limit of these repairs is to be no more than $1,000. Repairs estimated
over $1,000 require prior approval from the Facility Manager or designate before Work
can commence.
The necessary repairs shall be charged at the hourly rate, with parts and materials
charged at the actual cost plus a mark-up as per Schedule A – Proposed Rates. The
Contractor will purchase such parts and materials at the lowest price available
consistent with the required specifications and at the highest quality possible. The City
may, from time-to-time, request copies of paid invoices to verify the Contractor’s costs
on parts and materials.
Time will be billed for actual time worked.
(b) Extra Work as required for Repair Work
Repair Work will be requested on an as and when requested basis to be approved in
advance by the City’s designate on an hourly rate and material cost basis as proposed in
Schedule A - Proposed Rates.
Emergency repairs will be communicated from the City’s designate and will be charged
as indicated on Schedule A – Proposed Rates.
Extra Work as required will be deemed to be inclusive of the contract and will be charged
out at the same Contractor Rates as agreed upon in the Agreement.
6.1.2 The City reserves the right to seek alternative quotes for any large repairs over $25,000.00.
6.1.3 The Contractor will provide a report upon completion of maintenance and inspection on each
piece of equipment and indicate details of work performed condition of equipment and
recommendations for any service required beyond the scope of this RFP. This report shall be
forwarded to the Facility Manager responsible for the Facility. The resulting data will need to
compatible with the CMMS system; the format must be in Excel format.
Page 20 of 52
6.2.0 Location of Equipment

6.2.1 Inventory of boilers under this Agreement includes the following list; all Facilities are located
within City of Nanaimo, British Columbia. The City reserves the right to add/remove locations
or boilers, and at the Proposed Rates and without penalty.
Number
Facility Year Make Model
on Site
Beban Park Pool 2300 Bowen Rd. 1974 Cleaver Brooks CB-100-125 2
Beban House 2300 Bowen Road Burnham Boiler V-18
1
Bowen Park Complex 1997 Weil McLain Gas-Fired Boiler PFG-8-PI
1
500 Bowen Rd.
City Hall 2012 LAARS NeoTherm Modulating NTH150NCN2
1
455 Wallace St. Boiler (installed 2013)
Community Services Bldg. 285 2001 Burnham Boiler 8088-WI
2
Prideaux St. 2003 Burnham Series 8B Gas Boiler 808NEIL20
Fire Hall No. 1 666 Fitzwilliam St 1967 Bryan Water Tube Boiler 415-W-ST 1
Fire Hall No. 4 1425 Cranberry 2011 Viessman Vitodens 200
2
Ave.
Harewood Activity Centre (old 1991 Hydro Therm M#: R-180B
1
fire hall) S# CHA-1411
Kin Pool, Bowen Park, 500 2010 Laars Atmospheric Boiler AP1010IN11C1QCU 1
Bowen Road H
Nanaimo Aquatic Centre 2011 Thermal Solutions Evolution EVCA2000
3
741 Third Street BN1-UAF
Nanaimo Ice Centre 2004 A.O. Smith Burkay Cooper HW-610 104
2
750 Third Street 2005 Boiler
Oliver Woods Recreation Centre 2008 AAE Series Gas Boilers, AAE600-N-E-MOD
1
6000 Oliver Road AAE600 Superhot
Service and Resource Centre 411 2011 IBC Technologies SL 80-399 HP
1
Dunsmuir St. (installed 2012)
The Port Theatre 125 Front 2011 Allied Engineering Superhot AAE Series
2
Street Boiler AAE-600
Page 21 of 52
6.3.0 Qualifications
6.3.1 The Contractor shall be capable of performing all Work required herein.
6.3.2 All personnel performing boiler inspection, maintenance or repairs shall be appropriately certified
to perform the Work on the specific equipment.
6.3.3 All work shall be carried out by a qualified Contractor with the appropriate Trade qualification Card
and in compliance with the conditions of the Provincial WCB Regulation and WHMIS legislation. In
particular, the following certifications are mandatory:
x Class A gas fitter; and
x Class A Contractor for Boiler, Pressure Vessel, and Pressure Piping (B.C. Reg. 104/2004 Safety
Standards Act, Power Engineers, Boilers, Pressure Vessel, and Refrigeration Safety Regulation).
The names of the personnel and copies of the licenses and or certificate(s) are required to be
submitted with the submission.
6.4.0 Identification of Employees

6.4.1 All personnel employed by the Contractor shall be readily identifiable as being an employee of the
Contractor, and shall carry, identification, whenever on the City’s property.
6.5.0 Sub-Contractors
5.1 The Successful Contractor is expected to have their own journeyman on staff. However if after
becoming involved in a project for the City, it is found by the Contractor that they cannot do part
of the job due to it being out of their trade skills, a Sub-Contractor may be called only after approval
from the City’s designate.
6.6.0 Standard of Care

6.6.1 The Contractor shall perform the Work in a good and proficient manner and with no less than the
standard of skill; care, diligence and workmanship that is required; by qualified and experienced
personnel.
6.6.2 The Contractor shall ensure that all Work meets the requirements of the RFP. If the Contractor
fails to meet this standard of care, then, in addition to all other rights, and remedies of the City, at
the City‘s request, the Contractor shall perform, at no additional cost, additional Work as necessary
to remedy the failure to meet the standard of care.
6.7.0 Materials
6.7.1 All materials shall conform to all applicable codes, by-laws, or other relevant standards of British
Columbia, most recent version.
6.7.2 All materials must be new and of high standard of quality.
6.7.3 The Contractor shall repair or replace any inoperative or damaged components. The replacement
components should be replaced with the Original Equipment Manufacturers (OEM) parts wherever
possible.
6.7.4 The Contractor agrees to submit invoices at net Contractor cost for the required materials
purchased plus the mark-up as indicated in Schedule A – Proposed Rates.
Page 22 of 52
6.8.0 Normal Working Hours

6.8.1 A regular workweek shall be 8:00 a.m. to 4:30 p.m. Monday to Friday. When reporting or working
at a Facility, the Contractor shall, report directly to the City’s designate.
6.8.2 If it is necessary to work on weekends, holidays, or outside regular working hours, the Contractor
will carry out such work at the emergency call-out hourly rate, as specified in Schedule A - Proposed
Rates. Overtime work shall be pre-authorized and approved in writing by the City’s designate.
6.9.0 Response Time for Service Calls

6.9.1 Non-Emergency Calls: For normal work, Contractors shall respond onsite within (24) hours from
the call-out.
6.9.2 Emergency Calls: For emergency work, Contractors shall respond onsite within (4) hour from call-
out.
6.9.3 Contractor will be available to receive and respond, within one (1) hour by telephone, email or
text, to any unscheduled and/or emergency service requests 24 hours per day, 7 days per week.
6.10.0 Proponent Performance

6.10.1 The successful Proponent will be evaluated on their performance throughout the term of this
Agreement. Suppliers achieving a less than satisfactory rating under the evaluation will be notified
and required to create and implement a corrective action plan that addresses any shortfall in the
Supplier’s performance. If the Supplier fails to create or implement the corrective action plan or if
the Supplier’s performance level does not improve The City may take further action including but
not limited to cancelling the Agreement and/or suspension of the Supplier from future bidding
opportunities.
6.11.0 Work Site Cleanliness

6.11.1 The Contractor will be required to maintain the work site in a clean and debris free manner. At the
end of every workday and immediately following completion of the Work, the Contractor will
ensure the worksite is left in a condition that is free of harmful debris and dangerous obstacles.
6.13.0 Suggested Minimum Inspection and Maintenance Requirements Boilers

6.13.1 Beban Park Pool
Boilers
Visually check tubes, furnace, shell and tube sheets (waterside) through the hand and
manhole covers.
Check for evidence of blisters, pockmarks or corrosion. Particular check rear of boilers.
Check for presence of mud or sediment in the “belly of the boilers. If indicated, wash
out with high-pressure hose.
Check stay bolts for corrosion or thinning.
Page 23 of 52
Heat Exchangers
Remove tube bundles of water box heads and clean internally and externally.
Check for signs of corrosion
Air Vents
Check to ensure they are operating properly.
Strainers
Check strainer basket and clean.
Fan (Only exhaust fans located in boiler room.)
Check bearings, including those of the motor for excessive endplay.
Inspect fan scrolls and wheels for rust and an accumulation of dirt.
Check fan wheels for corrosion.
Check the condition of the sheaves and belts.
Grilles, Registers & Diffusers
Remove and clean (mechanical room only).
Perform Maintenance and Testing on Relief Valve
6.13.2 Bowen Park Complex

Inspect
Boiler area
Air openings
Flue gas vent system
Pilot and main burner flames
Water piping
Boiler heating surfaces
Burners, base and inlet air box
Service
Oiled-bearing circulators
Start Up
Perform start-up
Check/Test
Gas piping
Cold fill and operating pressures
Air vents and air elimination
Limit controls and cutoffs
Expansion tank
Boiler relief valve
6.13.3 City Hall

System Maintenance
Lubricate the system water-circulating pump.
If a strainer is employed on the make-up water in a pressure-reducing valve or the
piping, clean.
Page 24 of 52
Inspect the venting system for obstruction or leakage. Clean the screens in the vent
terminal and combustion air terminal.
If the appliance is not going to be used for extended periods in locations where freezing
normally occurs, it should be isolated from the system and completely drained of all
water.
Low water cutoffs, if installed, should be checked every year. Float type low water
cutoffs should be flushed.
Inspect and clean the condensate collection, float switch and disposal system
When a means is provided to neutralize condensate, ensure that the condensate is
being neutralized properly.
Inspect flue passages, and clean with brushes/vacuums.
Inspect the vent system and air intake system, and ensure that all joints are sealed
properly.
Appliance Maintenance
Check appliance control
Check automatic gas valve
Check pressure switches
Check blower
Check pump
Check flow switch
Check low water cutoff
Clean burner.
Inspect heat exchanger for cracks or corrosion
6.13.4 Community Services Building

Check annually flue passages in the boiler sections
Check for leaks at all joints
Check vent system annually for:
Obstructions
Mashed-in vent section
Disconnected or leaking joints
Sags in horizontal or vertical runs
Deterioration from corrosion or bracing

Condition of vent supports or bracing
Check pilot flame and main burner flame
6.13.5 Fire Hall No. 1

Check heating plant and clean if necessary
Clean strainer in the pump, and if a filter is installed in the oil line, it should be cleaned and
the filter cartridge replaced.
The fan and the blower housing should be cleaned of all accumulated dust and lint.
The ignition points should be checked and the nozzle cleaned and replaced.
Page 25 of 52
Oil motor. Only a good grade of “medium” detergent-free automobile engine oil should be
sued. Twice each year one teaspoon of oil should be poured slowly into the oil cup.
Start burner:
o Do not start burner when combustion chamber is hot or when oil vapor is present in
furnace.
o See that all valves in the oil lines are open.
o With main cut out switch in oil burner electrical circuit in “OFF” position set
thermostat at a point above room temperature.
o Set electrical “switch to “ON” position. If burner fails to start instantly set master
switch to “OFF” position and call service man.
o If burner starts to operate normally, leave switch “ON” and RESET thermostat to
temperature desired.
Clean the unit and burner to make sure that the burner is operating properly 1
6.13.6 Fire Hall No. 4

Minimum Inspection and Maintenance as per manufacturer’s maintenance instructions.
6.13.7 Nanaimo Aquatic Centre

Check inlet at the back of the boiler is not clogged. If there is ducted intake, air, pull the
ductwork off and make, sure screen is clean.
Check for plugging or backpressure in the boiler
Check proper operation of all boiler and system safety and operating
controls/components.
Inspect condensate drains for deterioration, cracking or blockage.
Inspect and replace Inlet Air Filter as required.
Inspect exhaust vent and ducted air intake (if used) for leaks, deterioration or blockage.
Measure and record manifold pressure. Compare to previous readings for possible dirty
heat exchanger or vent blockage.
If installed with a gas flow meter measure fuel input.
On 3-phase systems check for proper blower rotation.
Replace Inlet Air Filter.
Remove and inspect Pilot Assembly. Remove and clean ignition electrode. Clean inside pilot
tube with a wire brush to ensure good metal-to-metal ground path for spark ignition.
Reinstall electrode and adjust electrode gap to 1/8”. Check Pilot and UV Scanner air orifices
for obstructions.
Check integrity of Ignition Cable.
Inspect interior of exhaust vent and ducted air intake (if used) for obstructions.
Remove lower front jacket panel and inspect burner base area for any sign of corrosion or
leaks.
Remove sample plugs in top header and inspect inside of tubes for scaling or obstruction.
Perform mechanical or chemical as required to remove scale accumulation.
Remove, inspect and clean all flow and temperature sensors.
Check settings of all operating control and safety devices. Manually activate all safety
Page 26 of 52
devices and verify proper operation and shutdown.

Test for proper combustion. Using a properly calibrated Exhaust Gas Analyzer measure and
record CO, O2, CO2, Stack Temp & Efficiency. Compare with Factory Fire Test and initial
startup readings for deviations. Make air/fuel adjustments to correct any deficiencies.
6.13.8 Nanaimo Ice Centre

Check gas regulator pressure
Check function and adjustment of flame ignition systems
Check operation of flame failure systems
If power boiler, check blower bearings for excessive heat, noise or vibration
Check all electrical control terminals for condition, security and continuity
Clean electrical terminals and control cabinet as required
Inspect all heat exchange surfaces and clean as necessary
Perform waterside inspection and flush boiler interior with a high pressure hose
Inspect breeching and chimney and clean as required
Perform complete combustion and flue gas analysis and adjust burner as required to
obtain optimum operating efficiency
6.13.9 Oliver Woods

Check flow of supply and exhaust air
Check air openings are not restricted and complies with applicable code(s).
Check for spillage at draft hood, venting ducts and other areas susceptible to spillage
when the boiler has operated for several minutes
Check externally the draft hood and vent system for soot, rust scale or corrosion. Check
for dislodged venting or possible leaks in venting ducts.
Remove the draft hood from the boiler and inspect the flue ways for the presence of soot
or rust scale. Inspect the draft hood and smoke pipe connecting the draft hood to the flue
for rust or corrosion before replacing the draft hood. The presence of soot, rust scale or
corrosion indicates miss adjustment.
Inspect and, if necessary, clean the pilot burner and main burner. Check burners to see
that they are not cracked or dislodged.
Visually check the pilot and main burner flames
Check that gas piping is secured.
Inspect for leaks in the water piping and at the water piping connections.
Circulating pumps used with hot water heating systems should be inspected for water
leaks.
Check for weeping at pressure relief valve outlet during normal operation.
Listen for unusual audible sounds in the boiler. Any audible sounds in the boiler system may
be indications of scaling or lack of sufficient water flow and the system should be checked
immediately.
Check the temperature and pressure gauge and expansion tank pressure is within an
Page 27 of 52
acceptable range for the heating system.

Checks should be made on the ignition system, operation controls and safety shut- off
valves for gas tightness.
If applicable, inspect low water cutoff and flow switch for proper operation.
6.13.10 The Port Theatre

Remove draft hood form the boiler and the flue ways and inspect for the presence of soot
or rust scale
Inspect the draft hood and smoke pipe connecting the draft hood to the flue for rust or
corrosion before replacing the draft hood
Check pilot burner and main burner must be check for continued safe operation
Clean finned tube sections and burners
Circulators used with hot water heating systems should be inspected for water leaks at the
pump seal periodically, and the unit lubricated
Check on ignition system, operation controls and safety shut-off vales for gas tightness
6.13.11 Service and Resource Centre (SARC)

Venting
Check vent terminals for and remove any obstructions (e.g. leaves, dust, other debris)
Check, and clean or replace intake air filters or screens as required.
Check for holes or leaks in venting. Replace venting as required.
Examine for any signs of moisture caused by sweating intake air pipes; insulate as
required.
Ensure proper resealing or reinstallation of venting on each servicing.
Condensate Traps
Clean condensate trap. Ensure that trap has been refilled completely before firing boiler.
If condensate neutralization is used, check pH level of condensate discharge.
Burner
Remove burner to inspect for extend of fouling.
If burner is operating improperly, remove and clean or replace. Use a CO2
analyzer to determine proper combustion.
Heat Exchanger
With the burner removed, examine the heat exchanger for signs of contamination and
clean if necessary.
Pump
Check that the pump is on in normal operation and ƚŚĂƚƚŚĞǁĂƚĞƌѐΣdŝƐƌĞĂƐŽŶĂďůĞĨŽƌ
a given firing rate.
Gas Piping
Check for damage or leaks and repair as needed.
Page 28 of 52
Control Module
The control module has 5 cycles during normal operation. Check that boiler operation
is consistent with the Sequence of Operation:
1) Standby
2) Purging
3) Ignition cycle
4) Heating cycle
5) Circulating cycle
Error Mode
Check that water temperature targets and set point is satisfactory and have not been
adversely amended.
Check the operating history using the screen: - Use Installer Setup // Logs, to scan for
hours of service, cycles per hour, and any logged errors. One method is to use the
graphical presentation of the duty cycle by load - go to Logs, move the cursor to a load
and push “Enter” to access. This gives a profile of the boiler’s duty cycle by throttle level.
If a problem exists with the control, consult troubleshooting guide.
Water
Check water pressure and temperature. There should be no noticeable change if boiler
is functioning normally. Check for any noise in the system.
Check water piping for damage or leaks and repair as needed.
Check for 12-15 psig in normal operation, and look to ensure pressure does not run up
toward 30 psig at high temperature. If pressure rises sharply, consider replacement of
expansion tank. Check also for noise at high fire, which may signal water quality
problems.
Water chemistry shall be of a quality generally accepted as suitable for hydronic
applications.
Ensure any direct “city fill” water connections are left in the closed position to minimize
exposure to leaks and flooding.
Freeze Protection
Check freeze protection. Use only antifreeze made specifically for hydronic systems.
Inhibited propylene glycol is recommended. Antifreeze volume must not exceed 50% of
the total volume of water in the system.
Boiler Treatment
Check consistency of any boiler treatment used, for appropriate mixture. Chemical
inhibitors are consumed over time, lowering their density.
Verify proper operation after servicing.
Relief Valve – Maintenance and Testing
Page 29 of 52
6.14.0 Kick-Off Meeting

6.14.1 Prior to commencement of service with City, Contractor shall prepare an implementation plan in
order to perform proper inspection, maintenance and repair services. At least one (1) week prior
to service start date, City will meet with Contractor at 2020 Labieux Road for a Kick-Off Meeting.
The meeting topics may include, but are not limited to the following:
a. Contractor implementation plan;
b. City Boiler Inspection, Maintenance and Repair Service needs;
c. Scheduling requirements;
d. Invoice/pricing requirements, and
e. Terms and conditions of contract.
6.14.2 The Contractor shall fully cooperate and transition the performance of services required under this
Agreement to other contractors under other agreements when applicable.
Page 30 of 52
Bid Form - Submission Checklist
PURCHASING DEPARTMENT
2020 Labieux Road, Nanaimo, BC, V9T 6J9
THE DOCUMENTS TO BE ENCLOSED WITH THIS PROPOSAL FORM ARE AS FOLLOWS:
Documents to be included with RFP submission:
Bid Form - Submission Checklist

Schedule A - Proposed Rates
Appendix A - Proponent’s Information Form
Any Addenda - acknowledged on Appendix A if applicable
Letter of Proponent understanding of the scope of Work
Submit proof of Class A gas fitter credential for service technicians assigned to this
Project.
Submit proof of Class A Contractor for Boiler, Pressure Vessel, and Pressure Piping (B.C.
Reg. 104/2004 Safety Standards Act, Power Engineers, Boilers, Pressure Vessel, and
Refrigeration Safety Regulation)
Any other recent legislated licensing and certification requirements that may be
applicable
Documents to be provided upon award:
City of Nanaimo Business License

WorkSafeBC
Insurance as described herein
Appendix B - Fuel Reporting Consumption Worksheet
Appendix D - Prime Contractor Preconstruction Meeting Form
Police Checks of personnel that will be working at City facilities
In addition, those parts not referenced above but, if agreeable and required.
Page 31 of 52
Schedule A - Proposed Rates

General:
1. All hourly rates are in Canadian Funds and exclude GST.
2. Hourly Rates for Annual Inspection and Maintenance includes labour, supervision, tools, materials, equipment, travel charges,
truck charges, fuel charges, permits, licenses, insurance and all other related costs to complete the annual inspection and
maintenance for each Facility.
3. Hourly Rates for Non-Emergency and Emergency Services includes labour, supervision, tools, equipment, travel charges, truck
charges, fuel charges, permits, licenses, insurance and excludes parts and material which will be billed at contractor's cost plus
mark-up.
Annual Inspection and Maintenance Charges for Each Facility: State the number of hours required to perform the inspection,
maintenance, and hourly rate charged. This is the maximum billable per facility, unless when performing the inspection and
maintenance actual time is less, then the City will be billed for actual time worked.
2018 # of Hrs 2018 Hourly 2018 Extended 2019 # of Hrs 2019 Hourly 2019 Extended
Facility
for Service (a) Rate (b) Price (a) x (b) for Service (c) Rate (d) Price (c) x (d)
Beban Park Pool $ $ $ $
Beban House $ $ $ $
Bowen Park Complex $ $ $ $
City Hall $ $ $ $
Community Services Bldg. $ $ $ $
Fire Hall No. 1 $ $ $ $
Fire Hall No. 4 $ $ $ $
Harewood Activity Centre $ $ $ $
Kin Pool $ $ $ $
Nanaimo Aquatic Centre $ $ $ $
Page 32 of 52
Nanaimo Ice Centre $ $ $ $

Oliver Woods Recreation Centre $ $ $ $
Service and Resource Centre $ $ $ $
The Port Theatre $ $ $ $
2018 Sub Total $
2019 Sub Total $
GST $
Total $
Non-Emergency Hourly Rate Hours in Effect
excluding GST (Indicate day/hours) Minimum No. of Hours
Emergency call out hourly rate Hours in Effect

excluding GST (Indicate day/hours) Minimum No. of Hours
State Mark-up on Required

Parts and Materials %
Proponent: ______________________________ Date ___________________
Signature: _____________________________________________________________
Page 33 of 52
Schedule B - Prime Contractor
Agreement
Date: Meeting Location:
Firm Name: CITY OF NANAIMO Contract #:
Prime Contractor:
Prime Contractor’s Superintendent:
City’s Contract Representative:
AGREEMENT
The Prime Contractor:
Acknowledges appointment as Prime Contractor defined by WorkSafeBC OH&S Regulations

Sections 20.2 and 20.3, and in the Workers’ Compensation Act, Sections 118 Clauses 1 and 2.
Understands the Owners duties as defined in the Workers’ Compensation Act, Section 119.
Understands for any discrepancy establishing health and safety protocol, WorkSafeBC OH&S
Regulation and/or the Workers’ Compensation Act (Part 3) shall prevail.
Acknowledges being informed of any known workplace hazards by the owner or owner’s delegate,
by signing attached “Existing Known Hazard Assessment” form.
Shall communicate known hazards to any persons who may be affected and ensure appropriate
measures are taken to effectively control or eliminate the hazards.
Shall ensure all workers are suitably trained and qualified to perform the duties for which they have
been assigned.
Shall ensure or coordinate first aid equipment and services as required by WorkSafeBC OH&S
Regulation.
Shall coordinate the occupational health and safety activities for the project.
Assumes responsibility for the health and safety of all workers and for ensuring compliance by all
workers with the Workers Compensation Act (Part 3) and WorkSafeBC OH&S Regulation.
Understands any WorkSafeBC violation by the Prime Contractor may be considered a breach of
contract resulting in possible termination or suspension of the contract and/or any other actions
deemed appropriate at the discretion of the City.
Understands any penalties, sanctions or additional costs levied against the Prime Contractor will be
the responsibility of the Prime Contractor.
Accepts the following required documents shall be maintained and made available upon request
from the City and/or WorkSafeBC Prevention officer at the workplace.
The documents required to be maintained and available by the Prime Contractor will include, but not
be limited to:
All notices which the Prime Contractor is required to provide to WorkSafeBC as per WorkSafeBC
OH&S Regulation.
Any written summaries of remedial action taken to reduce occupational health and safety hazards
within the area of responsibility.
All directives and inspection reports issued by WorkSafe BC.
Records of any incidents and accidents occurring within the Prime Contractor’s area of
responsibility.
Completed accident investigations for any incidents and accidents occurring within the Prime
Contractor’s area of responsibility.
On a construction workplace, these additional documents are required to be maintained and available
by the Prime Contractor:
x Records of all orientation and regular safety meetings held between contractors and their workers,
including topics discussed, worker names and companies in attendance.
x Written evidence of regular inspections within the workplace.
x Occupational first aid records.
x Worker training records.
x Current list of the name of a qualified person designated to be responsible for each subcontractor
(employer’s) site health and safety activities.
x Diagram of the emergency route to the hospital.
The following information must be provided to the City Contract Representative:
WorkSafeBC Notice of Project

WorkSafeBC Clearance Letter
Prime Contractor’s OH&S Safety Program
Prime Contractor’s OH&S Safety Program Document
First Aid Attendants:
Safety Supervisor:
Location of First Aid Station:
Signature of Prime Contractor:
Signature of City
Contract Representative:
EXISTING KNOWN HAZARD ASSESSMENT
Discussion between the Prime Contractor and the City Contract Representative
Date: Meeting Location:
Prime Contractor:
Prime Contractor Representative:
City Contract Representative to make the Prime Contractor aware of any known extraordinary pre-
existing hazards peculiar to the contract.
It is recognized the known pre-existing hazards identified may not be a comprehensive list and due
caution is always required.
Use additional pages if necessary.
Action required to eliminate or control

Identified Extraordinary Hazards
hazards and ensure worker safety
Comment:
Comment:
Comment:
Prime Contractor Representative (signature) City Contract Representative (signature)
Prime Contractor Representative (printed) City Contract Representative (printed)

Appendix A - Proponents Information Form
Proponents must complete this form and include it with their Proposal Submission.
Please ensure all information is legible.
1. Proponent’s Contact Individual
2. Office Phone number
3. Toll Free number
4. Cellular number
5. Pager number
6. Fax number
7. Email address
8. Website
9. PST Account number (if applicable)
10. GST Account number (if applicable)
ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA

This will acknowledge receipt of the following addenda and, that the pricing quoted includes the
provision set out in such addenda
ADDENDUM # DATE RECEIVED
# _________ _______________________________________
# _________ _______________________________________
# _________ _______________________________________
# _________ _______________________________________
ප Check here if NO Addendum issued.
Proponent: ______________________________ Date ___________________
Signature: _____________________________________________________________
Page 37 of 52
Appendix B - Fuel Reporting Consumption Worksheet
SAMPLE DO NOT COMPLETE
Company Name:
Address:
Phone Number:
Contact Person:
Title:
Contact Phone:
Contract Description:
Contract Number / Identifier:
Reporting Period:*
*(Annual reporting is the minimum requirement) FROM: dd/mm/yyyy TO: dd/mm/yyyy
Fuel Consumption Categories: Type of Fuel Total Consumption Unit of Measure
Light Duty Vehicle

- Two door passenger cars Gasoline 325 Litres
- Four door passenger cars Diesel ______________ ______________
- Station wagons Propane ______________ ______________
Natural Gas ______________ ______________
Other ________________ ______________ ______________
Light Duty Truck

- SUV's Gasoline 1234 Litres
- Minivans Diesel ______________ ______________
- Full size vans Propane ______________ ______________
- Pickup trucks GVWR under 3856Kg (8,500 lbs) Natural Gas ______________ ______________
and curb weight under 2722 Kg (6,000 lbs) Other ________________ ______________ ______________
Heavy Duty Truck

- Road vehicles with a GVWR over 3,856 Kg (8,500 lbs) Gasoline ______________ ______________
and curb weight over 2722 Kg (6,000 lbs) Diesel ______________ ______________
Propane ______________ ______________
Natural Gas ______________ ______________
Other ________________ ______________ ______________
Off Road Vehicles and Portable Equipment

- Vehicles and equipment not licensed for road use Gasoline ______________ ______________
- Snowmobiles Diesel ______________ ______________
- ATV's Propane ______________ ______________
- Lawnmowers and trimmers Natural Gas ______________ ______________
- Tractors Other ________________ ______________ ______________
- Construction equipment
I / we certify that the above fuel consumption data represents the most accurate estimate of fuel consumption available for the reporting period.
_______________________________________________
Signature Title Date (dd/mm/yyyy)
Appendix B - Prime Contractor General Information Form
Prime Contractor
General Information Form
This document does not replace the Workers Compensation Act or OH&S Regulations
Sections 118 of the Workers Compensation Act:
“multiple employer workplace” means a workplace where workers of 2 or more employers are
working at the same time.
Note:
Workers of one employer do not necessarily have to come in contact with workers of the
other
They do not have to be in the same place at the same time
Workers’ activities could affect the health and safety of another employer’s workers. This
is true even if the workers at the workplace are workers of the owner or contractor.
“prime contractor” means, in relation to a multiple-employer workplace,
(a) the directing contractor, employer or other person who enters into a written agreement
with the owner of that workplace to be the prime contractor for the purposes of this Part,
or
(b) if there is no agreement referred to in paragraph (a), the owner of the workplace.
The prime contractor of a multiple employer workplace must

Ensure that the activities of all employers, workers (including the owners), and other
persons at the workplace relating to occupational health and safety are coordinated
and
Do everything that is reasonably practicable to establish and maintain a system or
process that will ensure compliance with the WC Act and the Regulation in respect of
the workplace
Each employer of workers at a multiple employer workplace must give to the prime contractor
the name of the person the employer has designated to supervise the employer’s workers at
that workplace.
For the sake of clarity, the following apply in determining whether there is a “multiple-employer”
workplace:
Two or more adjacent workplaces do not constitute a “multiple-employer workplace”,

even though the activities at one place might affect the health and safety of workers at
an adjacent workplace.
In contrast, the workplace will generally be a “multiple-employer” workplace in the
following situations:
-Workers of different employers are present at the same time working on the
different projects; or
1
-Workers of different employers are present at the same time working on the
same project.
In either case the workplace would be considered a “multiple-employer” worksite.
In determining whether “workers of 2 or more employers are working at the same time”,
the phrase “at the same time” will be given such fair, large and liberal construction as
may best attain the objectives of section 118. “At the same time” does not mean that,
at any precise point in time, there are workers of 2 or more employers present in the
workplace. Rather, it means that, over an appropriate interval, there are workers of 2
or more employers present in the workplace, whether or not the 2 or more groups of
workers are actually present together in the workplace at any precise point in time at
all. The duration of the interval of time to be considered will depend upon the
circumstances of the individual workplace.
Whether the workers of the one employer come into actual contact with the workers of
the other employer does not generally affect the determination of whether the
workplace is a “multiple-employer workplace”. An employer, the employer’s workers
and their activities could well affect the health and safety of another employer’s
workers who come into the workplace later in the day or on another day, even though
there may be no actual contact between the two groups of workers.
However, the degree to which the activities of the first employer and its workers affect
the health and safety of the second employer’s workers will generally affect the
determination of the responsibilities of the prime contractor and of the two employers
under Part 3 and the regulations
Virtually all workplaces will be visited by workers of other employers. For example,
workers may deliver or pick up mail, goods or materials or enter to inspect the
premises. Short term visits of this type, even if regular, do not make the workplace a
“multiple-employer workplace” for purposes of section 118(1).
The written agreement referred to in section 118(1) of the Act must be made available within a
reasonable time if requested by a Board officer.
There can be only one "prime contractor" at a workplace at any point in time. If an owner enters
into more than one agreement purporting to create a "prime contractor" for the same period of
time, the owner is considered to be the prime contractor.
Section 119 of the Workers Compensation Act:
Every owner of a workplace must

(a) provide and maintain the owner's land and premises that are being used as a
workplace in a manner that ensures the health and safety of persons at or near the
workplace,
(b) give to the employer or prime contractor at the workplace the information known to the
owner that is necessary to identify and eliminate or control hazards to the health or safety
of persons at the workplace, and
(c) comply with this Part, the regulations and any applicable orders.
2
Prime Contractor Qualified Coordinator OH&S Regulations 20.3:
If a work location has overlapping or adjoining work activities of 2 or more employers that create
a hazard to workers, and the combined workforce at the workplace is more than 5,
(a) the owner, or if the owner engages another person to be the prime contractor, then that person
must
(i) appoint a qualified coordinator for the purpose of ensuring the coordination of health and safety
activities for the location, and
(ii) provide up-to-date information as specified in subsection (4), readily available on site, and
(b) each employer must give the coordinator appointed under paragraph (a)(i) the name of a
qualified person designated to be responsible for that employer's site health and safety activities.
(3) The duties of the qualified coordinator appointed under paragraph (2)(a)(i) include
(a) informing employers and workers of the hazards created, and
(b) ensuring that the hazards are addressed throughout the duration of the work activities.
(4) The information required by subsection (2)(a)(ii) includes
(a) the name of the qualified coordinator appointed under subsection (2)(a)(i),
(b) a site drawing, which must be posted, showing project layout, first aid location, emergency
transportation provisions, and the evacuation marshalling station, and
(c) a set of construction procedures designed to protect the health and safety of workers at the
workplace, developed in accordance with the requirements of this Regulation.
3
Department: City of Nanaimo
Prime Contractor Preconstruction
Subject:
Meeting Form
Date Meeting Location
Contract # WSBC Firm #
Prime Contractor Company Name
Prime Contractor’s Superintendent
Description of Designated Workplace
Description of Work
City Contract Representative
Agreement
The Prime Contractor:
Check
Acknowledges appointment as Prime Contractor defined by WorkSafeBC OH&S
Regulation Sections 20.2 and 20.3, and in the Workers’ Compensation Act, Sections
118 Clauses 1 and 2.
Understands the Owners duties as defined in the Workers’ Compensation Act, Section
119.
Understands for any discrepancy establishing health and safety protocol, WorkSafeBC
OH&S Regulation and/or the Workers’ Compensation Act (Part 3) shall prevail.
Acknowledges being informed of any known workplace hazards by the owner or owner’s
delegate, by signing attached “Existing Known Hazard Assessment” form.
Shall communicate known hazards to any persons who may be affected and ensure
appropriate measures are taken to effectively control or eliminate the hazards.
Shall ensure all workers are suitably trained and qualified to perform the duties for which
they have been assigned.
Shall ensure or coordinate first aid equipment and services as required by WorkSafeBC
OH&S Regulation.
Shall coordinate the occupational health and safety activities for the project.
Assumes responsibility for the health and safety of all workers and for ensuring
compliance by all workers with the Workers Compensation Act (Part 3) and
WorkSafeBC OH&S Regulation.
Understands any WorkSafeBC violation by the Prime Contractor may be considered a
breach of contract resulting in possible termination or suspension of the contract and/or
any other actions deemed appropriate at the discretion of the City.
Understands any penalties, sanctions or additional costs levied against the Prime
Contractor will be the responsibility of the Prime Contractor.
Confirms the Prime Contractor’s Safe Work procedures and risk assessments were
prepared by, or approved by, a Qualified Person as defined by WorkSafeBC OH&S
Regulation.
Form
July 29, 2015 Andrew Brooks
Revised: Approved by:
1 of 4 Health and Safety Manager
Page:
Subject:
Meeting Form
Accepts the following required documents shall be maintained and made available
upon request from the City and/or WorkSafeBC Prevention Officer at the workplace
Documents required to be maintained and available by the Prime Contractor will include, but not
be limited to:
Check
All notices which the Prime Contractor is required to provide to WorkSafeBC as per
WorkSafeBC OH&S Regulation.
Any written summaries of remedial action taken to reduce occupational health and
safety hazards within the area of responsibility.
All directives and inspection reports issued by WorkSafeBC.
Records of any incidents and accidents occurring within the Prime Contractor’s area of
responsibility.
Completed accident investigations for any incidents and accidents occurring within the
Prime Contractor’s area of responsibility
On a construction project workplace, these additional documents are required to be maintained
and available by the Prime Contractor:
x Records of all orientation and regular safety meetings held between contractors and their
workers, including topics discussed, worker names and companies in attendance.
x Written evidence of regular inspections within the workplace.
x Occupational first aid records.
x Worker training records.
x Current list of the name of a qualified person designated to be responsible for each
subcontractor (employer’s) site health and safety activities.
x Diagram of the emergency route to the hospital.
The following information must be provided to the City Contract Representative:
Check
WorkSafeBC Notice of Project (if applicable)
WorkSafeBC Clearance Letter
Prime Contractor’s OH&S Safety Program
Prime Contractor’s Site/Project Specific Hazard Identification and Risk Assessments,
Safe Work Procedures, etc.
First Aid Attendant(s)
Safety Supervisor(s)
Location of First Aid Station
Signature of Prime Contractor

Form
Page:
Subject:
Meeting Form
Signature of City Contract Representative
Pre-Existing and Known Hazard Identification
Discussion between the Prime Contractor and the City Contract Representative
Date Meeting Location
Prime Contractor Company Name
Prime Contractor’s Superintendent
City Contract Representative
x City Contract Representative to make the Prime Contractor aware of any known extraordinary
pre-existing hazards specific to the contract.
x It is recognized the pre-existing and known hazards identified may not be a comprehensive
list and due caution is always required.
x Use additional pages if necessary.
Identified Extraordinary Hazards Action required to eliminate or control hazards

and ensure worker safety
Prime Contractor Representative (signature) City Contract Representative (signature)

Form
Page:
Subject:
Meeting Form
Prime Contractor Representative (print name) City Contract Representative (print name)
Form
Page:
Appendix E - Minimum Rate of Pay
CITY OF NANAIMO and
CANADIAN UNION OF PUBLIC EMPLOYEES, LOCAL 401
COLLECTIVE AGREEMENT
ARTICLE 31 MINIMUM RATE OF PAY
Minimum Rate of Pay

The Collective Agreement between the City of Nanaimo and Canadian Union of Public Employees, Local401
says that:
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 Canadian Union of Public Employees, Local 401."
Position Title Rate Per Hour
Building Service Technician $31.78
Page 46 of 52
LETTER OF UNDERSTANDING #12 BETWEEN:
CITY OF NANAIMO AND
CANADIAN UNION OF PUBLIC EMPLOYEES, LOCAL 401
Re: Contracting Out Issues
The City of Nanaimo and CUPE Local 401 agree to the following conditions in order to:
a) provide an interpretation of Article 31, Contracts or Sub Contracts.
1. Where the Union can provide documented evidence to prove to the City's satisfaction that a contractor hired
by the City of Nanaimo is not paying wage rates pursuant to Article 31, the City will follow the process outlined
in Appendix I.
2. The Parties agree that for the purposes of complying with Article 31, the rate for flagging shall be set at $14.20
(2009 rate) per hour.
3. The City agrees to provide available cost information on contracts to the Union upon request
4. This Agreement will be effective on new contracts awarded after date of signing and on current contracts on
which the Union provides evidence of breach of Article 31.
5. This Letter of Agreement forms part of the Collective Agreement and remains in effect in the same manner and
to the same extent as any other provision in the Collective Agreement.
6. All issues arising under the grievance and/or issues relating to contracts in effect up to the signing of this
Letter shall be deemed to have be resolved and, no grievance will be filed in respect of any such issues with
the exception of current contracts where either Party discovers that a contractor is contravening Article 31.
7. In the event a dispute occurs between the Parties regarding the implementation of this Agreement, either
Party may refer the matter to or a-mutually agreed arbitrator on an expedited basis for resolution.
Page 47 of 52
Appendix I
DEFINITIONS
"Work performed" refers to the current classifications contained in the Parties’ Collective Agreement
and not directly connected to the job, which is contracted.
PROCESS
1. Each contract assigned to a contractor by the City of Nanaimo will contain terms:
(a) Requiring that the contractor adhere to the provisions of Article 31 of the Collective
Agreement. Current classified rates will be included.
(b) Specifying that failure to adhere to the provisions is a breach of the contract and
may give rise to termination of the contract.
(c) Entitling the City to copies of information showing the wage rates paid to its
employees. (The City will provide copies to the Union if requested.)
2. In the event the City has concerns that a contractor is in violation of Article 31, the
followingshall apply:
(a) The City shall immediately inform the contractor of its concerns and require the
contractor to comply.
(b) The City shall follow up contact and if violation still exists within thirty (30) days
provide written request for compliance.
(c) If violation continues, the City shall provide second request within a further thirty (30)
days and demand compliance or contract forfeiture may occur.
(d) If violation continues, the City shall provide final request within a further thirty (30)
days and may give two weeks’ notice for failure to comply with provision of
contract.
(e) The City may terminate the contract and/or withhold funds and/or require the
contractor to submit appropriate monies to rectify the breach of contract.
(f) If the City does not require forfeiture, such decision must be for bona fide
operational orlegal reasons.
(g) Notwithstanding the above, the City may proceed to (d) or (e) directly.
Page 48 of 52
Appendix F - Vendor Performance Evaluation for Goods & Equipment
Vendor Name: Contract Title and Number:
Purchase Order Number: Contract Term: Contract Period: From: To:
Contract Value: Department:
PERFORMANCE
EXCEPTIONAL (7) VERY GOOD (5) SATISFACTORY (3)
Meets contractual requirements and exceeds Meets contractual requirements and Meets contractual requirements. The
many to the City’s benefit. The scope of exceeds some to the City’s benefit. The actions taken by the contractor appear or
services was accomplished. Corrective actions scope of services was accomplished with were satisfactory.
taken by the Contractor were highly effective. minor problems. Corrective actions taken
by the contractor were effective. Some significant program elements are
All significant program elements, including behind what was planned or above the
technical performance and schedule, are Significant elements were as planned. negotiated cost.
above what was planned and the cost
remains at or below the originally negotiated
cost.
MARGINAL (2) UNSATISFACTORY (0) N/A INSUFFICIENT

INFO. TO RATE
Does not meet some contractual requirements. The scope of Does not meet most
services was not accomplished. Problems were serious. The contractual requirements, Not There is not sufficient
Contractor has yet to identify corrective actions, or the and recovery is not likely Applicable information to rate
Contractor’s proposed actions appear only marginally effective in a timely manner. The performance.
or were not implemented. Contractor’s corrective
actions appear or were
Some significant program elements are significantly behind the ineffective.
plan or well above the negotiated cost.
PERFORMANCE Score COMMENTS (Attach additional sheets if

RATING (0,2,3,5,7) necessary)
Exceptional
Very Good
Satisfactory
Service Marginal
Unsatisfactory
N/A
Insufficient info. to rate
Page 1 of 4
Exceptional
Very Good
Satisfactory
Delivers on time Marginal
Unsatisfactory
N/A
Exceptional
Very Good
Satisfactory
Follows instructions Marginal
Unsatisfactory
N/A
Exceptional Number of rejections

Very Good
Satisfactory
Product quality Marginal
Unsatisfactory
N/A
Exceptional
Very Good
Satisfactory
Handling of complaints Marginal
Unsatisfactory
N/A
Exceptional
Very Good
Satisfactory
Technical assistance Marginal
Unsatisfactory
N/A
Page 2 of 4
Exceptional
Very Good
Delivers on time without constant Satisfactory
follow-up Marginal
Unsatisfactory
N/A
Exceptional
Very Good
Satisfactory
Keep promises Marginal
Unsatisfactory
N/A
Exceptional
Very Good
Satisfactory
Customer service staff is responsive,
Marginal
professional and knowledgeable.
Unsatisfactory
N/A
Exceptional
Documentation records, receipts, invoices
Very Good
and computer generated reports received
Satisfactory
in a timely manner and in compliance with
Marginal
contract specifications.
Unsatisfactory
N/A
Safety:
Reporting of incidents; Exceptional
Completing safety talks with Very Good
employees; Satisfactory
Compliance of hazard assessment / Marginal
site safety plans; Unsatisfactory
Total Recordable Injury Rate (TRIR) N/A
for the duration of the contract. Insufficient info. to rate
Yes No
Would you recommend this firm again?
(Explain)
Page 3 of 4
Exceptional (51-70)
OVERALL ASSESSMENT
Very Good (31-50)
Total score out of 70 Satisfactory (21-30)
Marginal (10-20)
Unsatisfactory (< 10)
Comments:
Name of Evaluator:
(Print) (Signature)
Title: Date:
Purchasing and Stores will arrange performance review meetings with vendors receiving a “Marginal” score or less on a Vendor
Performance Evaluation report.
FISCAL COMPLIANCE:
Original Contract Value $___________________________________
Dollar amount of increase (decrease) $_________________________
Percent of increase (decrease) ____________ %
Reason for increase (decrease) _______________________________________________________________________
_________________________________________________________________________________________________
Project Lead Review
_______________________________________ _____________________________________________
Title Signature
________________________________
Date
Page 4 of 4

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Request for Proposal No.

Boiler Inspection, Maintenance and Repair Services

Date Issued: October 30, 2017

Closing Date and Time:

Questions and Inquiries are to be sent to:

Late Submissions will not be considered.

Submissions will not be opened publically.

4.19 Cancellation .............................................................................................................................................. 13

Section 1.0 Overview

Section 2.0 Definitions

Section 3.0 Instructions to Proponents

3.3 Inquiries and Clarifications

3.9 Examination of RFP Proposal Documents and Facilities

Section 4.0 General Terms and Conditions

4.10 Insurance Requirements

Inter-Community Business License for the duration of the Agreement term.

4.18 Termination of Agreement

4.25 Litigation Clause

4.31 Acceptance and Rejection of Proposals

Section 5.0 Proposal Submission and Evaluation

Stage 3 – Proposal Clarification

Section 6.0 Scope of Service Requirements

6.2.0 Location of Equipment

6.4.0 Identification of Employees

6.6.0 Standard of Care

6.8.0 Normal Working Hours

6.9.0 Response Time for Service Calls

6.10.0 Proponent Performance

6.11.0 Work Site Cleanliness

6.13.0 Suggested Minimum Inspection and Maintenance Requirements Boilers

6.13.2 Bowen Park Complex

6.13.3 City Hall

6.13.4 Community Services Building

 Deterioration from corrosion or bracing

6.13.5 Fire Hall No. 1

6.13.6 Fire Hall No. 4

6.13.7 Nanaimo Aquatic Centre

devices and verify proper operation and shutdown.

6.13.8 Nanaimo Ice Centre

6.13.9 Oliver Woods

acceptable range for the heating system.

6.13.10 The Port Theatre

6.13.11 Service and Resource Centre (SARC)

6.14.0 Kick-Off Meeting

Bid Form - Submission Checklist

THE DOCUMENTS TO BE ENCLOSED WITH THIS PROPOSAL FORM ARE AS FOLLOWS:

Documents to be included with RFP submission:

Bid Form - Submission Checklist

Documents to be provided upon award:

City of Nanaimo Business License

Schedule A - Proposed Rates

Nanaimo Ice Centre $ $ $ $

Emergency call out hourly rate Hours in Effect

State Mark-up on Required

Proponent: ______________________________ Date ___________________

Date: Meeting Location:

Firm Name: CITY OF NANAIMO Contract #:

Prime Contractor’s Superintendent:

City’s Contract Representative:

The Prime Contractor:

Acknowledges appointment as Prime Contractor defined by WorkSafeBC OH&S Regulations

The following information must be provided to the City Contract Representative:

WorkSafeBC Notice of Project

Deterioration from corrosion or bracing

Proponent: ____________ Date _

Proponent: ____________ Date _

Two or more adjacent workplaces do not constitute a “multiple-employer workplace”,

Exceptional Number of rejections