INVITATION TO QUOTE Title: Fire & Emergency Safety Plan Control Number: 2018-CFS-003 Issue Date: March 7, 2018 Purpose The District of Sparwood (Sparwood) invites interested parties (Respondents) to submit price quotations for the review and development of fire and emergency building response plans for District owned public buildings (the Goods ). The Goods are described in more detail in Schedule A. BC Bid All subsequent information regarding this invitation to quote (ITQ) will be posted on the BC Bid website: http://www.bcbid.gov.bc.ca. It is the sole responsibility of Respondents to check for addenda and other updates on the BC Bid website. Closing Time and Address for Delivery Interested parties must submit their price quotations by March 29, 2018, 3:00 pm MST. Quotations received after this time will not be accepted. Quotations must be submitted electronically by email to the following email address dlawrence@sparwood.ca. Submissions Contents Quotations should include the following: 1. the Respondent s fixed price for the Goods; 2. details of all components to be incorporated into each emergency response plan; 3. references; 4. business profile; 5. other submission requirements as stated in Schedule A and B. Quotation Price The price quoted in a quotation should represent the full cost to Sparwood for the goods. Prices should be in Canadian dollars and should include all taxes except for GST, which should be clearly set out separately. Enquiries and Addenda All enquiries related to this ITQ should be directed in writing to a Sparwood contact person, Duane Lawrence, Director of Community & Facility Services (the Contact Person), at the following email address dlawrence@sparwood.ca or by phone at 250.425.6821. Enquires and any responses will be recorded and may be posted to BC Bid at Sparwood s option. If Sparwood determines that an amendment is required to the ITQ, the Contact Person will issue a written Page 1 of 7
addendum on BC Bid. Written addenda are the only means of amending or clarifying this ITQ, and no other form of communication, whether written or oral, including written responses to enquiries, will be included in, or in any way amend, this ITQ. Evaluation and Selection Quotations will be evaluated by an evaluation team made up of one or more representative(s) from Sparwood. The evaluation team will give a recommendation for the selection of a preferred Respondent to Sparwood. The evaluation team will compare and evaluate quotations in order to determine the quotation which is most advantageous to Sparwood, using the following criteria: 1. Respondent s quoted price; 2. Respondent s demonstrated understanding of the report requirements; 3. Time Line; 4. Relevant experience. The evaluation team may, at its discretion, request clarifications or additional information from a Respondent with respect to any quotation or invite some or all of the Respondents to appear before the evaluation team to provide clarifications or additional information. The evaluation team will be entitled to consider in its evaluation or quotations any clarifications or additional information received in a Respondent s response or in an interview. If Sparwood elects to proceed with obtaining the goods and select a preferred Respondent, then Sparwood will enter into discussions with that Respondent to clarify any outstanding issues and negotiate the terms of a final contract, including financial terms. If discussions are successful, Sparwood and the selected Respondent will then enter into a contract. If at any time Sparwood reasonably forms the opinion that a mutually acceptable agreement is not likely to be reached within a reasonable time then Sparwood may give the Respondent notice to terminate discussions, in which event Sparwood may then either open discussions with another Respondent or terminate this Invitation to Quote and obtain the goods in some other manner. Qualifications By submitting a quotation, the Respondent represents that it has the expertise, qualifications, resources and relevant expertise to provide the Goods. General Terms The following general terms apply to this ITQ: This ITQ is not a tender or does not commit Sparwood in any way to select a preferred Respondent or to award a contract for the Goods, and Sparwood reserves the right to accept any quote, enter into contract negotiations with any Respondent or multiple Respondents, or reject any or all quotes and terminate this ITQ process and proceed with obtaining the Goods in some other manner, including by commencing a new procurement process. Page 2 of 7
Respondents are solely responsible for ensuring their quotations are received, including the risk that any email and any email attachments will be properly received by the addressee s email system. Respondents are solely responsible for their own expenses in preparing and submitting quotations, and for any meetings or discussions with Sparwood or its representatives relating to this ITQ. Sparwood and its representatives will not be liable to any Respondent for any claims, whether for costs, expenses, losses or damages, or loss of anticipated profits, or for any other matter whatsoever, incurred by a Respondent in preparing and submitting a quotation, or participating in negotiations for a contract, or other activity related to or arising out of this ITQ. All quotations become the property of Sparwood and will not be returned to the Respondents. All quotations will be held in confidence by Sparwood unless otherwise required by law. Page 3 of 7
SCHEDULE A THE GOODS The District of Sparwood requires the services of a qualified organization to undertake a review and update fire and emergency building response plans District owned public buildings. The review and development must ensure each facilities emergency response plans meet or exceed the British Columbia Fire Services Code. Facilities The following facilities shall be included for review, development and updating of individual fire and emergency response plan: Municipal Office Public Works Henry Volkmann Memorial Leisure Centre Fire Hall #1 Fire Hall #2 Sparwood Museum Chamber of Commerce Sparwood Search & Rescue Hall 156 Spruce Avenue Minimum Emergency Fire Safety Plan Components The following items must be incorporated into each emergency response plan: Fire Hazard Control Systems Fire Protection System Maintenance Chemical & Ammonia Protection Systems & Maintenance Emergency Evacuation Plans Muster Points All components of the BC Fire Code including: o Incorporate Parts 1 through 7 of the 2014 Fires Safety Plan Guidelines as provided by Fire Prevention Officers Association of BC o Individual Site Plans and Floor Plans Deliverables The following shall be included as part of the review and development of the emergency response plans for each facility: One complete binder for each facility Editable digital copies of each plan in both PDF and MSWord formats Print ready site and floor plans for each facility Page 4 of 7
Submissions Organizations interested in undertaking this assessment should include within their proposal the following: 1. Summary of experience in undertake similar work; 2. Summary of your understanding of the requested report; 3. Methodology; 4. Proposed timeline; 5. Requirements for undertaking the work; 6. Proposed fees for services. Response Plan Review As per the Fire Code all plans must be submitted, reviewed and approved by the Fire Department. The proponent shall be responsible for amending, altering or revising submitted plans as required through the review process. Page 5 of 7
Schedule B Fire Safety Plan Guidelines 2012 Below is a summary of the guidelines for all buildings requiring a Fire Safety Plan. The Fire Safety Plan shall meet the Emergency Planning Requirements, Current BC Fire Code and Local Regulations. The Fire Safety Plan shall be SITE & BUILDING SPECIFIC. All unrelated information shall be removed from templates. GENERAL GUIDELINES: Fire Safety Plan Binder shall: be a standard 8.5 x 11 three ring binders have the wording FIRE SAFETY PLAN on the front and spine of the binder have the building address displayed in large font on the front of the binder include a cover page with the name, address and a coloured picture of the building be submitted to the Sparwood Fire Chief for review with all required revisions completed LAYOUT: I. Table of Contents II. Fire Department Information III. Site Plan Drawings IV. Floor Plan Drawings V. Part 1 Objectives of the Fire Safety Plan VI. Part 2 Supervisory Staff VII. Part 3 Instructions to Occupants VIII. Part 4 Inspection, Testing & Maintenance of Fire Protection Equipment IX. Part 5 Reports and Checklists X. Part 6 Legal Basis for Fire Safety Planning XI. Part 7 Definitions DRAWINGS: Site Plan Floor Plans Only site-specific symbols shall be located on the drawings and contained within the legend. CONTENTS OF FIRE SAFETY PLAN Appointment of the supervisory staff: emergency contacts Building description (year of construction, type of construction, occupancy) Fire alarm description / location: (operating instructions, reset instructions, paging/ fire phones, fire zones, shall be included in this section). Coloured photograph required Fire alarm monitoring: company name and contact information Electrical disconnect location Page 6 of 7
Elevators: (operating instructions shall be included in this section) Emergency generator: (describe what equipment the generator supplies power to and include operating instructions). Coloured photograph required Emergency lighting: type and power source Exiting: (all stairways shall be numbered or designated by numeric, alphabetical and or by the compass direction) Fire department access routes: primary / secondary Fire department connection (FDC): describe what the FDC services. Coloured photograph required Fire department lock box description / location: coloured photograph required Fire pump: (size, GPM). Operating instructions. Coloured photograph required Fire department roof access: give location and type, door / hatch. Coloured photograph required Fire hydrant locations: public/ private Gas shut-off location: coloured photograph required Hazards: all hazards shall be identified. If the hazard has a un # the un# shall be included with the hazard. Coloured photograph required Smoke control: describe smoke control measures Sprinkler system description / location: coloured photograph required Standpipe & hose system: description / location: coloured photograph required Water shut-off location: coloured photograph required Part 1 objectives of the fire safety plan: as per BC fire code division b, part 2, section 2.8, meet requirements of the BC fire code and any applicable local regulations Part 2 supervisory staff designation. Shall be site specific Part 3 instructions to occupants: shall be site specific Part 4 inspection, testing & maintenance of fire protection equipment: shall be site specific Part 5 checklists & annual inspection, testing, maintenance reports: shall be site specific Part 6 legal basis for fire safety planning: as per BC fire code division c, part 2, section 2.2. It is the owner or owner s authorized agent who is responsible to carry out the provisions of the BC fire code Part 7 definitions: shall be site specific Appendix - alternative solutions (new construction) any special information pertaining the building & site Page 7 of 7