WEST VANCOUVER SCHOOLS $$ A world of opportunity

BOARD OF EDUCATION, SCHOOL DISTRICT $45($WEST VANCOUVER$)$

Request for Proposal

Facilities Maintenance Services

Request for Proposal $($RFP$)$ Number: $2023-001$

Issue date: August $14,2023$

Contact Person

Mark Son

Manager of Purchasing & Transportation

Board of Education, School District #$45$

$($West Vancouver$)$

E$-$mail: mson@wvschools.ca

All inquiries related to this Request for Proposal, including any requests for information and clarification, are to be directed, in writing, to the following person who will respond if time permits. Information obtained from any other source is not official and should not be relied upon. Inquiries and any responses will be recorded and may be distributed to all Proponents at SD$45$s option.

Closing time and location

One $(1)$ complete copy of the proposal must be received no later than:

$2$:$00$ PM$,$ August $25,2023,$ PACIFIC DAYLIGHT TIME $($PDT$)$

Proposals must be sent by e$-$mail.

Proposals should be clearly marked with the name and address of the Proponent, the Request for Proposal number, and the project or program title.

EMAIL TO: mson@wvschools.ca

There will not be a proponent$$s meeting.

Proponent Section: A person authorized to sign on behalf of the Proponent, and to bind the Proponent to statements made in response to this Request for Proposal, must complete and sign this Proponent Section, leaving the rest otherwise unaltered, and return one original with the first copy of the proposal.

The enclosed proposal is submitted in response to the above$-$referenced Request for Proposal, including any addenda. Through submission of this proposal, we agree to all of the terms and conditions of the Request for Proposal and agree that any inconsistent provisions in our proposal will be as if not written and do not exist. We have carefully read and examined the Request for Proposal, including the Administrative Section, and have conducted such other investigations as were prudent and reasonable in preparing the proposal. We agree to be bound by statements and representations made in our proposal.

Legal Name of Proponent and dba Name, if applicable:

Address:

Phone:

Email:

Signature:

Printed Name:

Title:

Date:

$1.$ Summary of the Requirement

$1\mathrm{.}1.$ West Vancouver Schools $($SD$45)$ requires Facilities Operations and Maintenance service for its HVAC systems. There are currently $19$ school$/$building sites throughout the district. SD$45$ has an existing OM Service contract with Johnson Controls that ends on August $31,2023.$

$1\mathrm{.}2.$ SD$45$ also requires Preventive, Operational, and Comprehensive Maintenance services for its boiler equipment. This service should include internal inspections required by TSBC$.$ There are currently $19$ school$/$building sites throughout the district. SD$45$ also has an existing contract with Johnson Controls that ends on August $31,2023.$

$1\mathrm{.}3.$ The purpose of this RFP is to provide notice of the opportunity to provide facilities maintenance for HVAC systems and boiler plants in SD$45$ and to solicit proposals for this combined service from interested parties. The expectation is that proponents have previous experience and a demonstrated track record in this field and have the capacity to provide both OM and Boiler maintenance services. The term of the new agreement will be five $(5)$ years commencing September $1,2023.$

$1\mathrm{.}4.$ SD$45$ also requires that the proponent assigns a single designated full$-$time HVAC technician with a class $$B$$ gas ticket on$-$site to service SD$45$ in order to maintain a consistent and efficient level of services.

$2.$ Description of the Request

$2\mathrm{.}1.$ It is the intent of SD$45$ to use this RFP process to select a single qualified contractor for the provision of the goods and$/$or services as described herein.

$2\mathrm{.}2.$ Price Structure $-$ the resulting contract is to be fixed pricing for the term of the contract.

$3.$ Enquiries

$3\mathrm{.}1.$ All questions or requests for an explanation or clarification regarding this RFP must be made in writing only by email sent to the Contact Person using the email address noted on the cover page of this RFP$.$

$3\mathrm{.}2.$ The enquiries are to be received no later than $5$ full business days prior to the RFP Closing.

$3\mathrm{.}3.$ Any oral explanation, interpretation, information or clarification that may be communicated to a Proponent by SD$45,$ District employees or elected officials of the School Board should not be relied upon by any Proponent and shall not bind the SD$45$ in this RFP$.$

$4.$ RFP $$ Additional Information and Addenda

$4\mathrm{.}1.$ SD$45$ may, in its sole discretion, but is not required to$,$ provide a submission to a question or request for an explanation or clarification by a Proponent. Any such response $($including additional information$)$ will be provided in the form of an Addendum to be posted on BC Bid www$.$bcbid.gov.bc$.$ca$/,$ identified on the e$-$Advertisement page as an $$Amendment$,$ which will then form part of the RFP Documents.

$5.$ Evaluation

$5\mathrm{.}1.$ All Proposals receive