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parks central irrigation control system


British Columbia, Canada
Government
RFP
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Original and one copy of a Proposal in an envelope plainly marked "Proposal for Supply and
Install Parks Central Irrigation Control System" will be received at City Yards, 616
Okanagan Avenue East, Penticton, B.C., V2A 3K6 up to 2:00pm local time on

Closing Date: TUESDAY, SEPTEMBER 6, 2011

* PROPOSALS WILL NOT BE OPENED IN PUBLIC *

For a copy of the full proposal, please visit the City of Penticton website:

http:qwww.penticton.ca/purchasing/files/Register.asp

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-RFP: Supply and Install Parks Central Irrigation Control System

NOTE: Should any potential bidders download this Request for Proposal, it is the
proponent's responsibility to check for Addendas which will be posted on the City of
Penticton's website. (www.penticton.ca/Business in the City/City Purchasing/Tenders
Online)

1.1INTRODUCTION

This document outlines the overall scope/specifications of services, sets out the basic
requirements for the proposal document and provides the evaluation criteria to be used as
the basis for award. The objective of the RFP is to evaluate the Proposals based on
specifications, price and service and to select the GOODS which provides the best value
overall.

1.2BACKGROUND

The City of Penticton Parks Department manages an asset of about a hundred (100) existing
parks irrigation systems. These systems cover turf, shrubs, trees and ground cover areas
on Parks ground, play grounds, streetscapes, sports fields, boulevards medians and
cemeteries.

The existing irrigation systems consist of sprinklers and drip zones controlled by 24 VAC
electrical solenoid control valves actuated by a variety of stand-alone irrigation
controllers of different brands, model, capacity and capabilities.

The intention of the City of Penticton is to centralize the operation of all the existing
irrigation systems and any future added systems by deploying a computerized central
irrigation control system. The system shall meet all the City Parks Department specified
requirements and shall consist of the field control hardware, software, accessories, a Web-
based City wide two-way communication network and compatible field system terminal units.

1.3SCOPE OF WORK

The Scope of Work is intended to define the work activities as accurately as possible.
The Proponent is encouraged to use innovation when developing its proposal and propose
revisions or alternatives that are considered beneficial to the project.

1.4PROJECT BUDGET

The scope of work may have to be adjusted to ensure that the cost of the services remains
under budget.

2.0CONTENT OF PROPOSAL

Proposals (one original, one copy) must be submitted in printed form. The following
topics should be addressed in the following order.

2.1COVERING LETTER

A covering letter signed by an authorized representative of the company should be provided
outlining the intent of the response and stating that the information contained in the
response accurately describes the services to be provided. The response must also
guarantee that all quoted prices will be honoured for a specified period from the
submission date.

2.2PROPONENT PROFILE AND REFERENCE

A description of the Contractor's organization, size, services provided, areas of
expertise and length of time in operation must be addressed. Please provide as described.
References must be provided. If there are special concerns or restrictions on our use of
the reference, these concerns must be addressed in the proposal. We will not complete any
agreement without adequate reference checks. Please provide references as described.

2.3PROPOSED WORK/SERVICES

The proponent will include the Proponent's itinerary to complete the work proposed (start-
up, information gathering, site visits, installations, training, support, etc.)

2.4SCHEDULING

The proposal will include the Proponent's itinerary to complete the work proposed (start-
up, information gathering, site visits, installations, training, support, etc.)

2.5COSTS

The proposal will define the costs for the Proponent's goods and services. The Proposal
shall outline the costs of all components and include all applicable Harmonized Sales Tax
(HST) and other associated costs. All prices shall be in Canadian dollars.

ENQUIRIES

All enquiries related to this RFP are to be directed, in writing, to the following
person. Information obtained from any other source is not official and should not be
relied upon. Enquiries and responses will be recorded and may be distributed to all
Proponents at the City's option. Questions will be answered if time permits.

CITY OF PENTICTON
c/o CITY PURCHASING DEPARTMENT
616 OKANAGAN AVENUE E.
PENTICTON BC
V2A 3K6
PHONE: (250) 490-2500

For Technical Enquiries Contact:
Jeff Lynka, Parks Supervisor, 250-490-2455, or
Todd Whyte, Parks Technician, 250-490-2459.

For all other enquiries:
Julie Holowaty, Secretary, 250-490-2521
julie.holowaty@penticton.ca

8.12FINAL DATE AND TIME FOR RECEIPT OF PROPOSALS

Proposals must be received in a sealed envelope by 2:00 p.m. (local Penticton Time) on
Tuesday September 6th at:

CITY OF PENTICTON
c/o CITY PURCHASING DEPARTMENT
616 OKANAGAN AVENUE E.
PENTICTON BC V2A 3K6

Proposals must not be sent electronically. Proposals and their envelopes should be
clearly marked with the name and address of the Proponent and the RFP program title.

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