Rental of Tents and Other Event Supplies for City’s Major Events

REQUEST FOR QUOTATIONS

INTRODUCTION

The City of Surrey (the “City”) invites contractors to provide a quotation on the form attached as Schedule B – Form of Quotation to Attachment 1 – Agreement - Goods and Services (the “Quotation”) for the supply of the goods (if any) and services described in Schedule A – Specifications of Goods and Scope of Services to Attachment 1 – Agreement - Goods and Services (the “Goods and Services”).  The description of the Goods and Services sets out the minimum requirements of the City.  A person that submits a Quotation (the “Contractor”) should prepare a Quotation that meets the minimum requirements, and may as it may choose, in addition, also include goods, services or terms that exceed the minimum requirements. 

SCOPE OF SERVICES

The Contractor shall provide everything needed to meet all the requirements of the Agreement including, without limitation all labour, materials, tools and equipment, transportation, and on-site supervision to perform and provide the services. 

Services shall include but not be limited to the supply, delivery, anchoring, installation, set up and removal of tents, tables, chairs, staging, decking and other related event supplies.

All tent setup is to follow the City's Temporary Tents Policy and Temporary Tent Permit Application (provided for reference in Schedule A-3). The Contractor will obtain and maintain temporary tent permit(s), as required, for each event, on-time and in compliance.

Cooking may occur under or directly beside the tents.

The Contractor shall provide:

1. source for the supply of all tents, staging, decking, accessories, and related materials as listed below.
2. manpower and equipment to ensure the tents, staging and decking are installed and dismantled on a timely basis as provided in the schedule. All tents, staging and decking materials are to be cleared off the site on the scheduled date.
3. provide the equipment to ensure the delivery, installation and dismantling, and removal of all tents, staging and decks, etc. are carried out according to the timelines.
4. work with the City to deliver an on-time project and within the overall budget; deliver a safe working environment; and preserve the environment.
5. site inspection to ensure that there are no obstructions (e.g., trees, electrical, telephone, power lines or fire restrictions) within the desired tent area. A sketch where the tents, staging and decks are located will be given to the Contractor. Any changes, must be approved by the City.
6. The Contractor will present to the City the specifications of the tents, staging, decking, accessories with diagrams and photographs. All tents must meet the B.C. Building Code and Surrey Fire Department Fire Code and have labels sewn into the seam of the tents indicating as such.
7. installation of the tents, staging and decking are to be safe to prevent any accidents to the public and properties.
8. The Contractor should be able to withstand all weather conditions including strong winds and storms, unpredicted snowfalls, hail, torrential rains, etc. Knowledge of the ground conditions, overhead and underground utilities are essential. As most tents are on grass areas, stake anchoring may not be possible and in such circumstances, weighted ballasts are to be used. Where the tents are on pavement, no drilling into asphalt or concrete is permitted.
9. waste disposal of any unwanted materials is to be removed from the event site at the time when the tents, staging and decking are cleared off the site; and
10. contact information of staff is to be provided to the City in the event there are any issues that may occur prior, during and after the event; including after hours for emergencies.

ADDENDA

If the City determines that an amendment is required to this RFQ, the City Representative will issue a written addendum by posting it on the BC Bid Website at www.bcbid.gov.bc.ca and the City Website at www.surrey.ca (collectively, the “Websites”), and upon posting, any addenda will form part of this RFQ.  It is the responsibility of Contractors to check the Websites for addenda.  The only way this RFQ may be added to, or amended in any way, is by a formal written addendum.  No other communication, whether written or oral, from any person will affect or modify the terms of this RFQ or may be relied upon by any Contractor.  By delivery of a Quotation, the Contractor is deemed to have received, accepted and understood the entire RFQ, including any and all addenda.

All inquiries related to this RFQ should be directed in writing to the contact person named above.