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Request for Proposal

RFP15-1546

SUBJECT: BIOENERGY FUEL SUPPLY

DATE OF ISSUE August 31, 2015

TO RESPOND BY: September 28, 2015 @ 1400 Hours (2:00:00 PM Pacific Time) RESPOND TO: Leslie Burke Purchasing and Contracts University of Northern British Columbia 3333 University Way Prince George, BC V2N 4Z9

SIGNATURE AT ISSUE:

MANDATORY SITE VISIT

SEPTEMBER 17, 2015 @ 10:00 A.M. MEET AT PURCHASING OFFICE , ROOM 1085 ADMINISTRATION BUILDING

3333 UNIVERSITY WAY PRINCE GEORGE, B.C.

Page - 2 RECEIPT CONFIRMATION FORM

REQUEST FOR PROPOSAL

RFP15-1546

Please complete this form and email to: Purchasing and Contracts University of Northern British Columbia 3333 University Way Prince George, BC V2N 4Z9 Attn: Leslie Burke E-mail: purchasing@unbc.ca Failure to return this form may result in no further communication regarding this Request for Proposal. COMPANY NAME:

ADDRESS:

CITY: PROV: POSTAL CODE:

CONTACT PERSON:

CONTACT CONTACT TELEPHONE: FAX: EMAIL: I have received a copy of the above noted Request for Proposal. __ Yes, I will be responding to this Request and therefore I will be in attendance at the Mandatory

Site Visit, September 17, 2015 starting at 10:00am. __ No, I will not be responding.

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UNIVERSITY OF NORTHERN BRITISH COLUMBIA

REQUEST FOR PROPOSAL

RFP15-1546 – Bioenergy Fuel Supply 1.0 INFORMATION AND INSTRUCTIONS

1.1 PURPOSE

The University of Northern British Columbia, hereinafter referred to as the “University” or “UNBC” is in the final stages of selecting a qualified company to supply and deliver bio-energy fuel as listed in Schedule A (specifications). A University Service Contract will be set up with the successful Proponent with a term of three (3) years and with an option to renew for two additional one (1) year terms. Through this Request for Proposal, the University seeks to:

1.1.1 determine final pricing 1.1.2 specify the terms and conditions that would govern any resulting contract; and 1.1.3 select the successful Proponent

This Request for Proposal states the instructions for submitting proposals, and the procedure and criteria by which the Contractor will be selected.

1.2 DEFINITIONS

Hereinafter, each company receiving this Request for Proposal (RFP) is referred to as a “Proponent”, and a Proponent’s proposal in response to the Request for Proposal is referred to as a “Proposal”. The successful Proponent to whom a the RFP is awarded is referred to as the “Contractor”.

Wherever the singular or masculine is used it will be construed as if the plural or feminine or neuter, as the case may be, had been used where the context or the parties thereto so required.

The headings have been inserted for reference and as a matter of convenience and in no

way define, limit or enlarge the scope of any provision of this documentation.

1.3 ISSUING OFFICE

University of Northern British Columbia Purchasing, Contract & Risk Management Department 3333 University Way Prince George, BC V2N 4Z9 Attention: Leslie Burke, Purchasing Agent E-mail: purchasing@unbc.ca

Page - 4 1.4 KEY DATES

Listed below are the important events and the target dates and times by which the events are expected to be completed unless stated as must be completed elsewhere in this document:

A. Issue of Request for Proposal August 31, 2015 B. Return Receipt Confirmation Form see 1.9 C. Mandatory Site Visit September 17, 2015 D. Proponent’s Inquiries Up to September 21, 2015 E. University’s Answers By end of September 23, 2015 F. Due Date for Submission of Proposals September 28, 2015 G. Evaluation and Clarification of Proposals By October 5, 2015 H. Award of Contract(s) October 7, 2015

1.5 CLOSING DATE AND TIME

Proposals, signed by the Proponent’s authorized representative, must be received by the Issuing Office, not later than 2:00:00 PM (1400 Hours) Pacific Time, September 28, 2015. The University will not accept submissions of any Proposals after the closing date and time. Any submissions received after the closing date and time shall be considered disqualified and will not be evaluated. Under no circumstances, regardless of weather conditions, transportation delays, or any other circumstances, will late submissions be accepted.

1.6 PROPOSAL SUBMISSION

There are two options to choose from regarding which method you use to submit your proposal. The first: One original and one copy of the Proponent’s proposal, can be submitted to the Issuing Office on or before the closing date. The Proposal number and description are to be clearly marked on the outside of the envelope. In the essence of SUSTAINABILITY, the following practices are suggested regarding the submission.

a) there is no need to include the front end of this document. The University has the original.

b) to minimize the amount of paper used, do not submit anything that is not required or does not add value to your submission, where possible, duplex the pages.

c) ensure if couriering the submission you leave enough time. Overnight or next day often means to Vancouver and requires an additional day to Prince George.

Alternatively: The Proponent’s proposal can be uploaded at:

https://unbc.bonfirehub.ca/p/2674

Page - 5 It is strongly recommend that you give yourself sufficient time and at least ONE (1) hour before Closing Time to begin the uploading process and to finalize your submission. File size limit is 100mb. Multiple files can be uploaded if exceeding this limit. When using Bonfire, each item of Requested Information is instantly sealed and will only be visible by the University after the Closing Time. Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed. You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. Minimum system requirements: Internet Explorer 8/9/10+, Google Chrome, or Mozilla Firefox. Javascript must be enabled. If assistance is required during the upload, contact Bonfire at Support@GoBonfire.com for technical questions related to your submission. You can also visit the help forum at https://bonfirehub.zendesk.com/hc Regardless of which of the two methods are used to submit the proposal, the signature page, Schedule IV must be signed and all information must be received prior to the closing date and time. FAXED OR EMAILED SUBMISSIONS WILL NOT BE ACCEPTED. The University accepts no responsibility for non-receipt and/or delays in receipt caused by transmission and reception problems, equipment failure, or any other similar cause.

Proponents may not make modifications to their Proposals after the closing date and time except as may be allowed by the University.

Amendments to a Request for Proposal by facsimile will be accepted by e-mail provided that the amendment amount is shown and not the total offer. Amendments must be received in writing prior to the Closing Time to be considered as part of the Proponent's proposal.

The University accepts no responsibility for non-receipt and delays in receipt caused by transmission and reception problems, equipment failure, or any other similar cause. Amendments received after the Closing Time will not be considered and will not form any part of the Proposal submitted. Proposals which contain qualifying conditions may be disqualified or rejected.

Proposals will be opened after the Closing Time at the office of the Purchasing and Contract Department, University of Northern British Columbia, Room 1085, 3333 University Way, Prince George, BC V2N 4Z9. Only the names of the Proponents submitting a proposal will be disclosed by the University of Northern British Columbia and only to those Proponents in attendance at the public opening. The University may reproduce any of the Proponent’s Proposal and supporting documents for internal use or for any other purpose required by law.

The University will not be obligated in any way by the Proponent’s Proposal. The University will not return any of the Proponent’s Proposal and supporting documents to the Proponent.

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1.7 PROPOSAL COSTS

The Proponent has the sole responsibility for any costs associated with preparing and submitting its Proposal in response to the Request for Proposal.

In no event will the University be responsible for the costs of preparation or submission of any Proposal.

1.8 IRREVOCABLE OFFER

Proposals submitted to the University shall constitute a valid and irrevocable offer which is open for acceptance by the University from and after submission until the expiration of the 90th day following the Closing Date specified in Section 1.5.

The University reserves the right to accept the Proposal which it deems most advantageous, and the right to reject any or all Proposals.

The University will not be liable under any contract in connection with this Request for Proposal, or the submission of Proposal, unless and until the University has accepted one or more Proposals.

1.9 INQUIRIES AND CHANGES

Any inquiries regarding the selection process and the terms of the Request for Proposal as MUST be e-mailed by the end of September 21, 2015 to: purchasing@unbc.ca subject: RFP15-1546

The University accepts no responsibility for non-receipt and/or delays in receipt caused by late delivery due to reception problems, equipment failure, or any other similar causes.

All questions received on time and in this format and the answers from the University of Northern British Columbia will be issued in written form and issued as an addendum. Any Addenda shall be considered as part of the Proposal Documents. All Addendums will be posted on the UNBC Purchasing website listed as “Active Tenders & RFP’s”. In the event the University’s server is not available, or for any other situation the University deems reasonable, then the addendums will be faxed to all parties registered as having returned the Receipt Confirmation form and/or submitted an inquiry on time.

It is the responsibility of each Proponent to inquire about and clarify any requirements of this Request for Proposal which are not understood.

The University of Northern British Columbia shall not be responsible for, and the Proponent shall not rely upon, any instructions or information given to any Proponent other than in writing in accordance with the requirements of the Request for Proposal.

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The RFP is not to be discussed with any other University of Northern British Columbia employee except at the direction of the Purchasing Agent. Failure to do so could result in the rejection of that Proponent’s proposal.

Proponents must obtain their own information on all matters and things that may in any way influence them in making their Proposal and quoting prices.

Proponents must satisfy themselves in all respects as to the risks and obligations to be undertaken by them.

If a Proponent discovers any inconsistency, discrepancy, ambiguity, errors, or omissions in this RFP, it must notify the University immediately in writing.

The University may, at any time, make and stipulate changes to this Request for Proposal.

The University may provide additional information, clarification or modification by written addenda. All addenda shall be incorporated into and become part of RFP. The University shall not be bound by oral or other informal explanations or clarifications not contained in written addenda.

1.10 SELECTION PROCESS

Because the University bases any decision to award a contract on the Proposals submitted, Proponents should include all requirements, terms or conditions it may have in their proposal, and should not assume that any opportunity will exist to add such matters after the Proposal is submitted.

If the University determines, in its sole discretion, that one Proponent is clearly more qualified than the others under consideration, it may decide to award a contract directly to that Proponent.

The University reserves the right, at its sole discretion, to negotiate with any proponent as it sees fit, or with another proponent or proponents concurrently. Once a short list is established in no event will the University be required to offer any modified terms to any other proponent. The University shall incur no liability to any other proponent as a result of such negotiations or modifications.

Evaluation of proposals will be by a committee established by the University.

1.11 BASIS OF SELECTION

The University will not necessarily accept the lowest price or any Proposal. Any implication that the lowest or any Proposal will be accepted is hereby expressly negated.

The University will not be limited as to its criteria for evaluation of Proposals. The University may take into account whatever criteria and considerations it wishes to. These may include:

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1.11.1 The Proponent’s capability to provide Bioenergy fuel as described in Schedule A and the information contained in the documentation supplied by the Proponent in response to this Request for Proposal.

1.11.2 Any features or value added advantages which are unique to the Proponent’s

Proposal, which the University has not listed in Schedule A.

1.11.3 The contractual terms proposed by the Proponent which will govern any contractual relationship with the University.

1.11.4 The Proponent’s relevant experience, qualifications and success in providing a

service of the type described in Attachment A.

1.11.6 The Proponent’s price.

1.12 CONTRACTUAL OBLIGATION

Mandatory Contractual Provisions (Mandatory Provisions) and Preferred Contractual Provisions (Preferred Provisions) that will govern any subsequent contract issue are outlined in this Request for Proposal. The Proponent’s Proposal is automatically deemed to include the Proponent’s agreement to the Mandatory Provisions and the Preferred Provisions unless the Proponent expressly and specifically provides otherwise in its Proposal.

Mandatory Provisions are listed in Section 3.0. The Proponent may not modify any Mandatory Provisions in its Proposal. If the Proponent has any Mandatory Provision or wished to incorporate or use any Proponent standard terms and conditions, the Proponent shall append such materials to its Proposal and indicate thereon such Mandatory Provisions. The Proponent’s Mandatory Provisions will also be considered as part of the selection process.

Preferred Provisions are listed in Section 4.0. Such provisions are desirable to the University but are open to negotiation between the University and the Proponent. The Proponent may reject or make changes to preferred provisions by explicitly stating so in its Proposal.

1.13 CONTRACT PROVISIONS BY REFERENCE

The University’s acceptance of the Proponent’s Proposal by issuance of a University Services Contract shall create a contract between the University and such Proponent(s) containing all specifications, terms and conditions in the Proposal except as amended in the Services Contract. Any exceptions taken by the Contractor which are not included in the Service Contract will not form part of the contract.

Page - 9 1.14 CONFIDENTIALITY

The Proponent acknowledges that the University is a public body subject to the Freedom of Information and Protection of Privacy Act (the Act). The Proponent shall review the Act and determine the categories of records which are exempted from disclosure under the Act. The Proponent shall clearly mark “Confidential” all information regarding the items and conditions, financial and/or technical aspects of the Proponent’s Proposal, which in the Proponent’s opinion are of a proprietary or confidential nature at the relevant item or page.

If the University receives a request for information under the Act which includes information provided by the Proponent, the University will give the Proponent notice of such request and the Proponent will respond to such notice within 20 days or less. If the Proponent does not respond to the notice from the University, the University will proceed to process the request for information. The University shall use all reasonable efforts to hold all information marked “Confidential” by the Proponent in strict confidence but shall not be liable for any inadvertent disclosure.

If the University’s response to a request under the Act is appealed to the Office of the Information and Privacy Commissioner, the Proponent shall have the burden of proof per section 57 (3) of the Act. The Proponent shall be responsible for all costs related to its confidentiality requirements.

If the University declares and marks certain information about the University to be received by the Proponent as “Confidential”, the Proponent must not disclose such “Confidential” information to any third parties unless authorized to do so in writing by the University.

The Proponent and The University agree that the reciprocal obligations of confidentiality will survive the termination of any contract that might arise between the parties.

The University shall not be liable for any damage, breach of contract, or breach of

covenant contained in this contract, due to causes beyond control of the University, and in particular, (but not so as to restrict the generality of the foregoing) it shall not be liable for damages or breach caused by act of God, acts of military or civil authorities, war, riot or civil disobedience, fire, explosion, strikes, lock outs or other labour unrest, including picketing, (whether lawful or not), nor shall it be liable for damages or breaches of covenant or contract caused by its being unable to obtain labour, materials, or facilities, and the University shall not, in any event, under any circumstances whatever, be liable for consequential damage or special damages to any person arising by reason of any of the aforesaid matters.

Page - 10 2.0 GUIDELINES TO SUBMISSION OF PROPOSAL

In order to receive a uniform format of Proposal from all Proponents, the following guidelines for formatting the proposal have been outlined.

2.1 EXECUTIVE SUMMARY AND COMPANY OVERVIEW

The Proponent shall include a summary of pertinent points in the Proposal that the Proponent wishes to highlight. The Proponent shall include a one paragraph company overview.

2.2 SITE PREPARATION AND REQUIREMENTS (if applicable)

The site services required, including environmental conditions must also be specified in the Proposal.

If deemed appropriate by the university modifications to the BioEnergy Building in which the fuel shall be housed will be the responsibility of the University and such modification shall be completed in such a manner that delivery and installation by the Contractor will not be impeded.

The Contractor is responsible to provide all the information necessary for a proper site preparation.

2.3 COSTS

All prices must be quoted duty exempt and goods & services tax (G.S.T.) and B.C. provincial sales tax (P.S.T.) excluded. Each Proponent shall provide separate prices for:

2.4.1 Cost for Bone Dry Tonne, including all costs related to delivery.

2.4.2 Any charges not specified in the above which will or may be billed to the University

by the Proponent in performing the work proposed. In addition, the Proponent shall clearly indicate any known possibility for unanticipated charges to the University, other than the Proponent’s charges specified in its Proposal, as well as make any suggestions for cost savings in any area.

2.4 DELIVERY DATES

The Proponent must specify whether there is the ability, to deliver on weekends and if yes, whether at no extra charge to the University, and if there is ability to deliver on an as and when required basis (Schedule II). During the length of this contract, annually and upon thirty (30) days notice to the contractor, the University may request ceasing biofuel delivery for a specified time period (not to exceed one (1) month) in order to perform system maintenance.

Page - 11 3.0 MANDATORY CONTRACTUAL PROVISIONS

The following terms and conditions are mandatory and shall be deemed to be incorporated.

3.1 THE UNIVERSITY’S AUTHORIZED REPRESENTATIVES

The only persons who are or shall be authorized to speak or act for the University in any way with respect to any contract resulting from this Request for Proposal are those whose positions or names will be specifically designated.

In addition to the UNBC and Contractor authorized representative designates, updated emergency contact lists will be made available for both parties.

It is hereby declared and agreed by the Proponent that all Proposals submitted to the University by the Proponent have been prepared on the basis of its own knowledge of the nature of the work to be performed or of the goods to be supplied, the location, quality, and character of the equipment and facilities needed, as well as general and local conditions and all other such matters which can affect the Proponent’s performance under any contract between the parties that might result from the Proponent’s Proposal. The Proponent further agrees that it does not rely upon any information given or statements made by representatives of the University with regard to the Proponent’s Proposal or work to be performed.

3.2 AMENDMENTS

No amendment of a contract resulting from this proposal process shall be effective unless it is reduced to writing and executed by the parties hereto.

3.3 NOTICES Any notice, payment, or any or all of the material that either party may be required or may

desire to give or deliver to the other will be conclusively deemed validly given or delivered to and received by the addressee, if delivered personally on the date of such personal deliver or, if mailed, on the third business day after the mailing of the same in British Columbia by prepaid post addressed, if to the University:

If to the University: University of Northern British Columbia 3333 University Way Prince George, BC V2N 4Z9

3.4 INDEMNITY

The Contractor shall indemnify the University for all damages suffered by it due to the negligent actions or wrongful acts of the Contractor, its employees, servants or agents. The Contractor shall indemnify and hold harmless the University, its Board of Governors, its

Page - 12 employees, students, servants and agents from all claims, demands, losses, costs, damages, actions, suits, or proceedings initiated by third parties arising from the negligence of the Contractor, his employees, servants, or agents.

3.5 INSURANCE

The Contractor warrants and represents that it has the following insurance coverage. All sub-trades/sub-contractors must carry the same insurance coverage.

3.5.1 GENERAL LIABILITY INSURANCE

General Liability Insurance with a limit of not less than $2,000,000.00 inclusive per occurrence for bodily injury, (including death) and damage to property including loss of use thereof. Such insurance shall include coverage for broad from property damage, contractual liability, completed operations and product liability. The University of Northern British Columbia shall be named as an additional insured on the policy, but only with respect to the operations of the Contractor in the performance of this contract.

3.5.2 AUTOMOBILE LIABILITY INSURANCE

Automobile Liability Insurance for a limit of not less than $2,000,000.00 for all owned, leased or rented licensed vehicles used in the performance of the contract.

3.6 WORKERS’ COMPENSATION

The Proponent with whom the University wishes to contract warrants and represents that it shall comply with the relevant Workers’ Compensation Board requirements.

The contractor is responsible for complying with Workers Compensation Board and the Ministry of Labour laws, policies and procedures. The presence or risk of hazards to the health or safety of people in the vicinity of the work must be identified and actions must be taken to protect workers and other persons from such hazards.

3.7 APPLICABLE REGULATIONS

All equipment provided shall comply with all applicable provincial and federal regulations. The resulting Agreement does not operate as a permit, license, approval or other statutory authority which the Contractor may be required to obtain from the Province or any of its agencies in order to provide the Services.

3.8 GOVERNING LAW

Any contract resulting from this request for proposal shall be governed by and interpreted in accordance with the laws of the Province of British Columbia.

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3.9 ASSIGNMENT

Any agreement made as a result of this Request for Proposal may not be assigned or transferred by either party to such agreement without the prior written approval of the University.

4.0 PREFERRED CONTRACTUAL PROVISIONS

The following terms and conditions are desirable. Proponents may propose alternate language, but are requested to limit their changes to those of a substantive nature. Except to the extent that changes are made in the Proponent’s Proposal, these provisions shall be deemed to be incorporated in the Proponent’s Proposal.

4.1 COMMITMENTS, WARRANTIES AND REPRESENTATIONS

Any commitment made by a Proponent pursuant to its Proposal shall be binding upon the Contractor. For the purposes of its Proposal, a commitment by a Proponent includes:

4.1.1 Prices and options committed to remain in force over specified periods of time;

4.1.2 Any written warranty or representation made by the Proponent in a Proposal as to

equipment or software performance, total system performance, and other physical, design or functional characteristics of a machine, software package or system.

4.1.3 Any written warranty or representation made by the Proponent concerning the

characteristics of items described in 4.1.2 above made during the course of negotiations whether or not incorporated into a formal amendment to the Proposal in question; and

4.1.4 Any written warranty or representation by the Proponent in a Proposal, support

documents, side letters or other memoranda, or negotiations subsequent thereto as to training to be provided, services to be performed, prices and options committed to remain in force over fixed periods of time, or any other similar matter regardless of the fact that the duration of such commitment may exceed the duration of any contract that may be entered into by the parties.

4.2 TERMINATION

4.2.1 The University shall have the unilateral right to terminate any contract formed

between the parties in the event that any one or more of the following events of default occur or continue during the term of the contract: (a) the Contractor shall fail to deliver the services required by the agreement or (b) the Contractor shall repeatedly fail to respond to requests for services within the time limits set forth in the agreement or (c) the Contractor shall breach any of the other terms set forth within the agreement. If such option is exercised the University will be under no further obligation to the Contractor except to pay the Contractor such fees and expenses as the Contractor may be entitled to receive attached hereto, for services provided and expenses incurred to the effective date of termination.

Page - 14 4.2.2 The University shall, at its option, be at liberty without cause to terminate this

Agreement upon one (1) years’ written notice to the Contractor. In the event of a termination aforesaid, the University shall thereupon be under no further obligation to the Contractor except to pay the Contractor such fees and expenses as the Contractor may be entitled to receive for services provided and expenses incurred to the effective date of termination.

4.2.3 The contractor shall, at its option, be at liberty without cause to terminate this

Agreement upon one (1) years’ written notice to the University, and, upon default by the University upon 15 days written notice unless at the expiration of that period of time the University has remedied its’ default. In the event of a termination aforesaid, the Contractor shall thereupon be under no further obligation to the University.

4.2.4 The contract may be suspended by the University on immediate notice to the

Contractor if the Bioenergy Plant is wholly or partially damaged or destroyed to the extent that the operations of the Bioenergy Plant are totally suspended as a result thereof for a period in excess of Thirty (30) days.

4.3 NON-WAIVER

No provision of this Agreement and no breach by the Contractor of any such provision will

be deemed to have been waived unless such waiver is in writing signed by the University.

A written waiver by the University of any breach of any provision of this Agreement by the Contractor will not be deemed a waiver of such provision or of any subsequent breach of the same or any other provision of this Agreement.

4.4 CONFLICT

The Contractor will not perform a service for or provide advice to any person, firm or

corporation where the performance of the service or the provision of the advice may or does, in the reasonable opinion of the University, give rise to a conflict of interest between the obligations of the Contractor to the University under this Agreement and the obligations of the contractor to such other person, firm or corporation.

4.5 PROPERTY AND EQUIPMENT DAMAGE

The Contractor shall protect the University's property and equipment from damage and is responsible for reporting any damages to the University’s Chief Engineer or his designate. The Contractor shall be responsible for damage which may arise as the result of his operations under the contract except damage which occurs as the result of acts or omissions by the University. Other contractor's work or equipment destroyed or damaged by such actions of the Contractor shall be made good promptly at the Contractor's expense. The Contractor is responsible for the costs, as determined by the University, associated with repairing or replacing the fixtures or any property.

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In the event the Contractor causes damages, invoice payment shall be held or reduced until such time as the matter is corrected. Should the fix require the Contractors services beyond the scheduled contract end, the contract term will be considered extended until such time as the fix is completed to the satisfaction of the Director Facilities Management. The contractor will coordinate with the University’s Chief Engineer or his designate making every effort to expedite the fix.

4.6 TAXES & DUTIES

The Proponent must list all applicable taxes, fees and levies that the university will be expected to pay.

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SCHEDULE A

SPECIFICATIONS

REQUEST FOR PROPOSAL

RFP15-1546 UNBC reserves the right to award any or all to one or more contractors. Mandatory Site Visit: All Proponents wishing to submit a proposal are required to attend a Mandatory Site Visit on Thursday, September 17, 2015. Proponents are asked to meet at 9:50am in Office of Purchasing and Contracts, room 1085 of the Administration Building at the UNBC Prince George campus with the Mandatory Site Visit scheduled to commence at 10:00am. All Proponents will be required to sign that they are present for the mandatory site visit. Any Proponent who is not represented at the Mandatory Site Visit will NOT be permitted to submit a proposal for consideration. Proponents must be present by the start of the site visit and have at least one individual who signed in remain present for the entirety of the site visit. The University reserves the right to refuse any proposal from a Proponent that was deemed by the University, regardless of the reason, to have arrived late and missed the essence of the mandatory site visit and/or did not have representation present for the entirety of the mandatory site visit and missed the essence of the mandatory site visit. Proponents are expected to have reviewed this Request for Proposal prior to attending the Mandatory Site Visit. The site visit will be approximately 30 minutes in length and will involve walking up to the Bioenergy Plant. Background The University of Northern BC (UNBC) Bioenergy Plant was commissioned in the fall of 2010 and has provided the majority of the Prince George campus heating since that date. This award winning facility uses “Hog Fuel” as its primary source of fuel and has dramatically reduced the natural gas usage of the University. A reliable, clean source of hog fuel is paramount to the successful operation of the system; UNBC views the fuel Contractor as an important partner in the operation of Canada’s Green University.. The historical fuel consumption for the Bio-energy Plant is listed in Table 1 below. Average annual consumption is approximately 4,300 Bone Dry Tonnes (BDT) of “Hog Fuel” per year. The volume of the fuel storage of the facility is approximately 59 BDT. Table 1: Average amount of fuel delivered, and number of truckloads per month for the period from July 2011 – June 2015.

Month Fuel Delivered (BDT)

Number of Loads

January 569 33 February 479 27 March 437 23

Page - 17 April 384 21 May 270 15 June 214 13 July 216 11 August 220 12 September 246 14 October 330 17 November 453 25 December 523 30 4340 240

The fuel trucks are to be “Walking Floor” units. The fuel truck units are to be a maximum width of 8.5 ft and a maximum height of 14.0 ft. The Universities requires that the Fuel Supply Contractor will maintain the fuel level in the UNBC Bio-energy fuel storage bin above 1/3 full at all times. FUEL SPECIFICATIONS The Bioenergy material handling system does not include any grinding or screening, so it is imperative that the fuel offloaded from the trucks into the fuel bay be both free of contaminants and within the size tolerance of the combustion equipment.

The fuel specification for the UNBC system is as follows: (i) Fuel Size

(a) Must be sized to 3 in. minus in all dimensions. Long fibres or sticks that are longer than 3 in. in length are not acceptable; and

(b) Residues sized less than 1/4 in. must be limited to 25 percent or less by volume

(ii) Prohibited Materials - Must be free of:

(a) preserving chemicals, paint, processing chemicals, glues, sulphurous, phosphorous or nitrogenous chemicals that might be classified as hazardous or appear in flue gas or ash;

(b) nails or other metal strips;

(c) rotten material which evidences a state of decomposition; and

(d) leafy greens or needles.

(iii) Moisture Content

(a) Moisture content must be no more than 55% and no less than 10% (wet basis);

(b) Must be well mixed with a consistent moisture content level.

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(iv) Ash Content

(a) Must contain less than 10% dry basis inorganic material including materials that are part of the normal composition of wood as well as materials that are not part of the makeup of natural wood.

(b) Initial deformation temperature (IDT) of ash must be greater than 2100 °F.

(v) Ultimate and Proximate Analysis

The proximate and ultimate analysis of the fuel on a dry weight basis must fall within the following ranges:

Proximate Analysis Ultimate Analysis

Component Component

Moisture Content (wet basis) – see above 10-55% Carbon 48-52%

Volatile Content 70-85% Hydrogen 5-6%

Fixed Carbon 15-25% Oxygen 36-55%

Ash – see above <10% Nitrogen <0.5%

Higher Heating Value (HHV) <8200 btu/lb Sulphur <0.025%

Chlorine <0.025%

Total 100% Note:

UNBC has the right to refuse fuel if contaminated with metal, organics and other materials stated in the above fuel specification and will not be responsible for payment of the fuel or associated delivery.

DELIVERY The Contractor shall transport, deliver, and unload, the biofuel FOB University bio-energy fuel storage bin, University of Northern British Columbia delivery site. The University is responsible for snow clearing and sanding on the Bioenergy access road. A priority is placed on this route due to the critical nature of fuel deliveries. The City of Prince George has confirmed that there are no seasonal road restrictions on University Way or Tyner Boulevard. Contractor is to supply the material in Green Tonnes to the University. A monthly average moisture content will be determined through a method mutually agreed upon between UNBC and the Contractor. Both the Tare and Gross weight of each truck is to be determined at the Government weigh scales, and is to be recorded on the load slip.

In order for the University to make payment in BDT (bone dry tonne) the following conversion factor must be used:

Calculation #1

“Green Tonnes delivered” minus moisture content = BDT delivered in month.

Page - 19 Example for 40% moisture content fuel: 100 green tonnes delivered – (40% of 100

green tonnes) = 60 BDT delivered.

Calculation #2

BDT delivered in month x cost per unit of fuel (based on contract value per tonne) = Cost of fuel for month.

Example: 26 BDT x $20.00 BDT = $520

The Contractor is required to monitor the fuel level in the storage bin (UNBC supplied webcam is available for remote monitoring by video link) and dispatch fuel trucks as appropriate to maintain adequate fuel supply. Adequate fuel supply is to be maintained over weekends as well: this can be achieved either by completely filling the bins Friday afternoon, or by arranging for weekend deliveries at the Contractor’s discretion. The fuel delivery company must provide the following on a load slip:

• Date, • Truck#, • Where the fuel was hauled from, • Gross weight inkg, • Tare weight in kg, • Net weight in kg, • Time the truck arrived at UNBC, • Time the truck left UNBC, • Driver signature & • Load slip #.

All services are to be a professional quality of work. Any out of specification fuel may be considered cause for termination of the agreement.

All work is to be coordinated with the UNBC Chief Engineer and/or designate.

The University reserves the right to supervise the work for safety or environmental issues and to intervene if in the opinion of the University’s Health and Safety Department, and/or the UNBC Facilities Department, there are unsafe or environmentally damaging work practices. Note: Safety and environmental practices to be reviewed and discussed at a Site Orientation Meeting, prior to commencement of services.

Page - 20

SCHEDULE I

BIDDERS SUBMISSION CHECKLIST

REQUEST FOR PROPOSAL

RFP15-1546 _________________________

1. Schedule II – Itemized Price List 2. Schedule III – Proposal Response Form 3. Schedule IV – Proposal Signatures 4. Schedule V - Subcontractors 5. Schedule VI - References 6. Schedule VII – Long Term Fibre Supply and Quality Control 7. Schedule VIII – Delivery Interruptions 8. Schedule IX – Alternate Source of Fuel 9. Schedule X – Value Add 10. Section 21. - Executive Summary And Company Overview 11. Site preparation requirements if applicable

Page - 21 SCHEDULE II

ITEMIZED PRICE LIST REQUEST FOR PROPOSAL

RFP15-1546 ______________________

Other than the signature, please no handwritten responses on the forms provided. I/We hereby list below an itemized unit breakdown of prices as follows: NOTE 1: All costs associated with product, delivery, taxes, fees, and environmental levies

must be listed in this proposal NOTE 2: Pricing below must be submitted in Canadian Funds, landed. 1. Biofuel Bone Dry Tonne (BDT) – including delivery $____________ 2. Any other costs that may be charged to the University; ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ 3. GST Applicable Yes ______ No ______ 4. PST Applicable Yes ______ No ______ Does the equipment that would be used in to before the services herein, meet the following specifications? Yes _____ No _____ The fuel trucks are to be “Walking Floor” units. The fuel truck units are to be a maximum width of 8.5 ft and a maximum height of 14.0 ft. Does the biofuel that would be provided to fulfil the requirements herein, meet the specifications in Schedule A? Yes _____ No _____ Can fuel be delivered on weekends? Yes _____ No _____ If yes, at the same cost to UNBC? Yes _____ No _____ _____________________________________________________ Can bin fill-up be scheduled for Friday afternoons? Yes _____ No _____ Can fuel be delivered on an as and when required basis? Yes _____ No _____ __________________________________________________________________________ ____________________________________________________________________________________

Page - 22

SCHEDULE III

PROPOSAL RESPONSE FORM

REQUEST FOR PROPOSAL RFP15-1546

______________________

This proposal response form must be completed by each Proponent and forwarded to The University of Northern British Columbia. All requirements outlined in the Request for Proposal with their submission and any other documentation requested by UNBC, and any important information developed by the Proponent as part of its presentation, must accompany this form.

PROPOSAL We, __________________________________________, having examined the Request for Proposal and all other information and documents included in the Request for Proposal, do hereby offer and agree to furnish as described. 1. Receipt of the following addenda is acknowledged:

Addendum No. ______________ Date: ________________________ Addendum No. ______________ Date: ________________________ Addendum No. ______________ Date: ________________________

2. The University reserves the right to waive irregularities and informalities, to reject proposals from

Proponents found not to be responsive according to the terms of the invitation, and the right to reject all proposals.

Page - 23

SCHEDULE IV

PROPOSAL SIGNATURE(S)

REQUEST FOR PROPOSAL RFP15-1546

_______________________ The undersigned agrees not to withdraw or modify this Proposal for a period of sixty (60) days from submission deadline. LEGAL NAME OF FIRM: __________________________________________________________ AUTHORIZING SIGNATURE: _______________________________________________ _______________________________________________ Print Name Official Capacity: __________________________________________________________ Address: __________________________________________________________ City: __________________________________________________________ Province or State: ___________________ Postal or Zip Code: _____________ Date: __________________________________________________________ Telephone: ___________________ Fax: ______________________ Email _______________________________________________ Duly authorized officers of the Proponent(s) shall properly execute the Proposal as follows: If the Proponent is a corporation, the proposal shall be signed in the name and under the seal of the corporation by a duly authorized officer of the corporation, with the designation of his/her official capacity, and attested properly. The proposal shall show the place in which the corporation is chartered. If the Proponent is an individual, he or she shall sign the proposal in person or by representative and be witnessed, stating the name or style, if any, under which he or she is doing business. If the signing is by representative, his or her power of attorney or other authorization shall be stated, and a certified copy thereof shall be attached to the Proposal. If the Proponent is a joint venture or partnership, the proposal shall be signed by each of the persons or firms, which is a party to the joint venture agreement. A certified copy of the joint venture agreement shall be attached to the Proposal. A joint venture will not be accepted unless the joint venture agreement or some other signed and legally binding instrument is certified and attached to the proposal, containing provisions for one of the parties to the joint venture to be in full direction of the project and to exercise this direction through a single individual, to be appointed Manager of Operations with the consent of all parties to the joint venture agreement.

Page - 24

SCHEDULE V

SUBCONTRACTORS

REQUEST FOR PROPOSAL RFP15-1546

_______________________

1. Include a proposed list of any subcontractors, if any, that may be hired to assist in the completion of this project.

1) The Contractor shall maintain and require subcontractor(s) to maintain Workers’

Compensation coverage. 2) The contractor warrants that the subcontractor is fully insured and that the insurance is

adequate to provide coverage for any injuries sustained by any person on the worksite or for any property damages occurring as a direct result of the work done under this contract.

3) No subcontract entered into by the Contractor will relieve the Contractor from any of these obligations under the contract resulting from this proposal or impose any obligation or liability upon the University to any such subcontractor. The Contractor shall require all subcontractors to be bound by the same terms and conditions as provided for in the Contract between the Contractor and the University.

Page - 25 SCHEDULE VI

REFERENCES

REQUEST FOR PROPOSAL

RFP15-1546 Proponents are required to submit with the proposal submission, a minimum of two (2) references, complete with current contact names, phone numbers and email addresses, to verify the Proponent’s experience, quality of work, and capability to provide the services outlined in this RFP document. Include company name, description of service and time period service was provided. References should be for customers who have utilized the services of the contractor within the last 24 months.

Page - 26 SCHEDULE VII

LONG TERM FIBRE SUPPLY

AND QUALITY CONTROL

REQUEST FOR PROPOSAL

RFP15-1546 Provide indication of resources to maintain fibre supply during the term of the contract. It is essential to UNBC operations that the supplied fuel be free of metal and rock contaminants, and meet the sizing requirements. Reloading of hog fuel from a gravel storage pad is not acceptable. Describe the procedures and/or equipment in place to ensure these criteria will be met.

Page - 27 SCHEDULE VIII

DELIVERY INTERRUPTIONS

REQUEST FOR PROPOSAL

RFP15-1546 The University expects the Contractor to deliver the fuel to UNBC on a regular and consistent basis. List below any expected or potential events in the Proponent’s business operations that could disrupt fuel deliveries to UNBC. Include duration, frequency of occurrence, and number of times such an event has occurred in the last 5 years of the Proponent’s operations.

Page - 28 SCHEDULE IX

ALTERNATE SOURCE OF FUEL

REQUEST FOR PROPOSAL

RFP15-1546

UNBC reserves the right to source independent deliveries of fuel or whole logs from other sources during the term of this contract.

From time to time the University may accept fuel deliveries from other suppliers on a small scale. This could be either research trials, deliveries from local land clearing operations, or waste from local sawmills that is not suitable for the general hog fuel market (i.e. cedar). Two options for addressing this in the context of the primary fuel supply agreement are listed below.

a. Alternative supply cap – UNBC is free to accept fuel deliveries from

alternative suppliers up to 10% of the expected supply volume [preferred option due to minimal administrative overhead]

b. Contract extension - UNBC will track the amount of fuel received from other suppliers (in bone dry tonnes), and will communicate the total amount received at the end of each contract year. The contract term will be extended a length of time sufficient for the Contractor to supply fuel equivalent to the total amount of fuel received from other suppliers (in bone dry tonnes), at the price in effect at the end of the original contract term.

c. Other (please specify an alternative arrangement if neither of the above are deemed acceptable)

Contractors are required to identify their preferred arrangement, or to propose an alternative for consideration by UNBC.

Page - 29 SCHEDULE X

VALUE ADD

REQUEST FOR PROPOSAL

RFP15-1546

If any, describe in detail any Value-Add the Proponent feels would benefit the University by forming a strategic alliance. Examples may include, but are not limited to funding for joint research projects, scholarships, or capital upgrade contributions. Please note, responses to Schedule X must be submitted separate from the rest of the proposal submission. If submitting a hard copy proposal , Schedule X information must be included in the sealed envelope/package BUT in its own sealed envelope. If submitting through Bonfire, no extra steps are necessary. Please ensure that there is no reference to the information in Schedule X in any other part of the proposal submission. The only Schedule X submission that will be opened and reviewed will be that of the successful Proponent and only after the contract is fully signed. The Value-Add proposed in Schedule X, if any, is eligible for a donation receipt. The University reserves the option to accept or decline the Value-Add as proposed.

If the Proponent is considering offering a rebate, this information should be included with the pricing information in Schedule II if it is to be considered as part of the evaluation. Such rebates, if any, would not be eligible for a tax receipt.