Soil Hauling, Testing and Disposal

City of Coquitlam
RFP No. 26-062 - Soil Hauling, Testing and Disposal
City of Coquitlam
Request for Proposals
RFP No. 26-062
Soil Hauling, Testing and Disposal
File #: 03-1220-20/26-062/1 Doc #: 6175519.v1 Page 1 of 9

City of Coquitlam
RFP No. 26-062 - Soil Hauling, Testing and Disposal
TABLE OF CONTENTS
1. KEY DATES .............................................................................................................................. 3
2. PROCUREMENT REQUIREMENTS, GUIDELINES, AND TERMS & CONDITIONS ................ 3
3. DEFINITIONS ......................................................................................................................... 4
4. INSTRUCTIONS TO PROPONENTS ....................................................................................... 5
Acknowledgement .......................................................................................................... 5
Purpose ............................................................................................................................ 5
Proposal Submission ...................................................................................................... 5
Prices ................................................................................................................................ 5
Requested Departures ................................................................................................... 5
Evaluation Criteria .......................................................................................................... 5
Term ................................................................................................................................. 8
5. PROJECT SPECIFIC TERMS AND CONDITIONS .................................................................... 8
Permits and Regulations ................................................................................................ 8
6. SCOPE OF SERVICES ............................................................................................................... 8
Scope ................................................................................................................................ 8
PROPOSAL SUBMISSION FORM
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City of Coquitlam
RFP No. 26-062 - Soil Hauling, Testing and Disposal
1. KEY DATES
RFP Issue Date Thursday, May 21, 2026
Deadline for Questions 12:00 PM (local time)
Send questions to: bid@coquitlam.ca Monday, June 8, 2026
referencing the RFP name and number.
2:00 PM (local time)
Submission Deadline
Thursday, June 11, 2026
2. PROCUREMENT REQUIREMENTS, GUIDELINES, AND TERMS & CONDITIONS
All applicable requirements, guidelines, and terms and conditions for City procurement
processes including, but not limited to, RFPs, RFIQs, and RFIs etc. are available on the
City's website under City Purchasing Information.
To be eligible for the award, the City requires only the successful Proponent to agree to
and have the following in place before providing any Goods or Services. The applicable
requirements to this process are:
a) Instructions to Proponents
b) City Standard Terms and Conditions - Purchase of Goods and Services
Do Not Submit - The items below are not required as part of this RFP Proposal. The
City will request this documentation from the successful Proponent prior to
entering into an agreement for Services.
c) Commercial General Liability (CGL) insurance $5M coverage provided on the City's
Certificate of Insurance - Contractor Form
d) Be registered and provide WorkSafeBC clearance; upon request, the City may
request an employer report
e) A City of Coquitlam or Tri Cities Intermunicipal Business License is required for
any Contractor performing Work within the City or if their office is located within
the City, excluding delivery-only services.
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City of Coquitlam
RFP No. 26-062 - Soil Hauling, Testing and Disposal
3. DEFINITIONS
"Agreement" "Contract" means the City Purchase Order that will be issued to
formalize the Contract with the successful Proponent through negotiation process with
the City based on the Proposal submitted and will incorporate by reference the Request
for Proposals, the Terms and Conditions of Contract included in this RFP, any additional
subsequent information, any addenda issued, the Proponent's response and
acceptance by the City
"City" "Owner" means City of Coquitlam
"Contractor" means the person(s) firm(s) or corporation(s) appointed by the City to
carry out all duties, obligations, work and services described in the Request for Proposal
and all associated documentation, which may also include mutually agreed revisions
subsequent to submission of a Proposal. Both "Contractor" and "Proponent" are
complementary in terms of duties, obligations and responsibilities contemplated at the
Request for Proposals stage, through evaluation process, execution and performance
of the services and Works
"Price" means the amount that will be paid by the City to the Contractor for delivery
and acceptance of goods and Services
"Proponent" means responder to this Request for Proposals
"Proposal" means the submission by the Proponent
"Request for Proposals" "RFP" shall mean and include the complete set of documents,
specifications and addenda incorporated herein, and included in this Request for
Proposals
"Services" "Work" "Works" means and includes the provision by the successful
Proponent of all services, duties, and expectations as further described in this RFP. This
will also mean the whole of the Work, tools, materials, labour, equipment, travel, and all
that is required to be done, furnished and performed by the Contractor
"Shall" "Must" "Will" "Mandatory" means a requirement that must be met
"Supply" "Provide" shall mean supply and pay for and provide and pay for
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City of Coquitlam
RFP No. 26-062 - Soil Hauling, Testing and Disposal
4. INSTRUCTIONS TO PROPONENTS
Acknowledgement
The City acknowledges with gratitude and respect that the name Coquitlam was derived
from the hn q min m (HUN-kuh-MEE-num) word kwikw m (kwee-KWET-lum)

meaning "Red Fish Up the River". The City is honoured to be located on the kwikwm
traditional and ancestral lands, including those parts that were historically shared with
the q icy (kat-zee), and other Coast Salish Peoples.
Purpose
The purpose of this RFP is to invite Proposals from qualified, experienced companies for
"as and when required" Soil Hauling, Testing and Disposal Services, as stated within
this RFP.
Proposal Submission
Proponents should complete and submit the information requested in this RFP
document on the Proposal Submission.
Prices
Prices shall be all-inclusive and stated in (Canadian Funds). Prices shall remain FIRM for
the completion of the Term of the Contract.
Prices shall include the provision of all tools, materials, equipment, labour,
transportation, fuel, supervision, management, overhead, materials, traffic control,
services, all necessary packing and crating (where applicable), Canadian Customs
import and export duties, freight, handling, insurance, all other associated or related
charges, foreign, federal, provincial and municipal taxes, bonding costs, all licences,
permits, inspections and all other requirements necessary for the commencement,
performance and completion of Services as described.
Taxes are to be shown separately at time of invoicing.
The lowest price of any Proposal will not necessarily be accepted but will be analyzed to
determine best overall value.
Requested Departures
The Proponent acknowledges that the departures requested in the Proposal
Submission Form will not form part of the Contract unless and until the City specifically
consents in writing to any of them. The City may not consider any departures not stated
in the Proponent's Proposal Submission.
Evaluation Criteria
a) Instructions for Proposal Submission and Attachment Referencing
The City uses Microsoft Word to streamline the transfer of Proponent
information into an evaluation document. Responses on the Proposal
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City of Coquitlam
RFP No. 26-062 - Soil Hauling, Testing and Disposal
Submission Form should provide direct answers or concise summaries of any
referenced attachments. Where attachments are necessary, each response
should summarize the relevant information and clearly indicate where the City
can find the corresponding details within the attachments, specifying precisely,
for example, "see Section X, subsection Y, paragraph Z, on page N."
b) Submission Format and Content Authenticity
Lower scores may be assigned if Proposal Submission Forms:
I. Non-conforming
* Are not submitted in Microsoft Word format
* Rely solely on references such as "see section X in the attached
document" without providing summaries
II. Authenticity
* The City preference is for Proposals to be original and directly
aligned with the requirements outlined in this RFP
* Proposals will be evaluated on specificity and relevance of content
* Proposals containing generic, boilerplate, non-responsive content
may receive a lower score
* Proponents must demonstrate a clear understanding of the City's
needs by providing detailed, tailored responses, including
methodologies
* Proposals lacking sufficient detail and originality may result in a
lower evaluation score
c) Evaluation Criteria and Points Allocation
Each proposal will be evaluated based on the following criteria:
Maximum Points to
Proposal Evaluation Summary
be Awarded
Corporate 30
Sustainable Benefits and Social Responsibility 10
Technical 30
Financial 30
Total 100
d) The criteria for evaluation of the Proposals may include, but is not limited to:
Corporate Experience, Capacity and Resources
* Business and technical reputation and capabilities; experience, financial
stability, capacity and resources
* Value added benefits
* References
* Key Personnel
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City of Coquitlam
RFP No. 26-062 - Soil Hauling, Testing and Disposal
* Sub-contractors
Sustainable Benefits and Social Responsibility
* Sustainable benefits
* Reconciliation
* Social Responsibility
Technical
* Methodology, set-up and execution of the Work
* Quality Assurance and Safety
* Risk factors
* Disposal
* Testing
* Location
Financial
* Price
e) Proposal Comparison
These criteria will be used to determine best overall value to the City. Proposals
will be compared to select one or more that are most advantageous.
f) Reference Checks and Interviews
Upon selection of one or more lead Proponent(s):
* References may be contacted
* Interviews may be conducted
As part of the evaluation of Corporate Experience
o
The City reserves the right to check references on other projects even if they are
not specifically listed. Information obtained from references will be confidential
and will not be disclosed to any Proponents.
g) Additional Evaluation Considerations
These criteria will be used to determine best overall value to the City as well as
any other criteria that may become evident during the evaluation process.
The City may, at its discretion, request clarification or additional information
from a Proponent with respect to any Proposal and the City may make such
requests to only selected Proponents. The City may consider such clarifications
or additional information in evaluating a Proposal.
h) Proposal Compliance and Rejection
Incomplete Proposals or Proposals submitted on forms other than the Proposal
Submission Form may be rejected.
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City of Coquitlam
RFP No. 26-062 - Soil Hauling, Testing and Disposal
The City reserves the right to reject without further consideration any Proposal
which in its opinion does not meet the criteria it considers essential for the Work
outlined in this RFP.
Where only one Proposal is received, the City may reject such and re-issue the
RFP on a selected basis.
i) Disclosure of Information
Proponents agree the City may disclose names of Proponents and total award
amount, however, unevaluated results, unit prices, rates or scores will not be
provided to any Proponents.
Term
The initial term of the Contract is two (2) years with the option to extend the Contract by
additional terms, upon mutual agreement of the parties.
5. PROJECT SPECIFIC TERMS AND CONDITIONS
Permits and Regulations
The Contractor is to obtain permits, pay all fees therefore and comply with all
Provincial, Municipal and other legal regulations and by-laws applicable to the Work. If
no local regulations, comply with the National Building Codes of Canada, latest revision.
Workers Compensation Act and Workplace Hazardous Material Information System
("W.H.M.I.S.") requirements and regulations are to be strictly adhered to.
6. SCOPE OF SERVICES
Scope
The City requires qualified, experienced companies to provide a disposal facility along
with labour, equipment, materials, fuel, transportation, overhead and all that is
required for Soil Hauling, Testing and Disposal (the ''Work) for an "as and when
required" basis.
Preference is given to Contractors situated in close proximity to Coquitlam, providing
convenient drop-off points for City forces. Upon receipt of soils, the Contractor will
conduct testing to determine soil conditions. Based on the test results, the following
actions will be taken:
1. If material is contaminated soil - to be disposed of according to BC
Environmental Management Act, Contaminated Sites Regulation
2. If material is non contaminated soil - to be used as fill or disposed according to
BC Environmental Management Act
3. If material has Hydrocarbons - to be disposed of according to BC Environmental
Management Act, Contaminated Sites Regulation
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City of Coquitlam
RFP No. 26-062 - Soil Hauling, Testing and Disposal
The Contractor shall accept ownership of and all responsibility for any material that the
Contractor receives from the City and shall conduct the Work including transportation
of the material, in accordance and compliance with all federal, provincial and municipal
laws relating to the disposal of the material.
The City will adhere to all legal requirements and established protocols prior to
disturbing soil if there is suspicion of contamination.
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City of Coquitlam
PROPOSAL SUBMISSION FORM
RFP No. 26-062
Soil Hauling, Testing and Disposal
Proposals will be received as per the date and time specified in the Key Dates Section of the RFP.
INSTRUCTIONS FOR PROPOSAL SUBMISSION
Proposal submissions are to be returned in Microsoft Word and any other supporting documents to
be consolidated into one PDF file and uploaded through QFile, the City's file transfer service accessed
at website: https://qfile.coquitlam.ca/filedrop/purchasing
1. In the "From" field enter: your email address
2. In the "Subject" field enter: Bid Name
3. In the "Bid Number" field enter: Bid Number
4. In the "Type" field enter New if this is a new submission or Update if this is an updated
submission
5. Add files and Send (ensure your browser remains open until you receive a files sent message.
You will also receive an email from QFile confirming the submission).
Proponents are responsible to allow ample time to complete the Proposal submission process prior
to the closing date and time. Late submissions will not be accepted. If assistance is required phone
604-927-3037.
Legal Name of Company
Contact Person and Title
Business Address
Telephone
Email Address
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