REQUEST FOR PROPOSAL 2/2018. SECURITY GUARD SERVICE FOR VICTORIAVILLE CENTRE (excluding Victoriaville Civic Centre)

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1 REQUEST FOR PROPOSAL 2/2018 SECURITY GUARD SERVICE FOR VICTORIAVILLE CENTRE (excluding Victoriaville Civic Centre) For The Corporation of the City of Thunder Bay Proposal Closing Date and Time Wednesday, January 10, 2018 at 4:00 p.m., local time Proposals are to be Delivered to: City of Thunder Bay Supply Management Victoriaville Civic Centre (main floor) 111 Syndicate Avenue South Thunder Bay, ON P7E 6S4

2 Page 2 of 19 INTRODUCTION TO THUNDER BAY Located on the north shore of Lake Superior, with a population of 109,140, Thunder Bay is the most populous municipality in Northwestern Ontario. It is often referred to as the Lakehead because of its location at the head of the Great Lakes. Thunder Bay is the sunniest city in eastern Canada with an average of hours of bright sunshine each year. A Regional Business Hub Thunder Bay is the region's commercial, administrative and medical hub. Canadian Business Magazine ranked Thunder Bay in the top ten best cities in Canada in which to conduct business (2005). A Dynamic Natural Wonderland Thunder Bay is a four-season outdoor paradise and provides the amenities of an urban centre while opening the gateway to outdoor adventure in Northwestern Ontario. Diverse Community A city with deeply rooted European and Aboriginal cultures, Thunder Bay is the sixth most culturally diverse community of its size in North America. Some of the most represented ethnic backgrounds include Finnish, Italian, Scottish, Ukrainian, Polish, French, Aboriginal Canadian, Chinese and Croatian. Quality Education Post-secondary institutions in Thunder Bay include Confederation College and Lakehead University, and since 2005, the western campus of the Northern Ontario School of Medicine - the first medical school to open in North America in over 30 years. In 2013, the Lakehead University Law School opened. The city also has several other private colleges and tutoring programs. Transportation Hub Thunder Bay receives substantial air, rail and shipping traffic due to its prime location in the centre of Canada along major continental transportation routes and its proximity to the United States. The city is an important railway hub and has been an active port since the days of the North West Company. The Port of Thunder Bay is the largest outbound port on the St. Lawrence Seaway System and the sixth largest port in Canada. The Thunder Bay International Airport is the third busiest in Ontario. Learn more about Thunder Bay by visiting INFORMATION TO BIDDERS Definitions Proponents(s)/Bidder(s)/Contractor(s): means all persons, partnerships or corporations who respond to this RFP and includes their heirs, successors, and permitted assigns. City/Owner: means The Corporation of the City of Thunder Bay Contract: means the agreement to be entered into between the Successful Bidder and the City with respect to the supply of the Goods and or Services. It shall be based upon this RFP, with any agreed upon amendments, and shall include any plans and specifications and will be held to cover the supply of any and all work, labour,

3 Page 3 of 19 implements and materials that could be reasonably required to properly and satisfactorily supply the Goods or Services. Contract Administrator: means the person, partnership, or Corporation designated by the Owner to be the Owner s representative for the purposes of this contract. Request for Proposal: means this Request for Proposal (RFP) document including all schedules, parts and attachments, as issued by the City, including any addenda or amendments made to it after initial issue. May: Used in this document denotes permissive. Must/Shall/Will: Used in this document denotes imperative. Successful Bidder/Proponent/Contractor: means the Proponent/Contractor/Bidder whose RFP submission is/are accepted and who has/have agreed to supply the Goods and/or Services as outlined herein. Submission Proponent to submit, in a sealed package, to the address shown on the cover page: one (1) original signed by an authorized representative, prominently marked Original three (3) hard copies, identical to the original, each identified as Copy one (1) electronic copy in PDF format on CD-ROM, memory stick or flash drive, also identical to the original and the hard copies All submissions are to be clearly marked as to contents with the return label affixed to the outside of the package when provided. The mandatory submission forms that are required to be completed and included in your submission may not be changed other than inserting the required information. Submission Format Hard copy submissions are to be: Printed double sided Where possible, stapled Where too large for stapling, submitted in coil bindings, comb bindings, heat bound or clamped. Binders are not to be used. Document Fee The City charges a non-refundable fee of $35.00 (inclusive of taxes) for documents payable by cheque, cash or debit or credit card. If downloaded, the fee is to be included in the submission. The fee is to be submitted in Canadian Funds.

4 Page 4 of 19 Closing Date and Time Consideration will be given to your proposal if received in the Supply Management Office not later than the date and time shown on the cover page. The lowest cost proposal will not necessarily be accepted, and the City reserves the right to reject any and all proposals and/or re-issue the RFP in its original or revised form. Facsimile, , or telephone proposals will not be accepted. Late Submissions Submissions received after the deadline will not be considered. The City will assume no responsibility for submissions that do not arrive in the Supply Management Office by the specified closing date and time. Late submissions will be returned unopened to the proponent. Submissions in English All submissions are to be in English. Any submission received by the City that is not entirely in the English language may be disqualified. Grounds for Disqualification of Submission The City will disqualify or deem submissions non-compliant for the following reasons, unless otherwise noted in this document: Failure to submit documents in accordance with the closing date and time on the cover page or any subsequent addenda. Failure to complete, sign and return submittal form provided. Failure to comply with any of the mandatory requirements. Unauthorized changes to any forms that are required to be completed and included in your submission. Litigation No bid shall be accepted from any Contractor, its principals, directors or any officer of that firm, or another related person (as determined by the Manager Supply Management, in his or her sole and unreviewable discretion), with whom the City is engaged in unresolved litigation.

5 Page 5 of 19 Site Visit and Meeting There will be a recommended one-time only Site Visit and Meeting to be held on: Date: Friday, December 15, 2017 Time: Location: 2:30 p.m., local time Victoriaville Mall, 125 Syndicate Avenue, Thunder Bay, Ontario (Meet in the Village Green) Each bidder should visit the site of the work before submitting his bid and must satisfy himself by personal examination as to the local conditions to be encountered during the commissioning of the work. He shall make his own estimate of the difficulties to be encountered. He is not to claim at any time after submission of its tender that there was any misunderstanding of the terms and conditions of the contract relating to site conditions. Any statement or commentary provided by any of the City Representatives during the site visit is non-binding. Bidders are not to seek commitments from any of the City Representatives during a site visit or otherwise seek an unfair competitive advantage. Any questions or need for clarification must be directed to the individual listed in the document for questions/inquiries. The following person is anticipated to be present at the site visit: Alexander Mirabelli (or designate) Mirabelli Real Estate Corporation Phone: (807) In the event only one potential bidder attends the site visit, The City of Thunder Bay reserves the right to reschedule a second visit, to ensure competitive submissions are received. Questions/Inquiries Communications concerning this Request for Proposal are to be in writing and directed to: Tina Caputo (or designate) Supply Management Phone: (807) Fax: (807) tcaputo@thunderbay.ca Inquiries must not be directed to other City employees or Elected Officials. Directing inquiries to other than those designated may result in your bid being rejected. The deadline for questions/inquiries will be Thursday, December 21, 2017 at 12:00 noon, local time.

6 Page 6 of 19 All clarification requests are to be sent in writing to the individual mentioned above, and are to reference the RFP number. No clarification requests will be accepted by telephone. Responses to clarification requests will be provided to all interested parties. Any and all changes to the Request for Proposal will be issued by the Manager, Supply Management (or designate) in the form of a written addendum. Acknowledgement of Addenda If addenda are issued, their receipt is to be acknowledged by the proponent attaching a hard copy of each addendum as part of the proposal submission. Failure to include copies of all addenda may result in a proposal submission being rejected. The City will assume no responsibility for oral instructions or suggestions. Addenda will be provided to all whom have registered with the City Supply Management Section. As well, they will be posted on the City s website for download. It is the bidder s responsibility to frequently check the website, prior to closing, for any issued addenda. The City will assume no responsibility for any addendum not received. Review of Requirements All proponents should carefully review this solicitation for defects or questionable matter. Comments or the need for clarification must be made in writing as requested in this RFP. Protests based on any omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the Supply Management Section as per the terms set out in this Request. Submissions shall be in accordance with City of Thunder Bay Standard Terms and Conditions for Tenders, Proposals, Contracts and Quotations and the City by-law Number For additional information about the City of Thunder Bay and its policies and by-laws visit Sustainable Environmental Social Initiatives The City is committed to a procurement process for Goods and Services that takes into account sustainable, environmental and ethical considerations. Potential partners of the City must respect fundamental human rights and treat their workers fairly and with respect. They are also expected to strive continually towards minimizing the environmental impact of their operations. References The submission of a proposal authorizes the City to contact all references provided. Failure to provide references and details of experience may result in this proposal not being considered. City staff, elected officials or City Departments are not to be used as references. Freedom of Information All proposals submitted to the City become the property of the City, and as such, are subject to the provisions of the Municipal Freedom of Information and Protection of Privacy Act.

7 Page 7 of 19 This will confirm that the City will not use/disclose the information provided, without proper authorization, and will keep the information in a physically secure location to which access is given only to staff requiring access. Bidder Debriefings As a courtesy, bidder debriefings will be offered for procurements valued at $60,000 or higher and must be requested within 60 calendar days following the date of the contract award. Rights Reserved by the City Proposals will be evaluated from firms or individuals that can demonstrate that they have the necessary staffing, facilities, experience, ability and financial resources to perform the work in a satisfactory manner. Proven track record must be demonstrated. Submission of a proposal indicates acceptance by the firm of the conditions contained in this Request for Proposal, unless clearly and specifically noted in the proposal and in any contract between the City and the firm(s) selected. These reserved rights are in addition to any other express rights or any other rights which may be implied in the circumstances and the City shall not be liable for any expenses, costs, losses or any direct or indirect damages incurred or suffered by any proponent or any third party resulting from the City exercising any of its express or implied rights under this RFP. The City reserves the right to: Make public the names of any or all proponents, Inspect the bidder s facility and to perform such investigations as may be deemed necessary to insure that competent personnel and management and suitable equipment/material will be used in the performance of this contract, Without prejudice, reject any or all proposals and to determine, in its own best judgement, the firm best qualified to undertake this contract, Waive formalities and accept proposals which substantially comply with the requirements of this RFP, Accept any proposal in whole or in part, Award this contract in whole or in part, without recourse or penalty, that which is deemed most advantageous to the City, Unless it otherwise states, to award by item, or part thereof, groups of items, or all items of the proposal, and to award contracts to one or more proponents submitting identical submissions as to price; to reject any and all submissions in whole or in part; to waive technical defects, irregularities and omissions and to negotiate minor changes, if in so doing, the best interest of the City will be served, Make changes, including substantial changes, to this RFP provided that those changes are issued by way of addenda in the manner set out in this RFP, Select any proponent other than the proponent whose proposal reflects the lowest cost to the City or the highest score, Negotiate minor changes with the proponent that presents the most attractive proposal,

8 Page 8 of 19 Request written clarification or the submission of supplementary written information in relation to the clarification request from any proponent and incorporate a proponent s response to that request for clarification into the proponent s proposal, Verify with any proponent or with a third party any information set out in a proposal, Disqualify any proponent whose proposal contains misrepresentations or any other inaccurate or misleading information, Disqualify any proponent or the proposal of any proponent who has engaged in conduct prohibited by this RFP, Terminate the contract without notice if due to non-performance and unsatisfactory service and unsatisfactory product performance, Call in alternate services if the proponent/contractor is unable to provide the service when it is requested, Cancel the project without cause and without incurring any liability whatsoever if deemed in the best interest of the City to do so, Cancel this RFP process at any stage and, if required, issue a new RFP for the same or similar deliverables, In its discretion, take any one or more of the following steps, at any time and from time to time, in connection with the review and evaluation, including ranking, of any aspect of a proposal: Independently consider, investigate, research, analyze, request or verify any information of documentation whether or not contained in any Proposal, Conduct reference checks relevant to the Project with any or all of the references cited in a Proposal, or with any other person not listed in a Proposal, to verify any and all information regarding a Proponent, including its directors, officers and Key Individuals, Conduct any background investigations that it considers necessary in the course of the Competitive Selection Process, By submitting its proposal, the proponent authorizes the collection of information by the City, Assess a proponent s proposal on the basis of: A financial analysis determining the actual cost of the proposal when considering factors including transition costs arising from the replacement of existing goods, services, practices, methodologies and infrastructure (howsoever originally established), Information provided by references, The proponent s past performance on previous contracts awarded by the City, The information provided by a proponent pursuant to the City exercising its clarification rights under this RFP process, or Other relevant information that arises during this RFP process. The City is not responsible for any costs incurred by the proponents in the preparation of their response to the proposal call or attendance at any selection interviews. The City will not accept responsibility for any delays or costs with any reviews or approval process. Prices must be firm for the duration of the contract. This is an invitation for proposals and not a tender call.

9 Page 9 of 19 The basis of award is subject to budget availability and/or Victoriaville Board of Management and/or Council Approval. The City of Thunder Bay Council shall have the final authority on all matters regarding this Request for Proposal. Attachments Standard Terms and Conditions for Tenders, Proposals, Contracts and Quotations Certificate of Insurance Floor Plan Victoriaville Centre Accessibility for Ontarians with Disabilities The Bidder shall comply with the provisions of the Accessibility for Ontarians with Disabilities Act, 2005, and the Regulations there under with regard to the provision of its goods, services or facilities to persons with disabilities. The Bidder acknowledges that pursuant to the Accessibility for Ontarians with Disabilities Act, 2005, the City of Thunder Bay must, in deciding to purchase goods or services through its procurement process, consider the accessibility for persons with disabilities to such goods or services. Prior to the commencement of any work the successful contractor/consultant shall furnish evidence of compliance with the most current Integrated Accessibility Standards Regulation specifically the section(s) pertaining to Training of Staff. (The City of Thunder Bay may, at its discretion provide training.) Agents or Consultants acting on behalf of the City will incorporate accessibility criteria and features when developing specifications and/or procuring goods and services, except where it is not practical to do so. Indemnity The successful proponent shall indemnify and hold the City harmless from and against any liability, loss, claims, demands, costs and expenses, including reasonable legal fees, occasioned wholly or in part by any acts or omissions either in negligence or in nuisance whether wilful or otherwise by the bidder, it s agents, officers, employees or other persons for whom the bidder is legally responsible. Bid Deposit/Performance Security Each bidder shall include a THREE THOUSAND DOLLAR ($3,000.00) Bid deposit in the form of a Certified Cheque, or an Irrevocable Unconditional Bank Letter of Credit, payable to The Corporation of the City of Thunder Bay. No interest shall be payable. Failure to include the Bid deposit shall result in the Bid not being considered. Bid deposits shall be returned to unsuccessful bidders within a reasonable time after consideration and award of the contract. The Bid deposit of the successful proponent shall be held until satisfactory completion of all work as Performance Security. Bid deposits are subject to forfeiture, should a bidder be unable or unwilling to enter into a contract.

10 Page 10 of 19 Insurance The successful proponent shall, at its own expense, obtain and maintain until the termination of the contract, and provide the City with evidence of: Comprehensive general liability insurance on an occurrence basis for an amount not less than Five Million ($5,000,000) dollars and shall include the City and Mirabelli Real Estate Corporation as an additional insured with respect to the City s operations, acts and omissions relating to its obligations under this Agreement, such policy to include non-owned automobile liability, personal injury, broad form property damage, contractual liability, owners' and contractors' protective, products and completed operations, contingent employers liability, cross liability and severability of interest clauses. Automobile liability insurance for an amount not less than Five Million ($5,000,000) dollars on forms meeting statutory requirements covering all vehicles used in any manner in connection with the performance of the terms of this Agreement. The policies shown above will not be cancelled or permitted to lapse unless the insurer notifies the City in writing at least thirty (30) days prior to the effective date of cancellation or expiry. The City reserves the right to request such higher limits of insurance or other types of policies appropriate to the work as the City may reasonably require. The successful proponent shall not commence work until such time as evidence of insurance has been filed with and approved by the Manager Supply Management for the City. The successful Firm shall further provide that evidence of the continuance of said insurance is filed at each policy renewal date for the duration of the contract. Workplace Safety and Insurance Act (From Successful Proponent Only) Upon award, the successful proponent shall submit a copy of a valid and current Clearance Certificate from the WSIB. This information is available to the Proponent on-line at Any proponent deemed to be WSIB exempt, not required by law, an independent operator or ineligible for a clearance certificate must provide an equivalent employer s professional liability insurance policy that includes coverage not limited to loss of earnings benefits and health care coverage. It is also the responsibility of the proponent to ensure that coverage does not lapse for the entire duration of the contract. Upon expiry of a clearance certificate a valid certificate should be forwarded to the City. Certificates Required: (From Successful Proponent Only) Prior to the commencement of any work under this contract the successful proponent will file with the City a Certificate of Insurance on the City s form provided and a WSIB Clearance Certificate. No purchase order will be issued until all insurance and WSIB requirements have been satisfied.

11 Page 11 of 19 EVALUATION An Evaluation Committee will review and evaluate each proposal based on the criteria and scoring listed below: CRITERIA MAX. SCORE 1. Experience of Firm Experience of Staff/Training Mall Security Experience Staff Availability 2. Detailed Work plan Contingency Plan Methods of Supervision Compliance with Proposal Requirements and Required Specifications Demonstrated Environmental & Social Stewardship environmental friendliness of the product or service and/or unique environmental or social initiative(s) the company has undertaken 5 5. Value-Added or Innovative techniques proposed 5 Sub-Total criteria other than cost 65 For a proposal to proceed any further in the evaluation process, it must have achieved a minimum of 70% of the sub-total points available without cost being a consideration. Example: 65 x 70% = 45.5 At 45.5 points, the evaluation will continue At 45 points, the proposal would not be evaluated any further 6. Cost to the City of Thunder Bay 35 Total Available Points 100 In addition to the proposals submitted being reviewed and evaluated in accordance with the criteria listed, proponents may be requested to provide clarification or address specific requirements not adequately covered in the original submission. The Evaluation Committee reserves the right to be the sole judge of the acceptability of any proposal, and also any alternative proposed, and to purchase the service which, in its opinion, most closely meets the operating requirements of the City. The decision of the Evaluation Committee shall be final and without recourse.

12 Page 12 of 19 For purposes of proposal evaluation, the total cost of the base price as specified in the proposal, excluding options, will be considered, although optional items may be added or deleted as deemed necessary by the City. The contract will be awarded per the evaluation criteria listed, and not necessarily to the lowest bidder, whose bid complies with all the provisions of the specifications. PROPOSAL SUBMISSION REQUIREMENTS The City of Thunder Bay on behalf of Victoriaville Management & Leasing, invites proposals from qualified firms for the Security Guard Services for the Victoriaville Centre in, Thunder Bay, Ontario, in accordance with the following City of Thunder Bay Standard Terms and Conditions for Tenders, Proposals, Contracts and Quotations, City By-Law Number , General Requirements and Scope of Work Submissions should include, but not necessarily be limited to, the following: 1. The Mandatory Submittal Form MUST be signed and included. Cost: 2. Cost(s) to the City of Thunder Bay HST Extra as per SCHEDULE OF PRICES; Experience and Qualifications: 3. Legal name of the firm, its office locations, current telephone numbers(s) and a brief history of the firm; 4. Your firm s demonstrated mall security experience. Provide details of similar contracts in the last five years and include the name and length of service for each; 5. Provide the names, experience, qualifications and length of service of personnel that will be assigned to this contract, including supervisors to be assigned; 6. Security staff information which is to include details on how staff are recruited, screened and trained, what experience and qualifications the staff need to possess prior to being hired and expected wage and benefit package. Include your company s historical staffing stability and turnover rates; 7. Provide types, methods and frequency of training programs regarding technical, health and safety, customer service and other issues related to the services. Include samples of training guides/materials in the submission; 8. Provide in detail the services to be provided and include; your crime reporting system, your emergency response plan, security rounds of premises, and how the project will be managed and the process to be used by your company; 9. Provide copies of all applicable licenses and registrations; Service Deliverables: 10. Provide details of staff supervision and include the names/experience of staff supervisors and methods of communication; 11. Provide a detailed work plan as per the Scope of Work requirements; 12. Provide proposed contingency plans for staffing during the Contract to ensure continuity of services in cases of vacations, sick days, absences and other employee shortages; 13. Provide company contacts, c/w phone numbers, times of availability and methods of communication; Compliance with Proposal Requirements & Quality of Proposal Submission: 14. Compliance with the requirements and quality of your submission as to form and content, comprehensiveness and completeness of submission; Other: 15. Examples of your firm s commitment to Environmental and Social initiatives; 16. Provide any additional value added services, beyond the scope of the proposal, that would enhance or provide value to the City of Thunder Bay for no additional cost;

13 Page 13 of 19 In order for the City to evaluate proposals fairly and completely, offers should follow the format set out herein and provide all of the information requested. Failure to complete and include information as required may result in your submission not being considered. TERM OF CONTRACT The term of this contract shall be for a one (1) year period from the date of commencement of the contract with an Option to Renew for an additional consecutive two (2) one year periods upon mutual consent between both parties. Anticipated commencement date of the contract is February 1, Pricing is to be firm for the duration of the contract first two years. SUCCESSOR RIGHTS The following information regarding the previous employer s employees providing SECURITY GUARD SERVICES AS PER Employment Standards Act, 2000; Ontario Regulation 287/01 Amended to O. Reg.533/05Building Services Providers. Successful bidder to comply with present Employment Standards Act, 2000; Ontario Regulation 287/01 Amended to O. Reg.533/05 Building Services Providers requirements and are responsible for contacting The Ministry of Labour for details. If more detailed information is required as to what your obligations are in regards to the employees call the Ministry of Labour at Bidders are advised that the hours and schedules listed below may not be representative of the requirements under this contract. The information provided is employment information from the current service provider only and does not necessarily represent the level of service required. RE: ONTARIO REGULATION 287/01 INFORMATION FOR THE FOLLOWING BUILDING Uniformed Security Officer Services Officer #1 Officer #2 Officer #3 Weekly Hours Rate Per Hour Date of Hire 37.5 full time 12.25/hour plus benefits 37.5 full time 12.25/hour plus benefits Weekly hours varied - part time 12.25/hour relief 12 hour + plus benefits May 2013 August 2017 June 2008 The successful bidder will be responsible for contacting the previous employees by registered mail for job offers. The information regarding addresses and phone numbers are available through Supply Management.

14 Page 14 of 19 SCOPE OF WORK General The City of Thunder Bay, Victoriaville Centre requires Uniformed Security Guard Service (as per the attached floor plan) including the Parkade and mezzanine level. The Security Guard Service shall supply all labour, materials and equipment and anything else required to deliver the service, including cell phones, computers, 2 way radios and internet. Security Guard Service is responsible for opening and closing of the Mall. There are 58 locks to be checked and/or locked. All locks are to be physically checked. There will be a $ penalty for each instance the Security Guard Service does not open or close the Mall at the scheduled time. The penalty, if exercised, will be deducted from the Performance Security while in force or thereafter, be deducted from an Invoice payment. Detail 1. Personnel 1.1 A qualified supervisor shall be supplied who will be directly responsible to the Victoriaville Centre Manager (or designate). 1.2 Security Guards will deal with the public efficiently in an authoritative yet courteous manner. 2. Responsibilities 2.1 Assist with apprehension and detention of shoplifters. 2.2 Provide routine patrols (reports) weekly with details of all areas during the scheduled times to ensure no individuals are hidden in dark or remote areas of the Centre. 2.3 Act as liaison between Centre and Police/Fire Departments in the event of alarm or other problems requiring their assistance. 2.4 Enforce Mall rules to ensure the safety and comfort of customers/merchants. 2.5 Provide an overall "presence" to make customers feel both welcome and comfortable and to discourage loitering. 2.6 Ensure that known shoplifters and others who have been banned do not trespass. 2.7 Provide first-aid in the event of any injury or illness. 2.8 Assist in finding lost individuals.

15 Page 15 of Provide support to merchants and abutting owners and employees of the centre- escorting to bank, to vehicles, etc. as required Provide Mall information (i.e. location of shops and services, tourist and City information) Maintain "Lost & Found" for articles to be returned to owners Work closely with Cleaning and Maintenance Staff to ensure Mall remains in top condition Familiarity with fire alarm and sprinkler valves in case of emergencies Submit a daily and mobile log, as well as Incident Reports every Friday of each week to the designated property manager for the centre Guards are to attend Court as required Familiarity with City of Thunder Bay By-law and its enforcement, the Trespass to Property Act 1980, and the Criminal Code, Defence of Property Sections and (or latest revisions thereof) The intent of the contract is to provide total security services on the site in a cost effective, efficient and professional manner and in full compliance with the Private Investigators and Security Guards Act, so as to properly safeguard and protect the building, personnel and property of the client and to provide all the other services that are normally carried out by security organizations in creating a safe and secure environment for the occupants and customers of the building site The Contractor shall designate an experienced supervisor, who will be fully authorized on its behalf, to supervise the contractor's staff, to ensure that the work is properly carried out, and to deal with the Victoriaville representative on all the activities related to the contract The Contractor shall inspect all areas of the work, respond to calls/complaints, investigate unsatisfactory conditions and take appropriate action The Contractor shall be responsible for the enforcement of the facility policies and rules governing the orderly conduct of building occupants and visitors The Contractor will receive and deal effectively and expeditiously with requests, complaints and all other various security-related matters from the public, and Victoriaville officials The Contractor will be responsible for the safekeeping of all master keys and special keys for restricted/high-security areas of the site, and for the effective implementation of a key control system The Contractor will diligently patrol all areas of the facility, on a regular basis, including the building perimeter, corridors, washroom facilities, stairways, etc The Contractor shall promptly report to the Victoriaville representative all such security incidents and abnormal conditions not in keeping with good security practices, including but not limited to:

16 Page 16 of 19 thefts, break-ins, vandalism accidents, fire articles of value found windows or any outside doors left open after normal working hours any damage caused to the building any hazardous conditions any abnormal plumbing, electrical and mechanical conditions any other circumstances and conditions not in keeping with good security practices All services are to be performed in full compliance with the Private Investigators and Security Guards Act (or latest revisions thereof) The Contractor shall be registered with the Ministry of Solicitor General and Correctional Services and Ontario Provincial Police (O.P.P.) Registration Office The Contractor shall obtain and pay for all necessary permits, licences, certificates and inspections required for the execution of the work All work shall be performed by workers licensed under the Private Investigators and Security Guards Act, and experienced in the work Employees may be subject to security checks and may be required to have security clearance Copies of all applicable licences and registrations should be attached to submission. Failure to provide copies could cause delays in execution of this contract The Contractor shall obtain and pay for all necessary permits, licences, certificates and inspections required for the execution of the work The Contractor will abide by the hours of work and minimum wage rates for occupations involved in accordance with the regulations of the Ministry of Labour or other appropriate legislation of the Province of Ontario, or the Government of Canada. Should there be a change in the Minimum Wage, the price per hour will change proportionately as to the amount of the change It is a condition of this bid that all bidders must have a current license from the Province of Ontario to engage in the business of providing private investigators and security guards (i.e. The Private Investigators and Security Guards Act License to Engage in the Business of Providing Private Investigators and Security Guards). Failure of not possessing such a current license as stated shall result in the submission not being considered. A copy of this license shall be included in the submission and additionally at the request of the City.

17 Page 17 of 19 Service Schedule Monday to Saturday Mobile 2 persons on split shifts between 6:45 a.m. to 9:45 pm with an overlap to be determined by the Property Management 1 nightly visit during statutory holidays only The Victoriaville Centre may amend hours or schedule as required and will negotiate any changes with the successful bidder. Terms of Agreement If the service provider contravenes the terms of this agreement, the City of Thunder Bay and the Victoriaville Management Board reserve the right to provide a two week notice to rectify the situation. Failure to do so may result in termination of the contract. Payment to the Service Provider Payment by the City will be made monthly on the basis of a summary of time sheets which have been approved and signed by the Supervisor of the successful bidder and submitted in duplicate to the Manager Victoriaville Centre (or designate). No Guarantee of Volume of Work or Exclusivity of Contract The City makes no guarantee of the value or volume of work to be assigned to the successful proponent. The agreement executed with the successful proponent will not be an exclusive contract for the provision of the described goods and/or services. The City may contract with others for the same or similar goods and/or services to those described in this RFP or may obtain these internally.

18 Page 18 of 19 SCHEDULE OF PRICING SECURITY GUARD SERVICE FOR VICTORIAVILLE CENTRE (excluding Victoriaville Civic Centre) The price(s) quoted Include all duty, taxes (other than HST), customs, clearances, cartage, freight and all other charges now or hereafter imposed or in force and is a Total Firm Price. Harmonized Sales Tax (HST) to be Extra. Harmonized Sales Tax (HST) must be shown separately on invoicing. All pricing is to be in Canadian Funds. A CASH DISCOUNT of % will be allowed if accounts are paid within 20 (twenty) days after the receipt of the invoice in Accounts Payable (address as shown on the purchase order) for goods or services that are acceptable. Terms of Payment (cash discount) will be taken into consideration as part of the award and the City will not consider cash discounts for payment periods less than 20 days. I/We hereby submit our charge for SECURITY GUARD SERVICE, as specified, as follows: TOTAL PRICE PER MONTH as per schedule (to include Supervision, Foot Patrol, and any Communication Devices) $ /Month OPTIONAL: AT EXTRA COST (over and above the rate per month as stated above) PRICE per Hour for EXTRA FOOT PATROL as required $ /Hour PRICE per Hour for EXTRA FOOT PATROL as required (SUNDAYS) $ /Hour PRICE per Hour for EXTRA FOOT PATROL as required (STATUTORY HOLIDAYS) $ /Hour PRICE per Hour for EXTRA MOBILE PATROL as required $ /Hour PRICE per Hour for EXTRA MOBILE PATROL as required (SUNDAYS) $ /Hour PRICE per Hour for EXTRA MOBILE PATROL as required (STATUTORY HOLIDAYS) $ /Hour

19 Page 19 of 19 MANDATORY SUBMITTAL FORM (This FORM must be completed and returned with your submission) Proponent Covenant: I/We the undersigned authorized signing officer of the proponent, hereby declare that no person, firm or corporation other than the one represented by the signature below, has any interest in this submission. I/We further declare that all statements, schedules and other information provided in this submission are true, complete and accurate in all respects to the best knowledge and belief of the proponent. I/We further declare that this submission is made without collusion, connection, knowledge, or comparison of figures or arrangement with any other company, firm or persons making a submission and is in all respects fair. I/We understand that this may result in the rejection of our submission if this declaration is found to be untrue. I/We have received, allowed for and included as part of our submission all issued Addenda. PRINT LEGAL NAME OF FIRM MAILING ADDRESS CITY POSTAL CODE NAME OF CONTACT PERSON (PRINT) PHONE NUMBER FAX NUMBER CELLULAR NUMBER ADDRESS SIGNATURE OF AUTHORIZED OFFICIAL PRINT NAME DATE

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22 From: Ph: City of Thunder Bay Supply Management Division Victoriaville Civic Centre 111 Syndicate Ave S (main floor) THUNDER BAY ON P7E 6S4 CLOSING DATE PROPOSAL # When Downloading Proposal Documents, cut or fold this page in half and Affix this ADDRESS LABEL to your proposal submission envelope. Please indicate the Proposal #. Also include your firm s name in the top left corner.