MCH REQUEST FOR QUOTATION FOR GROUNDS MAINTENANCE SERVICES (Summer and/or Winter scope optional).

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1 MacTier & District Community Housing 11 Yonge Street, P.O. Box 619, MacTier, Ontario, P0C 1H0 Tel Fax Management Services Provided by District Municipality of Muskoka- Housing Telephone: , ext Maintenance, General Fax: , Housing ext Tenancy Matters March 14, 2018 MCH REQUEST FOR QUOTATION FOR GROUNDS MAINTENANCE SERVICES (Summer and/or Winter scope optional). PART A - INFORMATION AND INSTRUCTIONS TO BIDDERS Background MacTier and District Community Housing ( MacTier Housing ) requires the services of a grounds maintenance contractor to maintain the exterior property of the building located at 11 Yonge Street in MacTier, Ontario. The scope of work involves providing grounds maintenance services as specified in Part B Service Requirements. Request for Quotation Quotations from interested grounds maintenance contractors will be received until April 4 th, 2018 at 12:00 pm (noon). Completed quotation forms shall be delivered to the following address in a sealed envelope marked to the attention and referencing the quotation as follows: Attention: Drew De La Plante Re: MacTier and District Community Housing Request for Quotation for Grounds Maintenance Services 70 Pine Street Bracebridge, ON P1L 1N3 Award of Contract It is anticipated that MacTier Housing will determine whether or not to award a contract on or about April 15 th, MacTier Housing may, in its sole discretion: (a) (b) accept the lowest compliant quotation ; or not accept any quotation at all. MacTier Housing reserves the right to reject any or all quotations and to waive formalities as the interests of MacTier Housing may require. MacTier Housing shall not be responsible for, and bidders shall not be entitled to reimbursement for, any liabilities costs, expenses, loss or damages incurred, sustained or suffered, including loss of profit or consequential loss, by any bidder prior or subsequent to or by reason of the acceptance or the nonacceptance by MacTier Housing of any quotation or by reason of any delay in the acceptance of a quotation. Term of the Contract Subject to the timing of the award, if any, the Contract will be for a two (2) year period commencing on April 30, 2018, and ending on April 30, MacTier Housing reserves the right to extend the contract for additional one (1) year terms, up to a maximum of three (3) additional years, where mutually agreeable.

2 Site Inspection A pre-quotation site inspection has been scheduled for potential bidders to review the building prior to submitting a quotation on: Tuesday March 27 th, 2018 Between 11:00am and 2:30pm 11 Yonge Street, MacTier Ontario. Bidders will be able to review and verify the scope of work by having access to the areas of the property included in the scope of work. This site inspection is not mandatory. Bidders will be responsible for ensuring that they have reviewed and fully understand the scope of work included in this quotation. Inquiries All inquiries regarding this work shall be made in writing to the Contract Administrator: Drew De La Plante Manager of Maintenance and Operations The District Municipality of Muskoka facilities@muskoka.on.ca Workplace Safety and Insurance Board (WSIB) Clearance and Insurance Certificate Prior to execution of the agreement the successful bidder shall furnish a satisfactory clearance letter from the Workplace Safety & Insurance Board stating that all assessments or compensation payable to the Workplace Safety & Insurance Board have been paid and a Certificate of Insurance as required in the agreement for grounds maintenance services. Muskoka may at any time during the performance or upon completion of the contract require further proof that such assessments have been paid and/or that such insurance is in place and the successful bidder shall provide such evidence within two (2) days of such request. Insurance Requirements The following requirements are standard for MacTier Housing and are included as an indication of the level of coverage which will be sought by MacTier Housing. All insurance costs related below will be borne by the selected Contractor(s). Contractor Insurance Requirements: The Contractor shall provide and maintain during the term of the Contract: Commercial General Liability insurance subject to limits of not less than Two Million ($ 2,000,000) inclusive per occurrence. To achieve the desired limit, umbrella or excess liability insurance may be used. Coverage shall include but not limited to bodily injury including death, personal injury, damage to property including loss of use thereof, premises and completed operations, contractual liability, contingent employers liability, owner s protective coverage, non-owned automobile and contain a cross liability, severability of insured clause. The MacTier and District Community Housing is to be added as an additional insured but only with respect to liability arising out of the operations of the Named Insured. Standard automobile and non-owned automobile liability insurance and shall protect them against all liability arising out of the use of owned or leased vehicles, used by the bidder, its employees or agents. The limits of the liability for both owned and non-owned vehicles shall not be less than Two Million ($2,000,000) per occurrence. All policies shall be endorsed to provide MacTier Housing with not less than 30 Days written notice of cancellation. End of Information and Instructions to Bidders

3 MACTIER AND DISTRICT COMMUNITY HOUSING REQUEST FOR QUOTATION FOR GROUNDS MAINTENANCE SERVICES PART B SERVICE REQUIREMENTS GENERAL REQUIREMENTS (1) Scope of the Work The Contractor is required to provide turn-key exterior grounds maintenance services during the course of the contract including but not limited to the tasks listed in the in order to maintain the property included in the scope of work in an acceptable standard. Summer and winter maintenance scope may be quoted separately and the Contractor is not required to quote on both. Reference Part C Schedule of Prices for the breakdown of seasonal scope of supply. MacTier Housing reserves the right to award the contract in its entirety or in part, to one or more bidders as deemed to be most favourable to the interest of MacTier Housing or that may provide the greatest value and benefit to MacTier Housing. The following is an overview of the scope of the work: (a) (b) (c) (d) (e) (f) (g) The Contractor shall furnish all labour, supplies, materials, equipment, transportation, storage of machines and tools and any other incidentals required to provide grounds maintenance services including but not limited to materials and supplies, tools and equipment. All equipment must be available and in good and safe operating condition. W.H.I.M.I.S. Data Sheets for any materials or supplies used on site must be kept available for MacTier Housing at all times. The Contractor shall keep an inventory of personal protective equipment with all chemicals or equipment stored on site for access and handling thereof by MacTier and District Community Housing staff as required. The Contractor shall maintain and make available a copy of their health and safety policies and maintain copies of employee training records related to the performance of the work on site as coordinated with Contract Administrator. Storage of Contractor s tools and supplies may be allowed in appropriate storage areas only if suitable space is available on the property. Storage of all materials and supplies at each property must be coordinated with and subject to the approval of the Contract Administrator. The Contractor shall obtain all necessary permits, licenses, etc., and all work shall conform to all local codes and regulations. The Contractor shall be solely responsible for loss or damage of his/her equipment and supplies used in the performance of the requirements of this contract. (2) Submittals and Administration 1. All correspondence with MacTier and District Community Housing related to the work should be directed to the Contract Administrator as listed below: Drew De La Plante The District Municipality of Muskoka Manager, Maintenance and Operations Phone:(705) ext. 395 Cell: (705)

4 Fax: (705) The Contractor shall only take direction from the Contract Administrator or such other person as MacTier and District Community Housing may in writing appoint. 2. The Contractor shall appoint a representative to coordinate the performance of the work with the Contract Administrator. The Contractor must provide contact information for the representative which allows the Contract Administrator to contact the representative in a timely manner to ensure satisfactory performance of the work. 3. The Contractor is required to maintain a Log book and complete entries for every visit highlighting the services provided including the time, date and supplies used. The logbook must be available for review at all times. 4. The Contractor must attend a minimum of a four performance inspections per year with the Contract Administrator to review the services provided for compliance with the contract documents. The Contractor may be required to attend additional performance inspections, as required, to ensure compliance with the requirements of the contract documents. (3) Job Conditions 1. Immediately report to the Contract Administrator any conditions or defects encountered on the site which may adversely affect the satisfactory performance of the work. 2. Do not commence work until such conditions or defects have been investigated and corrected. 3. Commencement of work implies acceptance of conditions. No claim for damages or extra work will be accepted or considered where the Contract Administrator was not notified of the deficient conditions prior to commencement of the work. 4. Report any observed vandalism, general damage or conditions of disrepair at each property immediately to the Contract Administrator. 5. Any item not specifically mentioned or detailed in the specifications or drawings but is implied or required to complete the work will be considered to be included in the total price of the work. (4) Contractor s Use of the Site 1. Limit areas for work and storage as directed on site by the Contract Administrator. 2. Do not encumber site with materials or equipment. 3. Obtain and pay for use of the additional storage or work areas needed for operation. 4. Do not obstruct entrances or stairs used for fire exits. (5) Work Schedule 1. The work shall only be carried out between 8:00am and 5:00pm on weekdays as required, except on holidays, unless stated otherwise elsewhere in the contract or as approved by the Contract Administrator. (6) Qualifications of Contractors and Contractor s Employees

5 1. The Contractor and his/her employee s shall be skilled and experienced in property maintenance, practices and procedures. 2. Should the quality or methods of the Contractor s employees be unsatisfactory or unsafe in the opinion of the Contract Administrator or other representative of Mactier and District Community Housing, the concerns will be reported to the Contractor s representative. If the unsatisfactory or unsafe work habits of the Contractor s workers continue after the report has been received verbally or in writing, the Contract Administrator may request the immediate removal of the worker from the performance of any work within the contract. (7) Access The Contractor will be provided with access to all exterior areas of the site necessary to provide the services included in the scope of work. No interior access to any building or structure at any property included in the scope of work will be provided. (8) Contractor s Site Office and Washrooms Office space and telephone services will not be provided by the District. Washroom access for the Contractor s employees will not be provided by the District. (9) Power and Water The contractor will be responsible for providing the necessary power to complete the work in accordance with the scope of work. Water can be obtained from the existing exterior taps on the building. A key for operation of the hydrants can be provided if needed. The Contractor shall not at any time directly connect to any water supply within the building for the purposes of mixing chemicals or connect to a piece of equipment that could cause back flow into the buildings potable water system. Water supplied to equipment that poses such a risk shall employ a suitable certified back flow preventer or a device that maintains an air gap to prevent the potential of back flow of chemicals or contaminated water into the water system. No tap shall be left on and no equipment shall remain connected to the buildings water system when the site is not supervised by the Contractor. (10) Inspection and Testing 1. The Contractor or his designated representative will be available to accompany the Contract Administrator on an inspection of the work when requested. 2. The Contractor will comply with all laws, ordinances, rules and regulations relating to the work and the preservation of public health. 3. The Contractor will be responsible for the safety of all workmen and equipment on the project in accordance with all applicable legislation. 4. The Contractor shall immediately report any unsafe working or building condition beyond the care and control of the Contractor to the Contract Administrator. 5. Where codes ore regulations conflict, the contractor will comply with the more stringent. (11) Environmental Conditions

6 1. The contractor will ensure adequate protection of the building and property from any of the operations performed under the requirements of the contract. 2. The Contractor shall use environmentally friendly products and processes for the performance of the requirements of the contract. The contractor will be required to submit a complete list of all products to be used to the Contract Administrator for acceptance and approval prior to use. The contractor cannot change products without prior approval and acceptance by MacTier Housing. The Contractor will be required to maintain Material Safety Data Sheets for all chemicals used or stored at the site for the purposes of providing services. (12) Safety Requirements and Signage 1. Site signs (excluding safety signage) are not permitted. 2. Provide safety signs as necessary for the attention of tenants and visitors. 3. The Contractor is responsible for ensuring all services provided by their employees is completed in recognition of current occupational health and safety legislation applicable to the tasks being performed. Any services provided that are in the Contract Administrator s opinion in conflict with current occupational health and safety legislation will be reported immediately to the Contractor s representative for immediate corrective action. 4. The contractor must comply with current applicable legislation related to the use of gas/fuel powered maintenance equipment. It is expected that the Contractor s employees will be trained in fuel spill prevention and cleanup and have immediate access to an appropriate fuel spill kit where ever gas powered equipment is in use. (13) Grounds Maintenance Operations The Contractor will remove all materials, equipment and debris from the property and leave the premises clean and tidy to the MacTier Housing s satisfaction during the course of the work. (14) Site Availability The Contractor must maintain access to the building for the tenants, general public and the MacTier Housing staff during all phases of the work. END OF GENERAL REQUIREMENTS

7 SPECIFICATIONS GENERAL 1. The Contractor is expected to provide all of the services listed below as necessary to maintain the property in an acceptable condition. 1. Except as otherwise provided herein, the Contractor shall furnish all labour, supplies, materials, equipment, transportation, storage of machines and tools and any other incidentals required to provide the services at the property. 2. Mactier and District Community Housing will not supply the Contractor with an inventory of any consumable supplies. The Contractor shall be responsible for inventorying and maintaining all required supplies. 3. Items to be supplied by the Contractor include sand and ice melter as required, any fuel, lubricants, or consumable parts or materials required for the operation of any grounds maintenance equipment, bags or containers required for the removal of debris, rags or materials for cleanup, required safety equipment such as fire extinguishers, pylons, barriers, personal protective equipment etc. as may be required or applicable. All materials, supplies and equipment must be available and in good and safe operating condition. 4. The Contractor is responsible for verifying the use and compatibility of all products in the performance of operations included in this contract to the satisfaction of the Contract Administrator. 5. The Contractor shall attend the site as often as required in order to complete the duties listed and maintain the facility in an acceptable condition. The term daily refers to the days the service is provided. 6. For the purpose of this document any reference to an acceptable condition shall mean regardless of the season that the property shall not show signs of neglect and is to be maintained in such a way that it meets any relevant specifications defined in this contract and is clean, tidy and safe for the access and use of the tenants, visitors, or staff. 7. The Contractor shall report to the Contract Administrator any observed state of disrepair at the property included in the contract. 8. The Contractor shall report any observed vandalism immediately to the Contract Administrator. 9. The Contractor shall report any disturbances to the Contract Administrator and/or the Police as required. GROUNDS MAINTENANCE SERVICES

8 SITE MAINTENANCE GENERAL SERVICES Summer and Winter Months The Contractor is expected to provide all of the services listed below as necessary to maintain each property included in the scope of work in an acceptable condition. The contractor must perform a thorough inspection of each property included in the scope of work at least once a day on each weekday. Additional property inspections may be required depending on weather conditions to ensure each property is maintained in accordance with requirements herein. General services will not be required on Statutory Holidays. All storm water drainage catch basins, curbing and asphalt swales are to be kept clear of any excess debris such as sticks, leaves, plant growth, garbage and ice buildup etc. as required ensuring proper storm water drainage. All parking lots and connecting walk ways shall be swept on as required to remove any excess debris such as sticks, leaves, garbage etc. All parking lots and driveways will be completely swept to remove any excess debris such as sand, salt, sticks leaves and garbage etc. a minimum of three times a year during the months of April, July, and November on a day prearranged with MacTier Housing. The prearranged date of sweeping operations is necessary to provide adequate notice to the tenants of the property to help coordinate relocation of vehicles to assist in sweeping operations. Exterior stairs, sidewalks, and steps shall be swept clean of dirt, sand or other debris as required. All garbage, debris, papers, broken glass and broken bottles are to be picked up on a daily basis throughout the site, including asphalt areas, five days a week (Monday through Friday) and removed and disposed of in accordance with local by-laws from the site, each day, at the Contractor s expense. Report the presence of any discarded contents, such as furniture or appliances, on the property to the Contract Administrator. MacTier Housing may request that the contractor remove the discarded contents at MacTier Housing s expense. The contractor shall invoice for this work separately providing a detailed inventory of the items discarded from the property. Remove and dispose all waste and cigarette butts from any exterior waste container once every weekday or as required and acceptable to MacTier Housing to prevent the waste from exceeding the storage of each container. The Contractor is responsible for the removal and disposal of the waste from each container and shall supply all garbage bags suitable for use in any existing waste container on the property. Weekly Garbage Pickup MacTier Housing has contracted garbage bin and recycling cart pickup so does not require garbage or recycling effort by the grounds contractor. Excess garbage or other large items left in the area may require removal periodically. Garbage gathered from the site may be disposed of accordingly in the appropriate waste container on site. Large items not considered regular household garbage that require special handling and disposal considerations can be invoiced separately. The contractor must pay for all scale costs directly at the landfill and will be reimbursed for these expenses through the contractor s separate invoice for this expense. Lawns and Grassed Areas The Contractor shall provide the following services on lawns and grassed areas:

9 Grass will be cut and trimmed on all turf areas (grass and/or weeds) at the property as noted on the schematic site plan to a height of not less than 2 and not more than 3. Grass is to be mowed when in excess of 3. All debris shall be picked up prior to the commencement of mowing operations. Excessive grass clippings on the grass area as a result of grass cutting operations shall be raked and disposed of in accordance with local by-laws from the site at the Contractor s expense. All grass cutting and trimming equipment used on the property is subject to MacTier Housing s acceptance and approval. Prior to commencement of grass cutting operations, each season, the Contractor may be required to provide a list of proposed grass cutting and trimming equipment Grass cutting within a minimum of 48 of a building, patio area, garden, play area or sidewalk shall be done with a walk behind lawn mower with either mulching capability or controlled discharge to direct the discharge away from the building, parking area, patio area, garden, play area or sidewalk. Grass cutting beyond the minimum 48 boundary can be completed with a larger mower suitable for the area to be cut but must have either mulching capability or controlled discharge to direct the discharge in a safe direction. All grass cutting equipment shall be in a state of good repair and all guards and safeties must be in place while in use. Grass cutting equipment must not be used under any circumstances that will cause damage to the turf by means of ruts, tracks, etc., such as when soil conditions are excessively wet and soft. Clippings or rubbish deposited on steps, sidewalks, patio areas and parking lots due to the mowing operations etc. must be swept up and removed. Trimming of grass adjacent to fences, trees, flower beds, benches, houses, light standards, hydrants, playground equipment, etc., shall be done immediately after each mowing. Trimming equipment with the appropriate guards shall be used in a manner to direct the discharge in a safe direction away from the building, patio areas, gardens, plantings, play areas or sidewalks. Any vegetation shall be removed from between sidewalk stones/slabs, paved or bricked areas, apartment building lounge patio areas, etc. Leaves, fallen branches and other natural debris shall be raked and removed from each site as necessary to maintain the property in an acceptable condition. The contractor must complete a fall cleanup of each property included in the scope of work to remove all seasonal leaves, fallen branches and other natural debris prior to November 1 st of each year of this contract. Plants and Planting Beds The Contractor shall provide the following services on plants and planting beds: Flower and shrub beds, hedges and sidewalks shall be edged as required to maintain a neat and clean-cut appearance. All common area gardens and flowerbeds shall be cultivated and weeds removed on a weekly basis from May to October, including cultivation of soil at the base of trees, hedges. Gardens immediately in front of the apartments are the responsibility of the corresponding tenant. If common area gardens normally in the contract scope are being utilized and maintained by the tenants the scope of work may be temporarily suspended for the contractor, as advised by the Contract Administrator.

10 All pruning and limb removal of trees and shrubs as required in an effort to control the size, shape and health of the trees and prevent unnecessary obstruction or damage to the buildings, landscaping, fencing and general property included in the scope of work. Trimming (and the removal of dead growth) of all hedges, deciduous, or evergreen during June (in case of evergreen) and June, July, and September (in case of deciduous plant material) to present a neat, even appearance. Playground Areas Summer and Winter Months (Where applicable) Playground surface areas where sand, pea gravel, or other loose material is used as a base shall be leveled and raked as required to remove all weeds, garbage, debris and broken glass. Inspect playground areas and immediately notify the District of any damage or vandalism to the equipment or grounds which may present a potential hazard to the public. SITE MAINTENANCE SNOW AND ICE REMOVAL Snow and Ice Clearing Sanding and Salting General The Contractor is required to provide snow and ice clearing and sanding and salting services from all vehicle traffic and parking areas and pedestrian sidewalk areas at each property included in the scope of work on a seven-day per-week basis. The Contractor is expected to refer to the specifications herein and the property Schematic Site Plans for property specific conditions. The contractor will bill for these services on a per service basis and must submit a breakdown of the number of services received with the monthly billing. The Contractor is required to monitor the conditions at each property as necessary to ensure the service is provided in accordance with the specifications. The Contractor is required to maintain a detailed log of each the snow and ice clearing and sanding and salting services provided under this contract. The log shall include date and times of the completed service and inspections and copies of the logs shall be provided to MacTier Housing at the end of each season or within 24 hours or being requested by MacTier Housing. Vehicle Parking and Traffic Areas The Contractor shall provide snow plowing services as a result of snow accumulation from all vehicle traffic and parking areas as noted on the schematic site plans for the property which include parking lots, road entrances, driveways and fire routes must be completed when snow has accumulated in excess of 2 or conditions as a result of drifting or blowing snow which will require plowing, on a seven day per week, 24 hour basis or when requested by a representative of MacTier Housing. Snow is to be plowed into the designated snow storage areas as noted on the schematic site plans in a manner that maximizes snow storage. An accumulation requiring snow plowing may be achieved by a single significant snowfall, or several light snow falls, which accumulates to over 2 or conditions as a result of drifting or blowing that will require snow plowing. The Contractor must commence snow removal operations within 2 hours of the accumulation of snow or ice or when requested by a representative of MacTier Housing. The contractor is expected to plow snow from all driveways, fire routes and empty parking spaces at each plow service. Tenants and visitors are not expected to remove their vehicles from the parking lot at each plow service. The Contractor must plow and remove snow in the parking lot areas in a manner to prevent blocking or barricading any vehicles left in the parking areas with snow. Any vehicles that are improperly parked must immediately be reported to MacTier Housing. The contractor will be required to provide plowing service as safely as possible around any vehicle improperly parked until the vehicle is removed. The Contractor must coordinate with MacTier Housing an acceptable method including time and manner in which tenants can move their vehicles into cleared areas to allow the contractor to come back within 24 hours

11 of an accumulation of snow to plow and remove snow from areas vehicles were parked at the time of the initial accumulation of snow. The coordinated procedure will be communicated to the tenants of the facility to ensure they remove their cars prior to the service being provided at the specified time. The Contractor is responsible for removing any snow or ice deposited on the driveways, road, entrances and sidewalks as a result of municipal snow clearing operations within 2 hours of the snow or ice being deposited in the driveway, road entrance and sidewalk and shall be included in the rates for snow plowing of common parking lot areas. Pedestrian Sidewalk Areas The Contractor shall remove snow and ice from all sidewalks, walkways, entrances and exits at the property included in the scope of work as noted on the schematic site plans when snow has accumulated as a result of drifting and blowing snow or accumulation of ice which requires removal, on a seven day per week, 24 hour basis or when requested by a representative of the District. An accumulation requiring snow and ice removal may be achieved by a single significant snowfall, or several light snow falls or conditions as a result of drifting or blowing snow or ice accumulation that will require removal. The Contractor must commence removal operations within 2 hours of the accumulation of snow or ice or when requested by a representative of MacTier Housing. The Contractor is responsible to continue to monitor the conditions of all sidewalks included in the scope of work to ensure that sidewalks and walkways are maintained in a safe and acceptable condition. Sanding and Salting The Contractor shall apply sand, ice melter, salt or a combination thereof to all parking lots, exit roads public entrances, exit roads, driveway entrances, ramps, public walkways, and public steps as required to prevent the accumulation of ice and to provide traction for walking and driving using minimum amount of chemical to protect landscaping, concrete or asphalt from chemical application damage. The contractor must only use sand, salt and chemicals with acceptable ph levels that are not damaging to any surfaces that they may be applied to. The Contractor shall supply all information and material safety data sheets about the sand, salt and chemicals used in this scope to MacTier Housing when requested. The Contractor shall provide and maintain a minimum of a ¼ of a yard of sand storage in a box located on site in a location where it is accessible for use by, the Contractor, MacTier Housing, or the tenants to access sand for the walkways or driveways between services. The storage boxes are to be placed on site by November 1 of each year of the contract and removed from the site before April 30 th of each year of the contract. The cost of supplying these sand storage boxes and maintaining the sand within shall be included in the Site Maintenance General Services costs. The Contractor is responsible for providing their own supply of ice melter. Icicle or Overhanging Snow Removal The Contractor shall remove icicles or excessive overhanging snow from roof edges and eaves troughs that exceed 6 in length without causing any damage to the building or property. The cost of removal shall be included in the Site Maintenance General Services costs. Ad Hoc Services The contractor may be requested to provide the following services on an as needed basis at the applicable rates provided in the tender form. Snow Storage Removal

12 The Contractor shall remove and dispose of snow from the designated snow storage areas at each property in accordance with the hourly rates provided under the following conditions: The snow has piled to a height greater than 2.5 meters or considered to be unsafe by the Contract Administrator; The snow can no longer be piled without exceeding the designated snow storage area; Upon MacTier Housing s Request The Contractor shall not perform any snow removal operations without the prior approval of MacTier Housing. The Contractor shall perform this service in accordance with all applicable by-laws. END OF SPECIFICATIONS

13 PART C BID FORM 1. Bidder Information Company Name Bidder s Main Contact Individual Address Office Phone # Toll Free # Cellular # Fax # Address Website 2. Addendum This will acknowledge receipt of the following addenda and, that the pricing quoted includes the provision set out in such addendum(s) ADDENDUM # DATE RECEIVED # # 3. Acceptance of Terms In responding to this RFQ, the bidder acknowledges that they have read and completely understand and accepts all terms of the RFQ. By submitting a bid, the bidder agrees and consents to the terms, conditions and provisions of the RFQ and offers to provide the services in accordance therewith at the rates set out in the completed Schedule I Items and Unit Prices. BID FORM AUTHORIZED SIGNATURES Authorized Signature of Bidder Name of Bidder Representative Title of Bidder Date

14 SCHEDULE OF PRICES - Bidders may bid on either of Winter Maintenance or Summer Maintenance or both. MacTier Housing reserves the right to award the contract in its entirety or in part, to one or more bidders as deemed to be most favourable to the interest of MacTier Housing or that may provide the greatest value and benefit to MacTier Housing. A - Winter Maintenance November 1 st April 30 th 1) Provide the price per visit for each service for in accordance with the terms of the Contract Documents excluding H.S.T. The number of services per year will vary depending on weather conditions and there are no minimum or maximum amount guarantees. For the purposes of bidding, vendors may use an approximate of 70 winter services required per season. Item Price Per Visit a. Plowing of Common Parking Lot and $ Visitors Parking b. Plowing of Parking Spaces $ c. Parking Lot Sanding and Salting $ d. Sidewalk Snow Shovelling $ e. Sanding and Salting of Sidewalks $ Subtotal of Price per Visit of each Item (A) $ Estimated Number of Services per Season (B) 70 Total Price per Season (A x B) $ 2) Hourly Rate for Snow Removal and Disposal Services $ /Hour before HST 3) Percentage % increase for service in year 3 over original contract price Percentage % increase for service in year 4 over year 3 price Percentage % increase for service in year 5 over year 4 price

15 B - Summer Maintenance May 1 st October 31 st 1) Provide the price per visit for each service for in accordance with the terms of the Contract Documents excluding H.S.T. The number of services per year will vary depending on weather conditions and there are no minimum or maximum amount guarantees. For the purposes of bidding, vendors may use an approximate of 15 summer services required per season. Item Price Per Visit a. Mowing and trimming of entire facility $ b. Edging, weeding, tending of common area gardens $ Subtotal of Price per Visit of each Item (A) $ Estimated Number of Services per Season (B) 15 Total Price per Season (A x B) $ 2) Item Sweeping of the parking lot Spring clean up of entire property Fall clean up of entire property Price Per Service (A) Estimated Number of Services (B) $ $ 2 $ $ 1 $ 1 $ Total Cost (A x B) 3) Percentage % increase for service in year 3 over original contract price Percentage % increase for service in year 4 over year 3 price Percentage % increase for service in year 5 over year 4 price

16 PROPOSED EQUIPMENT AND FACILITIES As an integral part of this quotation, the Bidder shall provide below, a statement giving the description of the equipment he/she proposes to use to complete the work. EQUIPMENT TO BE USED

17 LIST OF PROPOSED SUB-CONTRACTORS State OWN FORCES if a Sub-Contractor is not required for any of the trades listed; otherwise name work type and name of Sub-Contractor proposed to be used. MacTier Housing reserves the right to approve all proposed Sub-Contractors and where MacTier Housing objects to the use of any proposed Sub-Contractor, the bidder shall use another Sub-contractor acceptable to MacTier Housing. Any proposed changes to the approved list of Sub-Contractors subsequent to contract award shall be subject to the approval of MacTier Housing. The successful bidder may be required to produce schedule of references for all or any proposed Sub-Contractors. The successful bidder shall only use those Sub-Contractors approved by MacTier Housing and shall be held fully responsible to MacTier Housing for the acts and omissions of its Sub-Contractors. TYPE OF WORK SUB-CONTRACTOR CONTACT NAME & NUMBER

18 REFERENCE FORM The bidder shall provide below three (3) separate Customers having purchased a similar services as specified herein for a previous five (5) year period from the issuance of this document. REFERENCE # 1 Customer Contact Name & Phone Number Contact Address Date of Contract Description of Services Provided REFERENCE # 2 Customer Contact Name & Phone Number Contact Address Date of Contract Description of Services Provided REFERENCE # 3 Customer Contact Name & Phone Number Contact Address Date of Contract Description of Services Provided REFERENCE RELEASE FORM I (authorized signatory for the submitting Firm) authorize MacTier Housing to contact the person and/or organization listed on the REFERENCE FORM, for the purpose of obtaining information relating to the bidder. MacTier Housing reserves the right to call references if in its sole discretion finds a need to do so. MacTier Housing reserves the right to check other references other than listed herein.

19 PART D SAMPLE AGREEMENT To be executed by the successful bidder upon award. AGREEMENT FOR GROUNDS MAINTENANCE SERVICES B E T W E E N: MACTIER AND DISTRICT COMMUNITY HOUSING and hereinafter referred to as MacTier Housing hereinafter referred to as the Contractor 1. Interpretation (1) Whenever any of the following words or phrases are used in the Contract, they have the meanings respectfully attributed to them as follows: (a) (b) Contract Price means the total price MacTier Housing has agreed to pay to the Contractor for the Work, and for everything supplied under the Contract and included in the Contract; Work means all services that the Contractors is required to undertake and complete as described in the Contract Documents. (2) Whenever words that have well known technical or trade meanings are used in the Contract, they are used in accordance with such recognized meanings. (3) The documents forming the Contract are complementary, and what is required by any one shall be as binding as if required by all. (4) The following documents all form part of the Contract: A. Request for Quotation document # MCH ; B. Contractor s Bid Form; C. Agreement for Grounds Maintenance Services In the event of conflict between documents, the following priorities shall apply: (a) (b) Documents of later date shall govern; The Agreement for Grounds Maintenance Services shall govern over the Request for Quotation document # MCH (5) If at any time before the work has been completed and a question arises as to whether anything has been done as required by the Contract, or as to what the Contractor is required by the Contract to do, and, in particular, and without limiting the generality of the foregoing, as to: (a) the meaning of anything in the Contract Documents

20 (b) (c) whether the quality or quantity of any material or work meets the requirements of the Contract; or the timing and scheduling of the execution of the Work, the question shall be decided by MacTier Housing. 2. Services to be Provided (1) During the term of this agreement, the Contractor will provide grounds maintenance services for MacTier Housing all in accordance with the Contract Documents. (2) The parties may at any time and from time to time alter or vary the schedule of the work and the price to be paid by MacTier Housing for the services to be performed, but no such change shall be binding on either party unless this agreement is amended to reflect the change. 3. Payment (1) MacTier Housing shall pay to the Contractor for work completed during the term of this agreement on a unit basis in accordance with the Schedule of Prices in the Contractors completed Bid Form to be paid in arrears monthly as detailed in the quotation form on the last day of each contract month during the term plus applicable Tax. The expression contract month when used shall mean a calendar month, the first of which shall commence on the commencement date of the term of this agreement. (2) In event of any change in applicable tax made public after the date of this agreement, the Contract Price shall be adjusted by an amount equal to the increase or decrease in the cost of the Work to the Contractor brought about by the change in such tax. (3) The amount payable to the Contractor under the Contract will not be increased or decreased by reason of any increase or decrease in the cost of the work brought about by any increase or decrease in the cost of equipment, labour, or materials. 4. Term and Termination (1) Subject to sentences 4.(2) and 4.(3) herein, the term of this agreement shall commence as of 12:01 a.m. on April 30, 2018 and will cease as of 11:59 p.m. April 30, Upon mutual agreement, the term may be extended for additional one (1) year terms up to a maximum of three (3) years. (2) This agreement may be terminated for cause in accordance with sections 7 and 8 herein. (3) Either party may terminate this agreement without cause on thirty (30) days written notice to the other party. 5. Service Requirements (1) In performing the services, the Contractor shall only employ skilled workers. Such personnel must: (a) (b) (c) be able to understand written and/or oral instructions; be capable of compiling written reports; possess tact and diplomacy;

21 (d) (e) possess knowledge of modern grounds maintenance methods; and possess knowledge of W.H.M.I.S. (2) While engaged in the performance of the services all employees of the Contractor shall be uniformed, covered by public liability and property damage insurance in the amount of not less than $2,000, and covered by Workers Compensation (WSIB). (3) The by-laws, ordinances and legal requirements, rules, regulations, codes and orders of the municipality where the work is undertaken shall apply to the Work. (4) The Contractor shall obtain all necessary permits, licenses and certificates and shall pay all fees required for the performance of the Work. (5) The Contractor shall give all required notices and comply with all laws, ordinances, rules, regulations, codes and orders of all authorities having jurisdiction relating to the work, to the preservation of the public health and construction safety, which are or become in force during the performance of the Work. (6) If the Contractor performs any work knowing it to be contrary to any laws, by-laws, ordinances, rules, regulations, codes and orders of any authority having jurisdiction, the Contractor shall be responsible for and shall correct any violations thereof and shall bear all costs, expense and damages attributable to the Contractor s failure to comply with the provisions of such laws, by-laws, ordinances, rules, regulations, codes and orders. (7) The Contractor shall, at all times, comply with the Occupational Health & Safety Act. (8) The Contractor shall co-operate with MacTier Housing and arrange for all work to be expedited with the minimum of inconvenience to all parties and shall report in writing any difficulties encountered in expediting the Work. (9) The Contractor shall perform the Work in the most efficient manner and in accordance with the directions and to the satisfaction of MacTier Housing. (10) The Contractor shall cause the Work to be performed either under personal supervision or under the supervision of a competent foreman who shall remain in charge until the Work is completed. (11) The Contractor shall maintain normal building operation and traffic flow, with a minimum of inconvenience to the residents of the project. (12) The Contractor shall ensure that no essential services such as electric power and domestic hot water supply are interrupted for more than one continuous hour, and no longer than three consecutive hours for the heating system during the heating season except with the prior written permission of MacTier Housing. (13) The Contractor shall in every case where an interruption of services is to occur, make prior arrangements with MacTier Housing. (14) At the end of each day s work, the Contractor shall remove: (a) (b) all debris and hazardous impediments from work areas and the site; and all equipment and material which is not to be re-used for the Work from the site unless stated otherwise herein.

22 (15) The Contractor shall be responsible for the protection of all pipes, ducts, cables, conduits, wires and other services against damage arising from the performance of the Work. (16) The Contractor is responsible for making good to the satisfaction of the authorities concerned, and damages to services resulting from the Contractor s performance of the Work, without any additional cost to MacTier Housing. (17) The Contractor shall ensure that all rags and waste containing oil, grease, or other inflammable materials are stored in an approved metal container and are removed from the site at the end of each working day. (18) new (19) The Contractor shall give preference to materials, products and equipment of Canadian origin and manufacture. (20) The Contractor shall remove all unsatisfactory work and replace it at the contractor s expense to the satisfaction of MacTier Housing. (21) If in the opinion of MacTier Housing it is not expedient to correct defective work or work not done in accordance with the Contract, MacTier Housing may deduct from the Contract Price the difference in value between the Work as done and that called for by the Contract, the amount of which shall be determined by MacTier Housing. (22) No additional work shall be done nor shall other changes be made to the Contract without receiving prior written authority from MacTier Housing. 6. Insurance (1) The Contractor shall provide and maintain during the term of the Contract Commercial General Liability insurance subject to limits of not less than Two Million ($ 2,000,000) inclusive per occurrence. To achieve the desired limit, umbrella or excess liability insurance may be used. Coverage shall include but not limited to bodily injury including death, personal injury, damage to property including loss of use thereof, premises and completed operations, contractual liability, contingent employers liability, owner s protective coverage, non-owned automobile and contain a cross liability, severability of insured clause. The MacTier and District Community Housing is to be added as an additional insured but only with respect to liability arising out of the operations of the Named Insured. Standard automobile and non-owned automobile liability insurance and shall protect them against all liability arising out of the use of owned or leased vehicles, used by the bidder, its employees or agents. The limits of the liability for both owned and non-owned vehicles shall not be less than Two Million ($2,000,000) per occurrence. (2) The Contractor shall submit proof of such insurance in the form of an Insurance Certificate which shall contain a firm undertaking by the Insurer to give MacTier Housing thirty (30) days notice prior to any cancellation or modification of such insurance. (3) If the Contractor fails to meet the requirements of this section within ten (10) business days of receipt by the Contractor of the award letter, MacTier Housing, at its sole option, shall have the right to terminate the Contract and use the bid security towards damages. 7. Workplace Safety and Insurance Board Certificate of Clearance

23 (1) The Contractor shall produce a Workplace Safety and Insurance Board Certificate of Clearance Form from time to time when requested by MacTier Housing and prior to final payment under the Contract. (2) If the Contractor does not produce a Clearance Certificate as required or applicable, MacTier Housing may at its sole option, terminate the Contract immediately. 8. Taking the Work Out of the Contractor s Hands (1) MacTier Housing may, without any further authorization or authority, take all or any part of the Work out of the Contractor s hands and may employ such means as it may see fit to complete the Work, including the use of the performance security when applicable, in any of the following cases, namely: (a) (b) (c) (d) (e) (f) (g) where the Contractor has made default or has delayed in commencing or in diligently executing the Work or any portion thereof to the satisfaction of MacTier Housing and MacTier Housing has given notice thereof to the Contractor, and has by such notice required the Contractor to put an end to such default or delay, and such default or delay continues for seven days after such notice was communicated; where the Contractor has made default in the completion of the Work, or any portion thereof, within the time limited for such completion by the Contract; where the Contractor has become insolvent; where the Contractor has committed an act of bankruptcy or has been declared bankrupt or has made an assignment in bankruptcy; where the Contractor has abandoned the Work; where the Contractor has made an assignment of the Contract without the required consent of MacTier Housing; where the Contractor has otherwise failed to observe or perform any of the provisions of the Contract. (2) Where the Work or any part thereof has been taken out of the Contractor s hands, the Contractor shall not, except as provided in herein, be entitled to any further payment, including payments then due and payable but not paid an the obligation of MacTier Housing to make payments shall be at an end, and the Contractor shall be liable upon demand of MacTier Housing to pay to MacTier Housing an amount equal to all loss and damage suffered by MacTier Housing by reason of the non-completion of the Work by the Contractor. (3) Where the Work or any part thereof has been taken out of the Contractor s hands and that portion is subsequently completed by MacTier Housing, MacTier Housing shall determine the amount, if any, of the holdback and progress claims of the Contractor unpaid at the time of taking the work out of the Contractor s hands that in MacTier Housing s opinion are not required by MacTier Housing for the purposes of the Contract and MacTier Housing may, if it is of the opinion that no financial prejudice to MacTier Housing will result, pay that amount to the Contractor. (4) The taking the Work, or any portion thereof, out of the Contractor s hands does not operate so as to relieve or discharge the contractor from any obligations under the Contract or imposed upon the Contractor by law, except the obligation to complete the physical execution of that portion of the Work so taken out of the Contractor s hands.

24 9. Indemnification (1) The Contractor shall indemnify and save harmless MacTier Housing and its respective officers and agents from all claims relating to labour and material furnished or supplied in executing the Contract and from and against all claims, demands, losses, costs, damages, actions, suits, or proceedings by whomsoever made, brought, or prosecuted in any manner based upon, arising out of, related to, occasioned by, or attributable to the activities or omission of the Contractor or those for whom the Contractor is at law responsible in performing the Contract or to an infringement or an alleged infringement of the patent of invention. 10. Subcontractors (1) The Contractor shall: (a) (b) require the Contractor s subcontractors to perform their work in accordance with and subject to the terms and conditions of the Contract; and be as fully responsible to MacTier Housing for acts and omissions of the Contractor s subcontractors and of persons directly or indirectly employed by them as the Contractor is for acts and omission of persons directly employed by the Contractor. (2) The Contractor shall incorporate all the terms and conditions of the contract necessary for the purpose of performing the Work pursuant to the Contract into all subcontract agreements. (3) Nothing contained herein shall create any contractual relationship between any subcontractor and MacTier Housing. 11. Use of Site Facilities (1) The Contractor shall furnish all labour, materials, equipment, transportation, storage of tools, trucks and any other incidentals required to perform the Work. (2) MacTier Housing may provide storage for the Contractor s tools in appropriate storage rooms only, providing space is available at the site. (3) The Contractor and the Contractor s personnel may use the existing sanitary services where provided, but if not available at the site, the Contractor shall provide such service at the Contractor s expense. (4) The Contractor shall assume all liability for and be responsible for loss of or damage to the Contractor s materials or equipment and for any materials delivered to the Contractor from whatever source to the site of the Work. 12. General (1) Time is of the essence of the Contract. (2) All notices required by this agreement shall be in writing. Notice to the Contractor shall be addressed to:

25 (3) Notices to MacTier Housing shall be addressed to: MacTier and District Community Housing c/o 70 Pine Street, Bracebridge, ON, P1L 1N3 Attention: Drew De La Plante (4) All notices so sent shall be deemed to have been received by the recipient on the date of delivery or on the second business day following the mailing thereof. The above address of either the Contractor or MacTier Housing may be changed by giving to the other party written notice of the new address. (5) The headings in this agreement are for convenience only and shall not in any way limit or be deemed to construe or interpret the terms and provisions of this agreement. (6) This agreement shall be construed and enforced in accordance with the laws of the Province of Ontario. (7) This agreement embodies the entire agreement of the parties with regard to the matters herein, and no other agreement shall be deemed to exist except as entered into in writing by both parties to this agreement. (8) This agreement shall endure to the benefit of and be binding on the parties and their respective heirs, executors, successors, and assigns. (9) The contract, or the proceeds thereof, shall not be assigned or transferred in any way, shape or form without the written consent of MacTier Housing first being obtained. IN WITNESS WHEREOF the parties have duly executed this agreement on the day and year first written above. DATED at this day of, 2018 Contractor s Company Name Per: DATED at MacTier, this day of, 2018 MacTier and District Community Housing Per: President Secretary

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