Canteen Services Grafton Ball Complex / Haldimand Community Memorial Arena

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1 10836 County Rd 2 P.O. Box 70 Grafton ON, K0K 2G0 Telephone: Fax: tgilmour@ahtwp.ca Request for Proposals Troy A. Gilmour, C. Tech., rcji Public Work Superintendent / Acting Facility Manager Canteen Services Grafton Ball Complex / Haldimand Community Memorial Arena Overview: The Township of Alnwick/Haldimand is seeking to entertain tenders for the operation of the canteen for the Grafton Ball Complex and the Haldimand Community Memorial Arena. They both are located in the Hamlet of Grafton at County Road #2. The tender term is for the upcoming season. The initial term will be for one season, but pending successful performance, contract may be renewed for 1 or more years based of the recommendation of the Public Works Superintendent / Acting Facility Manager (or designate) and Council approval. Bidders are welcome to bid on one or both of the locations but must clearly indicate which canteen is being tendered and tender the prices separately using the attached forms. The Township of Alnwick/Haldimand reserve the right to award the tender in their sole and unique discretion. This could mean that each location goes to a different bidder and not necessarily to the highest bidder. All proposals must clearly indicate the following: Proposed monthly rent to be paid for the canteen space for a term of 6 months. Confirm the understanding of the hours of operation of the canteen (as outlined below)

2 P a g e 2 Scope: Township of Alnwick/Haldimand will lease the canteen space to the successful bidder to operate the canteen for the upcoming ball and or ice season The bidder is responsible for running the canteen and being open during all sporting events and tournaments Township of Alnwick/Haldimand will not absorb any utility costs for the canteen space, therefore will be the bidder s responsibility. The term for both locations will be: o Grafton Ball Complex May 1, 2017 to October 30, 2017 o Haldimand Community Memorial Arena November 1, 2017 to April 30, 2018 Township of Alnwick/Haldimand does not provide the canteen with the equipment to operate. The bidder will be responsible for all equipment. If modifications are required to accommodate equipment, approvals will be required. The facilities may be under a contract for a particular supplier and the canteen operator will have to abide by the purchasing requirements accordingly (i.e. Coke, Pepsi or other similar) The bidder will have exclusive rights to the building (excluding the Main Office, Zamboni Room, Compressor Room, Electrical Room, Garages, Storage Rooms and Music Room). The bidder would offer a variety of healthy options for both food and drink. Township of Alnwick/Haldimand will not allow any groups / committees to have their own BBQ, or any other type of food fundraisers while canteen is open, unless approved by Council. (ie. Canada Day, Alnwick/Haldimand Staff Appreciation Day BBQ etc.) HEALTH AND SAFETY: The Bidder covenants that all his employees are knowledgeable in, and follow the regulations which pertain to their duties which are included in the Occupational Health and Safety Act (R.S.O.) 1990, as amended, Ontario Public Health Standards for food handling. It should be understood that any contravention of the Act could be considered cause for the Township of Alnwick/Haldimand to terminate the Contract. The Bidder agrees to indemnify and save, the Corporation of the Township of Alnwick/Haldimand, its servants or agents, harmless for damages or fines arising from any breach or breaches of the Occupational Health and Safety Act (R.S.O.) 1990, as amended. 2

3 P a g e 3 The Bidder agrees that any damages or fines that may be assessed against the Township of Alnwick/Haldimand by reason of a breach or breaches of the Occupational Health and Safety Act (R.S.O.) 1990, as amended, by the Bidder or any of its subcontractors will entitle the Corporation of the Township of Alnwick/Haldimand to offset the damages so assessed against any monies that the Corporation of the Township of Alnwick/Haldimand may, from time to time, owe the Bidder under this Contract or under any other contract whatsoever. The Bidder shall work in compliance with the Occupational Health and Safety Act and observe obligations relating to Workplace Hazardous Materials Information System (WHMIS). INSURANCE: The Bidder shall keep in force for the duration of the Contract, Public Liability and Property Damage Insurance in an amount not less than $1,000, per occurrence with the Corporation of the Township of Alnwick/Haldimand named as additional insured. Without limiting the foregoing, such Insurance Coverage shall include Comprehensive General Liability, Contractual Liability, Personal Injury, and Contingent Liability with respect to Subcontractors as well as Non-owned Automobile Coverage, Cross Liability and Severability of Interest clauses. The Bidder agrees to insure all vehicles used by him for public liability and property damage in the amount of $2,000, inclusive, and the said Bidder will further undertake to indemnify the Corporation of the Township of Alnwick/Haldimand against any liability of any kind or nature whatsoever occasioned by reason of the operation of the Bidder s equipment. GENERAL CONDITIONS: The Bidder shall submit proof of such insurance in the form of a Certificate of Insurance, which includes the Corporation of the Township of Alnwick/Haldimand as a named insured. The Bidder shall give the Corporation of the Township of Alnwick/Haldimand thirty (30) days notice prior to any cancellation or modification of such insurance. If the Bidder fails to meet the requirements of this section within seven (7) business days of receipt by the Bidder of the award letter, the Corporation of the Township of Alnwick/Haldimand, at its sole option, shall have the right to terminate the Contract. 3

4 P a g e 4 WORKPLACE SAFETY AND INSURANCE BOARD CERTIFICATE OF CLEARANCE: The Bidder shall produce a Workplace Safety and Insurance Board Certificate of Clearance Form within seven (7) business days of receipt by the Bidder of the award letter. Prior to commencement of Annual Inspections, as stated herein attached, confirmation of the Workplace Safety and Insurance Board Certificate shall be submitted to the Township of Alnwick/Haldimand. If the Bidder is unable to produce clearance as required because it claims it is an independent operator, with no insurable workers and is otherwise unable to obtain a clearance, it shall submit to the Corporation of the Township of Alnwick/Haldimand written confirmation from the Workplace Safety and Insurance Board of its status as an independent operator for the Contract, within seven (7) business days of receipt by the Bidder of the award letter. If the Bidder does not produce confirmation, the Corporation of the Township of Alnwick/Haldimand may at its sole option, terminate the Contract. ASSIGNMENT OF CONTRACT OR PROCEEDS OF CONTRACT: The Bidder shall not assign the Contract or the proceeds thereof without the written consent of the Corporation of the Township of Alnwick/Haldimand. INDEMNIFICATION CLAIMS: The Bidder shall indemnify and save harmless the Corporation of the Township of Alnwick/Haldimand 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 a manner based upon, arising out of, related to, occasioned by or attributable to the activities or omissions of the Bidder or those for whom the Bidder is at law responsible in performing the Contract or to an infringement or an alleged infringement of a patent or invention. Nothing contained in the Contract shall create any contractual relationship between any subcontractor and the Corporation of the Township of Alnwick/Haldimand. 4

5 P a g e 5 Bid Submission Instructions: Anyone wishing to submit a tender for the operation of the canteen must do so via a sealed envelope addressed to the undersigned before 12:00 pm (EST) on Friday April 10, Late submissions will be returned unopened. Viewing of the canteen can be scheduled the week of April 1, 2017 to April 9, Please call to make arrangements. The canteen RFP may be submitted via only to tgilmour@ahtwp.ca up until Friday April 10, 2017 at 12:00pm. Troy A. Gilmour, C.Tech, rcji Public Work Superintendent / Acting Facility Manager Township of Alnwick/Haldimand County Rd 2 P.O. Box 70 Grafton, ON K0K 2G0 5

6 P a g e 6 Grafton Ball Complex Canteen Tender Submission Form: Grafton Ball Complex Hours of Operation: Monday: 6:00 pm to 10:00 pm Tuesday: 6:00 pm to 10:00 pm Wednesday: 6:00 pm to 10:00 pm Thursday: 6:00 pm to 10:00 pm Friday: 6:00 pm to 10:00 pm Saturday: 8:00 am to 10:00 pm (unless nothing scheduled) Sunday: 8:00 am to 10:00 pm (unless nothing scheduled) Hours may vary due to tournaments and special events. Some discretion is used in consultation with the Public Works Superintendent / Acting Facility Manager or Facility Foreman. Proposed Monthly Rent for the 6 month term (May 1, 2017 October 30, 2017): $ I have read and understood the tender package, the insurance requirement and the hours of operation of the Township of Alnwick/Haldimand have placed my bid submission accordingly. Bidder: Signature: Date: 6

7 P a g e 7 Haldimand Community Memorial Arena Canteen Tender Submission Form: Haldimand Community Memorial Arena Hours of Operation Monday: 6:00 pm to 9:00 pm Tuesday: 6:00 pm to 9:00 pm Wednesday: 6:00 pm to 9:00 pm Thursday: 6:00 pm to 9:00 pm Friday: 6:00 pm to 9:00 pm Saturday: 8:00 am to 9:00 pm (unless nothing scheduled) Sunday: 8:00 am to 9:00 pm (unless nothing scheduled) Hours may vary due to tournaments and special events. Some discretion is used in consultation with the Public Works Superintendent / Acting Facility Manager or Facility Foreman. Proposed Monthly Rent for the 6 month term (November 1, 2017 April 30, 2018): $ I have read and understood the tender package, the insurance requirement and the hours of operation of the Township of Alnwick/Haldimand have placed my bid submission accordingly. Bidder: Signature: Date: Troy A. Gilmour, C. Tech., rcji Public Works Superintendent 7