REQUEST FOR PROPOSAL 15/2016 TREE PLANTING SERVICES. Proposal Closing Date and Time Wednesday, March 30, 2016 at 4:00 p.m.

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1 REQUEST FOR PROPOSAL 15/2016 TREE PLANTING SERVICES For The Corporation of the City of Thunder Bay -- Parks & Open Spaces Section -- Proposal Closing Date and Time Wednesday, March 30, 2016 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 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, 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 one (1) original signed by an authorized representative (prominently marked Original ) and three (3) hard copies plus one (1) electronic copy in PDF format on CD-ROM, memory stick or flash drive of its proposal in a sealed package to the address shown on the cover page. 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.

3 Page 3 of 19 Document Fee The City charges a non-refundable fee of $35.00 (inclusive of taxes) for documents payable by cheque, cash or debit. If downloaded, the fee is to be included in the submission. 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.

4 Page 4 of 19 Questions/Inquiries Communications concerning this Request for Proposal are to be in writing and directed to; Nancy Bauer (or designate) Supply Management phone (807) fax (807) nbauer@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 Wednesday, March 23, 2016 at 12:00 noon, local time. All clarification requests are to be sent in writing to the individual mentioned above. 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 by including them as part of the proposal submission to ensure that all requirements are included in the submission. Failure to include all addenda may result in your submission not being considered. The City will assume no responsibility for oral instructions or suggestions. Addenda will be provided to all who 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 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

5 Page 5 of 19 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. 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. The City reserves the right to 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. The City may, 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; 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.

6 Page 6 of 19 The City reserves the right without prejudice to reject any or all proposals and to determine in its own best judgement the firm best qualified to undertake this contract. 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. 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 City, unless it otherwise states, reserves the right 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. The City reserves the right to cancel the project without cause and without incurring any liability whatsoever if deemed in the best interest of the City to do so. The City reserves the right to terminate the contract without notice if due to non-performance and unsatisfactory service and unsatisfactory product performance. The City reserves the right to call in alternate services if the proponent is unable to provide the service when it is requested. The decision of the Evaluation Committee shall be final and without recourse. The City reserves the right to award this contract in whole or in part without recourse or penalty that which is deemed most advantageous to the City. The City has the right to negotiate minor changes with the proponent that presented the most attractive proposal. The City of Thunder Bay Council shall have the final authority on all matters regarding this Request for Proposal. This is an invitation for proposals and not a tender call. Attachments Standard Terms and Conditions for Tenders, Proposals, Contracts and Quotations Certificate of Insurance Undertaking to Comply Attachment A City of Thunder Bay Pre-Construction Meeting Contractor Safety Checklist Sample As-Planted Tree List spreadsheet Sample Top Soil Quality Report

7 Page 7 of 19 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. 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 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, a Signed Undertaking to Comply and a WSIB Clearance

8 Page 8 of 19 Certificate. No purchase order will be issued until all insurance, Undertaking to Comply and WSIB requirements have been satisfied. EVALUATION An Evaluation Committee has been established to review and evaluate each proposal based on the criteria and scoring listed below. CRITERIA MAX. SCORE 1 Cost to the City of Thunder Bay 35 2 Experience and Qualifications: Firm 10 Overseer of Project 10 Staff Qualifications/Certifications 10 Track Record in similar projects Service Deliverables 10 4 Compliance with Proposal Requirements & Quality of Proposal Submission 5 5 Demonstrated Environmental & Social Stewardship environmental 5 friendliness of the product or service and/or unique environmental or social initiative(s) the company has undertaken 6 Value Added 5 Total Available Points 100 PROPOSAL SUBMISSION REQUIREMENTS: The City of Thunder Bay, Parks & Open Spaces Section, invites proposals from qualified firms to Provide Tree Planting Services 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 Conditions and Terms of Reference Submissions should include, but not necessarily be limited to the following: Cost: 1. Cost to the City of Thunder Bay as per Schedule of Prices pg. 18 HST Extra; Experience and Qualifications: 2. A brief description of your firm, its location and address; 3. The name and qualifications of the person responsible for overseeing this contract; 4. The names and qualifications/certifications of any staff to be associated with the contract;

9 Page 9 of Your firm s demonstrated experience in similar projects with descriptions and pictures of previous/present similar work 6. References from similar sized contracts which are not to include the City of Thunder Bay; Service Deliverables 7. Work Plan for Planting and Maintenance (demonstrate how timelines will be met given the best known information provided); 8. Description of the equipment and material that will be used in the performance of this contract; 9. Company s Health and Safety Policy; Compliance with Proposal Requirements & Quality of Proposal Submission 10. Demonstrated full understanding and outline of the services to be provided; 11. Demonstrated willingness to comply with terms and conditions of this RFP; 12. Compliance with the requirements of the RFP as to form and content, comprehensiveness and completeness of submission; Other: 13. Environmental and Social initiatives your firm may have undertaken; 14. Any other supporting information you may wish to include with your submission. 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 agreement will be for two (2) Planting Seasons (2016 & 2017). Prices must be firm for the duration of the contract both seasons. TERMS OF REFERENCE/SCOPE OF WORK Summary The successful bidder will: o Plant approximately between 200 and 300 trees in total. Trees will consist of a variety of species and sizes ranging from five-gallon container trees to 815mm (32 ) or 915mm (36 ) diameter wire basket root balls. The spring tree plant is comprised of approximately: mm caliper deciduous trees, 27-60mm caliper deciduous tree 5-10 five-gallon container coniferous and deciduous trees. The fall tree plant is comprised of approximately 50-50mm caliper deciduous trees. Arbor Day, which is tentatively scheduled for May 28, 2016, will require the planting of approximately 20 trees Additional tree planting may be required throughout the year for special events or projects. Quantities shown are estimated numbers only to show order of magnitude of planting, and shall be used for a basis of calculation upon which the estimated cost shall be determined. These quantity estimates are subject to change and furnished without any liability to the City whether decreased or increased. The prices bid will remain the same whether the actual number of trees planted increases or decreases.

10 Page 10 of 19 o be required to adhere to the indicated relevant sections of the latest edition of the Parks & Open Spaces Section Standards and Specifications which can be downloaded from o take direction from the City Forester or Designate with respect to tree planting procedures, overall guidance and decision making. The City of Thunder Bay Parks & Open Spaces Section will provide: o All trees for planting o Utility locates o Tree planting locations o Water bags and rodent guards for each caliper tree Qualifications It will be the responsibility of the Contractor to retain one of the following: Competent Landscape Contractor with Landscape Ontario Certified Landscape Technician (CLT) Designation in Softscape Installation; Qualified Arborist. According to the City of Thunder Bay By-law , a qualified arborist means a person in possession of one of the following: a. A valid International Society of Arboriculture Certification as an Arborist. b. A Journeyman Arborist Trades Certification from the Ontario Ministry of Education and Training with both a Certificate of Apprenticeship and a Certificate of qualification; or c. A diploma signifying successful graduation from a Community College level program specializing in Arboriculture and/or Ornamental Tree Care. An individual who possesses demonstrated tree planting experience to ensure that the current City specifications associated with these standards are verified and adhered to in every detail. Proof of relevant documentation and certification will be required as outlined in the attached City of Thunder Bay Pre-Construction Meeting Contractor Safety Checklist. A planting demonstration will be required to show adherence to City specifications. The Parks & Open Spaces Section reserves the right to 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. Schedule Meetings Startup meeting: The Contractor will be required to attend a startup meeting, during which logistics, scheduling and tree planting details will be discussed. The City of Thunder Bay Pre-Construction Meeting Contractor Safety Checklist will be reviewed and signed by both parties provided that deficiencies do not exist. Pre-planting demonstration: The Contractor and the planting crew will be required to attend a preplanting site meeting and provide a planting demonstration to the City Forester or Designate. Site meetings: On-site meetings as requested by the City Forester or Designate.

11 Page 11 of 19 Planting There will be three projects throughout the year; Spring Plant, Fall Plant, Special Projects Spring Plant; Planting for the spring plant will commence no earlier than the second Monday in May and be completed no later than the last Friday in June. The actual commencement date is dependent upon the arrival date of the trees, which has yet to be finalized. Note: This requirement supersedes the planting scheduling as found in the current version of Parks & Open Spaces Section Standards and Specifications. Fall Plant; Planting for the fall plant will commence no earlier than the first Monday in October and be completed no later than the first Friday in November. The actual commencement date is dependent upon the arrival date of the trees, which has yet to be finalized. Note: This requirement supersedes the planting scheduling as found in the current version of Parks & Open Spaces Section Standards and Specifications. Special Projects; Planting of additional trees for special projects or events will occur between the second Monday in May and the first Friday in November. Upon award of contract and the determination of the tree delivery date, the successful bidder in consultation with the Parks & Open Spaces Section shall finalize a mutually agreed to planting and submittals schedule to ensure planting completion by the last Friday in June. Planting Locations Planting locations will be widely dispersed throughout the City, with sites that may include Park areas, single spot replacement plantings on City boulevards, or other plantings on City-owned property. Upon award of contract, a list of addresses and locations for tree planting will be provided to the successful Contractor. Utility locates will be obtained by Parks & Open Spaces Section and documentation provided to the Contractor through the City Forester or Designate (which supersedes Item 1.2 of Section 1.Tree Planting Approval Procedure of City of Thunder Bay Parks & Open Spaces Section Standards and Specifications). The Contractor will be responsible for ensuring that copies of locates are kept at the planting site at all times, that locates are valid and the City Forester or Designate is informed if markings are no longer visible on the ground at time of planting according to Item of Specification Section (Planting of Trees and Shrubs). Following utility locates, planting spots will be marked by the City Forester or Designate with a white painted wooden stake, which will be sunk into the ground and visible to 2.5 cm above ground. Planting must occur within 30 days of tree location staking or the Contractor will be responsible for relocating utilities. In the event that a delay is caused by the actions of the City, the Parks & Open Spaces Section shall be responsible for relocating utilities. Tree Delivery, Handling, and Storage Successful Contractor will be responsible for unloading trees from the delivery truck at a location to be arranged by the Contractor. Damage during unloading must be prevented and trees shall not be lifted by their trunks. Contractor will be responsible to provide a storage site for delivered trees for the duration of contract as required. Contractor will be responsible for inspecting the condition of trees as received and report any damage that occurred during transport to the City Forester or Designate. Contractor will be responsible for confirming numbers and species of trees obtained at time of unloading.

12 Page 12 of 19 Contractor will be responsible for maintaining trees in good condition according to Items of Specification Section (Planting of Trees and Shrubs) Contractor will be responsible for healing root balls into materials which will maintain moisture levels in the root zones according to Item of Specification Section (Planting of Trees and Shrubs) Contractor will be responsible for transporting trees to planting locations according to Item of Specification Section (Planting of Trees and Shrubs) Topsoil All topsoil utilized for planting must adhere to Specification Section Topsoil for Planting. Topsoil test reporting sheet(s) must be submitted to the City Forester of Designate prior to planting. Information contained in the topsoil test report should conform to that found in the attached sample Top Soil Quality Report. Contractor to inform the City Forester or Designate if native soils are, in the Contractor s view, not suitable for planting. Tree Installation Planting shall be done during periods suitable with respect to weather conditions and locally accepted practice. Plant only under conditions that are conducive to the health and physical conditions of the plant material. Contractor will be responsible for planting wire basket trees according to Part 3 of Specification Section (Planting of Trees and Shrubs) and Engineering Details M and M Contractor will be responsible for planting container trees according to Part 3 of Specification Section (Planting of Trees and Shrubs) and in a manner similar to Engineering Planting Detail M Contractor will be responsible for excavating sites that are designated as hand dig only, when proximity to underground utilities is a concern and when they are identified by the City Forester or Designate. Tree supports will not be installed at planting sites that have been designated as hand dig only. Note this requirement supersedes Item of Specification Section (Planting of Trees and Shrubs). Contractor will be responsible for backfilling holes that are excavated and not planted, for any reason. The hole must be backfilled with native soil and tamped down to within 100mm (minimum) of the existing ground surface. The remaining 100mm is to be filled with approved topsoil and mounded slightly to allow for settling. The entire topsoil area is to be seeded with a commercial lawn seed mix to be approved by the City Forester or Designate. Contractor will be responsible for watering trees during the process of installation as per Section of Specification Section (Planting of Trees and Shrubs) and for filling the waterbag at the end of the planting procedure. For information purposes, the 2016 cost of water from the Water Fill Stations is $3.51 per cubic meter which equates to approximately $0.27 to fill a 20-gallon water bag. The regular and periodic watering of trees will be administered on a separate contract. Tree Removal (Separate Price) Under direction from the City Forester or Designate, the Contractor may be requested to undertake removal of dead trees from previous plantings. This would involve the following: o Removal and disposal off-site, at Contractor s expense and in accordance with local By-laws, of the entire dead tree and root ball. o Filling of planting hole with appropriate topsoil.

13 Page 13 of 19 o Restoration of any disturbed surfaces Public Relations Contractor will distribute tree care instruction cards (to be supplied by the Parks & Open Spaces Section) to residents receiving boulevard trees. Contractor will write the full common name and cultivar for trees planted, on the appropriate notification card. Contractor will attach tree tags provided by the Parks & Open Spaces Section to approximately 100 designated trees. Contractor will ensure that all interactions with the public and City staff are conducted in a professional manner. If disputes with homeowners arise in the field, the Contractor is to contact the City Forester or Designate immediately to try to resolve issues as quickly as possible. Documentation (Submittal Requirements of the Successful Contractor) The Successful Contractor will provide copies of certification and/or experience in tree planting prior to commencing planting or construction. Contractor will provide soil tests report as per Item of Specification Section (Topsoil for Planting). These are to be submitted prior to planting commencement. Within one week of planting completion, Contractor will submit the As-Planted Tree List digital spreadsheet (sample attached) to the City Forester or Designate with the following information for each tree: street address, location on boulevard (front, side or rear boulevards, median, etc.), full common and Latin names including cultivar, and nursery of origin and date of planting. Acceptance Planted trees will be accepted within 14 days of planting provided that they are undamaged from the planting procedure and installation meets criteria as set out in Sections 3.0 to 3.8 of Specification (Planting of Trees and Shrubs) Duties of Maintenance Period Contractor to provide a Separate Monthly Price for the maintenance period. Maintenance will occur for wire basket trees (only) and will extend from the time of acceptance by City Forester or Designate to end of the 2-season maintenance period. Trees planted in the spring or summer of 2016 will be maintained during 2016 and Trees planted in the fall of 2016 will begin their maintenance period in 2017 and be complete at the end of Each season of the Maintenance Period will begin the second Monday in May and be completed the first Friday of November. Monthly written reports containing the following information must be submitted to City Forester: o Maintenance work carried out. o Locations of dead plants and plants not in healthy growing condition. o Preventative or corrective measures required which are outside Contractor s responsibility

14 Page 14 of 19 The following maintenance operations will be required: Monthly Reform damaged soil saucers. Remove weeds as required. Replace or re-spread damaged, missing or disturbed mulch. If required to control insects, fungus and disease, use appropriate control methods in accordance with Federal, Provincial and Municipal regulations. Obtain product approval from City Forester or Designate prior to application. Remove dead or broken branches and report to the City Forester or Designate branches that may be hazardous to the public. Pruning shall be done in such a manner as to preserve the natural character of the plants and according to accepted horticultural standards. Leaders shall not be removed. Only clean, sharp tools shall be used. All cuts shall be clean and at the branch collar, leaving no stubs nor flush cutting. Keep tree supports in proper repair and adjustment. At End of Maintenance Period Remove tree supports and remaining species labels and level soil saucers at end of warranty period. Ensure mulch depth at end of maintenance period is 75mm. Conduct a structural prune, as required, by a Certified Arborist to the satisfaction of the City Forester at the end of the maintenance period. Remove water bags and plastic rodent guards and deliver to a City facility designated by the City Forester or Designate at the end of the maintenance period. GENERAL CONDITIONS Responsibilities of the Successful Bidder The successful bidder shall be responsible for and shall give adequate attention to the performance and completion of the work in accordance with the terms of this contract. They shall be responsible for the supply of all labour, materials (unless otherwise specified) and equipment necessary to complete this project. The bidder shall at all times have on the work site, as his agent, a competent superintendent or foreman capable of reading and thoroughly understanding the plans and specifications and thoroughly experienced in the type of work being performed. The name of the person who will be responsible for overseeing this project is to be provided in your submission. Materials and equipment must be confined to one side of street only and stored so as to not interfere with the visibility and/or corner movements. Pedestrian traffic must be safely controlled on sidewalks at all times. Satisfactory facilities for pedestrians crossing at corners must be provided. Traffic Control Person(s) must be provided to guide pedestrian and vehicular traffic when required or at the discretion of the City Forester or Designate. The Contractor will confirm that all necessary personal protective equipment shall be worn by all staff at all times.

15 Page 15 of 19 All work performed must comply with the Workplace Hazardous Information Systems (WHMIS) Legislation and Regulations. The Contractor must demonstrate that all staff has been trained and that current Material Safety Data Sheets (MSDS) are available on site for each controlled product being used in the performance of this project. Traffic Control The bidder shall maintain traffic at all times. The bidder shall control the traffic lanes with the use of delineators, flashers, barricades, and traffic signs of the type shown in the latest edition of the Ontario Traffic Manual (OTM) (Book 7). The bidder shall be responsible for obtaining the latest copy of this document prior to commencing any work. The bidder will not be allowed to commence the work until he has all signs, barricades, delineators, flashers, etc., on site and that the City is satisfied that these signs and equipment are suitable for traffic control. The bidder shall also employ traffic control persons to allow vehicles to enter the traffic lanes that are being used for construction and also employ traffic control persons for the purpose of stopping traffic as required for the bidder to safely carry out their operations. Traffic Control Signing The bidder shall be responsible for Signing and Safety as per the latest edition of the Ontario Traffic Manual (Book 7) (short duration) as per the following: a) All applicable signs (including No Parking Signs) and cones shall be supplied by the bidder. These signs will be erected, relocated and maintained at all times in accordance with the OTM (Book 7). b) Signs shall be in place prior to any work being performed, remain in place for the duration of the operation and removed upon completion. c) Signs must be in good shape, visible and durable. d) Traffic control people must be trained and wear protective clothing and equipment. e) Cones must be a minimum of 70 cm in height and be orange in colour and have a while reflective collar. Failure to comply with the above or any other applicable, safety regulations will be considered a breach of contract and may result in work stoppage, Ministry of Labour involvement, or termination of the contract. Communications Protocol with City Forester The Contractor must maintain communications with the City Forester or Designate and be available for communications on a daily basis The Contractor will provide information regarding justification for inability to plant trees, such as threats from homeowner, or underground obstruction (such as a pad of concrete, etc.). These locations will be re-inspected by the City Forester or Designate for verification and the Contractor may be redirected to plant these at alternate locations, as authorized by the City Forester or Designate. Invoicing Upon completion of each tree plant project (Spring, Fall, Special), the Contractor will provide to the City Forester an invoice which contains addresses for each planted tree and lists the total number of trees planted.

16 Page 16 of 19 Invoices for the maintenance period (including maintenance watering) work will be provided to the City Forester on a monthly basis during the Maintenance Period season (May- Nov). All invoices to the City are to include a purchase order number. Performance The Contractor agrees that said work shall be performed regularly, diligently, and progress at a rate that will ensure full completion of the project within the time specified. It is expressly understood and agreed, by and between the Contractor and the City, that the time for completion of the work described herein is a reasonable time for completion of the same, taking into consideration the arrival time of the trees and the climatic conditions of this region. Material, Quality and Workmanship The quality of all materials and work used for tree planting shall conform to the Parks & Open Spaces Section Standards and Specifications. Should any improper material, not conforming to the specifications or workmanship enter into the work or be received at the site for the work, it shall be removed immediately off-site upon notice being given by the City Forester or Designate. The price quoted in the proposal shall include furnishing of all materials (unless otherwise specified), supply and equipment and provision of all labour, construction, tools and equipment, utility and transportation services necessary to perform and complete all work required under the Contract, including all miscellaneous work whether specifically included in the Contract Documents or not and shall be responsible to deliver and remove this material to and from the work areas. Any items omitted there from which are clearly necessary for the completion of the work or is appurtenances shall be considered a portion of the work though not directly specified. Site Protection Due care and attention shall be given to the project to ensure that the surrounding areas are protected from damage. Any restorations made necessary as a result of damage caused by the Contractor is the total responsibility of the successful Contractor. If any damage has been made to the surrounding areas, the successful contractor shall report it to the City Forester or Designate and the related utility services (e.g. cable, telephone) immediately. Clean Up The Contractor is to make good all damages to park facilities and/or boulevard sites caused by their forces at no cost to and to the satisfaction of the City. All excess material is to be removed from all work sites and shall be raked and/or swept clean, at no extra cost to the City. During installation and at completion, the Municipal roads used for installation access are to be kept clean and free from deleterious materials.

17 Page 17 of 19 Completion The whole work and every portion and detail thereof will be at the time of completion, be put and left by the Contractor in good and satisfactory conditions, finished in all respects and at the time must be fully up to the requirements in every detail to the full satisfaction of the City.

18 Page 18 of 19 SCHEDULE OF PRICING TREE PLANTING SERVICES for the City of Thunder Bay, Parks & Open Spaces Section -- 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. Bidders must complete the following proposed Fee Schedule pertaining to. Basis of award and completion of project may be subject to budget availability. ESTIMATED YEARLY QUANTITIES DESCRIPTION OF ITEM 250 Base Price of complete planting and installation of 815mm (32 ) and 915mm (36 ) diameter root ball, 50mm caliper, deciduous wire basket trees - machine dug 38 Alternative Price of complete planting and installation of 815mm (32 ) and 915mm (36 ) diameter root ball, 50mm caliper, deciduous wire basket trees - hand dug 27 Base Price of complete planting and installation of 815mm (32 ) and 915mm (36 ) diameter root ball, 60mm caliper, deciduous wire basket trees machine dug 10 Base Price of complete planting and installation of five-gallon container trees 20 Separate Price for removal of previous planted tree - machine dug 5 Separate Price of Removal of previous planted tree - hand dug UNIT PRICE $ /each $ /each $ /each $ /each $ /each $ /each MAINTENANCE PERIOD For Wire Baskets Only Cost of Maintenance Period for 2 seasons $ /tree

19 Page 19 of 19 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.