REQUEST FOR QUOTATION Q PLAYGROUND SAFETY INSPECTIONS For The Corporation of the City of Thunder Bay -- Parks & Open Spaces Division --

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1 REQUEST FOR QUOTATION Q PLAYGROUND SAFETY INSPECTIONS For The Corporation of the City of Thunder Bay -- Parks & Open Spaces Division -- Legal Name of Firm Mailing Address City Postal Code Telephone Number Cellular No. Fax Number Name of Contact Person Print Name Address Signature of Authorized Official Date This form must be completed, signed and received on or before the date and time specified or your quotation will not be considered. Closing Date and Time 2:00 p.m., local time Thursday, March 15, 2018 Quotations 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 THE LOWEST OR ANY QUOTATION NOT NECESSARILY ACCEPTED

2 Page 2 of 10 INTRODUCTION TO THUNDER BAY Located on the north shore of Lake Superior, with a population of 109,140, Thunder Bay is the most populous municipality in Northwestern Ontario. It is often referred to as the Lakehead because of its location at the head of the Great Lakes. Thunder Bay is the sunniest city in eastern Canada with an average of hours of bright sunshine each year. A Regional Business Hub Thunder Bay is the region's commercial, administrative and medical hub. Canadian Business Magazine ranked Thunder Bay in the top ten best cities in Canada in which to conduct business (2005). A Dynamic Natural Wonderland Thunder Bay is a four-season outdoor paradise and provides the amenities of an urban centre while opening the gateway to outdoor adventure in Northwestern Ontario. Diverse Community A city with deeply rooted European and Aboriginal cultures, Thunder Bay is the sixth most culturally diverse community of its size in North America. Some of the most represented ethnic backgrounds include Finnish, Italian, Scottish, Ukrainian, Polish, French, Aboriginal Canadian, Chinese and Croatian. Quality Education Post-secondary institutions in Thunder Bay include Confederation College and Lakehead University, and since 2005, the western campus of the Northern Ontario School of Medicine - the first medical school to open in North America in over 30 years. In 2013, the Lakehead University Law School opened. The city also has several other private colleges and tutoring programs. Transportation Hub Thunder Bay receives substantial air, rail and shipping traffic due to its prime location in the centre of Canada along major continental transportation routes and its proximity to the United States. The city is an important railway hub and has been an active port since the days of the North West Company. The Port of Thunder Bay is the largest outbound port on the St. Lawrence Seaway System and the sixth largest port in Canada. The Thunder Bay International Airport is the third busiest in Ontario. Learn more about Thunder Bay by visiting INFORMATION TO BIDDERS Definitions Bidder(s)/Contractor(s): means all persons, partnerships or corporations who respond to this RFQ 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 RFQ, 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.

3 Page 3 of 10 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 Quotation (RFQ): means this Request for Quotation 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/Contractor/Proponent: means the Proponent/Contractor/Bidder who s RFQ is/are accepted and who has/have agreed to supply the Goods and/or Services as outlined herein. Submission Bidders are to submit two (2) identical copies of their bid to the City Supply Management Office at 111 S. Syndicate Avenue, Victoriaville Civic Centre (Main floor), Thunder Bay, Ontario, P7E 6S4. One should be clearly marked Original. Bids are to be submitted on the RFQ document provided and in a sealed envelope with the return label affixed to the outside of the sealed envelope when provided. The bid documents provided are not to be altered by the bidder other than inserting information where requested on the RFQ document. Consideration will be given to your quotation if received in the Supply Management Office not later than the date and time shown on the front page. Facsimile, , or telephone quotations will not be accepted. Late Submissions Quotations 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 bidder. 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 and sign RFQ on the form provided. Failure to comply with any of the mandatory requirements. Failure to include a copy of a valid certificate as requested. Unauthorized changes to bid document. 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 10 Questions/Inquiries Communications concerning this RFQ are to be in writing and directed to; Vicki Gagné-Smith (or designate) Supply Management Phone: (807) Fax: (807) vgagne-smith@thunderbay.ca Inquiries must not be directed to other City employees or Elected Officials. Directing inquiries to other than those designated may result in your bid being rejected. The deadline for questions/inquiries will be Thursday, March 08, 2018 at 12:00 noon, local time. All clarification requests are to be sent in writing to the individual mentioned above, and are to reference the RFQ number. No clarification requests will be accepted by telephone. Responses to clarification requests will be provided to all interested parties. Acknowledgement of Addenda Any and all changes will be issued by Supply Management in the form of a written addendum. If addenda are issued, their receipt is to be acknowledged by the bidder in the appropriate section of the Quotation document. 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 Office as well 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. All bidders are to indicate and confirm the following on the line below: Number of Addenda received: Review of Requirements All bidders should carefully review this solicitation for defects or questionable matter. Comments or the need for clarification must be made in writing. 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 Supply Management as per the terms set out in this RFQ. 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 References The submission of a quotation authorizes the City to contact all references provided. Failure to provide references & details of experience may result in this submission not being considered.

5 Page 5 of 10 Qualifications Submissions 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. Freedom of Information All submissions 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. Rights Reserved by the City Submission of a quotation indicates acceptance by the firm of the conditions contained in this RFQ, unless clearly and specifically noted in the document and in any contract between the City and the firm(s) selected. The City reserves the right without prejudice to accept or reject any or all submissions and to waive technical defects, irregularities, formalities and omissions at its sole discretion, if in doing so, the best interest of the City will be served. 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 of a bid: independently consider, investigate, research, analyze, request or verify any information of documentation whether or not contained in any bid; conduct reference checks relevant to the bid with any or all of the references cited in a bid, or with any other person not listed in a bid, to verify any and all information regarding a bid, including its directors, officers and Key Individuals; conduct any background investigations that it considers necessary in the course of the competitive bid process; The basis of award of the contract is subject to budget availability. The City is not responsible for any costs incurred by the bidders in the preparation of their response to the RFQ. The City will not accept responsibility for any delays or costs with any reviews or approval process. Any and all conditions that may be contained in this RFQ are considered as having been accepted by the Bidder unless indicated otherwise in the submission. The City reserves the right to be the sole judge of the acceptability of the equipment offered, and to purchase the equipment which in its opinion most closely meets the operating requirements of the using department.

6 Page 6 of 10 The City, unless it otherwise states, reserves the right to award by item, or part thereof, groups of items or all items of the Request for Quotation, and to award contracts to one or more bidders submitting identical proposals 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 interests of the City will be served. 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 reserves the right to cancel this RFQ 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. Indemnity The successful bidder 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 bidder 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.

7 Page 7 of 10 Workplace Safety & Insurance Act (From Successful Contractor Only) The Contractor shall furnish evidence of compliance with all requirements of the Workplace Safety & Insurance Act with a Certificate of Clearance. In Reference To Workplace Safety & Insurance Act (From Successful Contractor Only) The City requires all contractors, exempt contractors and independent operators to have a Status Ruling done from the WSIB prior to any work being carried out for the City. Any contractor deemed to be WSIB exempt, not required by law, an independent operator or ineligible for a clearance certificate must provide an equivalent professional liability insurance policy that includes coverage not limited to loss of earnings benefits and health care coverage. The City may not issue a purchase order until the appropriate requirements have been satisfied. It is also the responsibility of the contractor 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 Contractor Only) Prior to the commencement of any work under this contract, the contractor will file with the City, to the attention of the Manager Supply Management, a Certificate of Insurance and WSIB Clearance. SCOPE OF WORK In General The City of Thunder Bay, Parks & Open Spaces Section, requires for 73 playground locations in Thunder Bay, Ontario, all in accordance with the attached requirements, appendices, and General Terms and Conditions. All playground safety inspections are to be by a Canadian Certified Playground Inspector. The certification must be approved by the C.P.R.A. and must be updated and valid within the past three years. The City will also accept the OPA Playground Practitioner Program Certificate. A valid copy of the certification must be attached to your submission. Failure to include proof of certification will disqualify your submission from any further consideration. Bidders will be responsible for all labour, equipment and any material required for total job completion. No after claim will be allowed or entertained for obstructions or work necessary to fully complete the project whereon said Bidder made tender. Basis of award of this RFQ is subject to budget availability. Detailed Requirements At a minimum, playground inspections are to include: A detailed list of the play equipment at each site, including photographs of entire play unit and pieces.

8 Page 8 of 10 A thorough inspection of all components of all play equipment for each of the 73 playground sites listed, to determine compliance with the latest CSA standards. A thorough inspection of the play surface and edging at each of the 73 playground sites to determine compliance with the latest CSA standards. Safety surface drop tests are not required, but visual measurements must be identified and recorded. The Prams grading system (Appendix 2) is a general grading system that we will keep for our records. Use Grades 0-5 from the Prams Conditions Grading to grade each ID number. These grades will be used to complete the Parks Fillable Spreadsheets (Appendices 3 to 6). A complete written Deficiency Report documenting findings to include a photographic record, showing each deficiency, and a description of any safety concerns and non-compliance which are deemed safety concerns specific to the play equipment, play surface/edging and surround area. Your Deficiency Report will comply with CSA standards. Final deliverable to include a professionally written report in 8.5 x 11 format which is to include colour photographs. Five (5) bound hard copies and two (2) electronic files in Adobe Pdf or Microsoft Word are to be submitted. In addition, Parks & Open Spaces Section Prams Condition Grading MS Excel electronic fillable Spreadsheets are required to be completed and submitted and are attached as Appendices 3 to 6. Attachments Appendices 1 6 are provided to bidders as follows and are attachments to this document: Appendix 1 Listing of all Playground Sites including addresses Appendix 2 Parks PRAMS Conditions Grading (Rating Guidelines) Appendix 3 PRAMS Playground Units by Parks Fillable Spreadsheet Appendix 4 PRAMS Playground Surfaces by Parks Fillable Spreadsheet Appendix 5 PRAMS Playground Timber Surround by Parks Fillable Spreadsheet Appendix 6 PRAMS Playground Pieces (swings, etc.) by Parks Fillable Spreadsheet Certificate of Insurance 5 million Standard Terms and Conditions for Tenders, Proposals, Contracts and Quotations Successful Bidder The successful bidder will be provided with GIS Shape Files. These are Parks maps identifying the ID # s for the Prams fillable Spreadsheets. Project Schedule All work and final deliverables are to be completed by June 30, Project Scheduling & Coordination All work is to be coordinated with: Cory Auger, Coordinator of Parks Services (or designate) Phone: (807) cauger@thunderbay.ca

9 Page 9 of 10 References List current or past projects of similar capacity and the locations where they were performed. Provide contact names and phone numbers and some description of the length of operation and scale. Company Name: Company Address: Telephone No.: Fax No: Cellular No.: Description of Project: Company Name: Company Address: Telephone No.: Fax No: Cellular No.: Description of Project: Company Name: Company Address: Telephone No.: Fax No: Cellular No.: Description of Project: NO GUARANTEE OF VOLUME OF WORK OR EXCLUSIVITY OF CONTRACT The City makes no guarantee of the value or volume of work to be assigned to the successful bidder. The agreement executed with the successful bidder will not be an exclusive contract for the provision of the described goods and/or services. The City may contract with others for the same or similar goods and/or services to those described in this Request for Quotation or may obtain these internally.

10 Page 10 of 10 SCHEDULE OF PRICING REQUEST FOR QUOTATION Q PLAYGROUND SAFETY INSPECTIONS For The Corporation of the City of Thunder Bay -- Parks & Open Spaces Section -- I/We, the undersigned, do hereby tender and offer to enter into contract with the City of Thunder Bay for the, in Thunder Bay, all in accordance with the attached "City Standard Terms and Conditions for Tenders, Proposals, Contracts and Quotations" and all the specifications and terms of the City s tender which are set forth and attached at the prices indicated in the space provided for that purpose, all to the entire satisfaction of the Manager - Supply Management or his appointed agent. The price(s) quoted Include all duty, taxes (other than HST), customs, clearances, cartage, freight and all other charges now or hereafter imposed or in force and is a Total Firm Price. Harmonized Sales Tax (HST) to be Extra. Harmonized Sales Tax (HST) must be shown separately on invoicing. All pricing is to be in Canadian Funds. A CASH DISCOUNT of % will be allowed if accounts are paid within 20 (twenty) days after the receipt of the invoice in Accounts Payable (address as shown on the purchase order) for goods or services that are acceptable. Terms of Payment (cash discount) will be taken into consideration as part of the award and the City will not consider cash discounts for payment periods less than 20 days. I/We offer all necessary labour, equipment and material to provide as specified. FOR A TOTAL COMPLETE FIRM PRICE OF: $ /lot

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12 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 QUOTATION Q- When Downloading Quotation Documents, cut or fold this page in half and Affix this ADDRESS LABEL to your bid envelope. Please indicate the Quotation #. Also include your firm s name in the top left corner.