REQUEST FOR PROPOSAL 3/2014. SECURITY GUARD SERVICE FOR VICTORIAVILLE CENTRE (excluding Victoriaville Civic Centre)

Transcription

1 REQUEST FOR PROPOSAL 3/2014 SECURITY GUARD SERVICE FOR VICTORIAVILLE CENTRE (excluding Victoriaville Civic Centre) For The Corporation of the City of Thunder Bay Proposal Closing Date and Time Tuesday, January 14, 2014 at 4:00 p.m., local time Proposals are to be Delivered to: City of Thunder Bay Supply Management Division Victoriaville Civic Centre (main floor) 111 Syndicate Avenue South Thunder Bay, ON P7E 6S4

2 Page 2 of 15 INFORMATION TO BIDDERS Definitions Proponents(s)/Bidder(s): means all persons, partnerships or corporations who respond to this RFP and includes their heirs, successors, and permitted assigns. City: 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. 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: 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 If your firm is interested in this project, please submit three (3) sealed copies of your proposal submission to the address shown on the cover page. All submissions are to be clearly marked as to contents. Document Fee The City charges a non-refundable fee of $35.00 (inclusive of taxes) for documents payable by cheque or cash. 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

3 Page 3 of 15 Late Proposals Proposals 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. 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 include tender deposit. Failure to possess necessary licenses/registrations. Failure to comply with any of the mandatory requirements. 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. Inspection of the Site If an inspection of the site is required, arrangements are to be made with Mr. Mike Carlucci c/o Mirabelli Corporation at (807) It is understood that the bidder has, before submitting his proposal, visited the site of the work, has made a careful study of the work to be done and has thoroughly familiarized himself with the existing conditions. Failure to be familiar with the intent of this contract does not relieve the bidder of doing a proper and complete job. Questions/Inquiries Communications concerning this Request for Proposal are to be in writing and directed to; Nancy Bauer (or designate) Supply Management Division 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 Tuesday, January 7, 2014 at 12:00 noon. 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.

4 Page 4 of 15 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 Division. 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 Division as per the terms set out in this Request. Sustainable Environmental Social Initiatives The City is committed to a procurement process for Goods and Services that takes into account sustainable environmental and ethical considerations. Potential partners of the City must respect fundamental human rights and treat their workers fairly and with respect. They are also expected to strive continually towards minimizing the environmental impact of their operations. References The submission of a proposal authorizes the City to contact all references provided. Failure to provide references and details of experience may result in this proposal not being considered. 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 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.

5 Page 5 of 15 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 reserves the right before awarding the contract to require a bidder to submit such evidence of his qualifications as it may deem necessary and will consider evidence concerning the financial, technical and other qualifications and abilities of a bidder. 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. 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 of 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 contract 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.

6 Page 6 of 15 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 Floor Plan Victoriaville Centre Indemnity The successful proponent shall indemnify and hold the City harmless from and against any liability, loss, claims, demands, costs and expenses, including reasonable legal fees, occasioned wholly or in part by any acts or omissions either in negligence or in nuisance whether wilful or otherwise by the bidder, it s agents, officers, employees or other persons for whom the bidder is legally responsible. Bid Deposit and Performance Security Each supplier shall include a THREE THOUSAND DOLLAR ($3,000.00) tender deposit in the form of a Certified Cheque, or an Irrevocable Unconditional Bank Letter of Credit, payable to The Corporation of the City of Thunder Bay. No interest shall be payable. Failure to include the tender deposit shall result in the tender not being considered. The tender deposit of the successful tenderer shall be held until satisfactory completion of all work. Tender deposits are subject to forfeiture, should a bidder be unable or unwilling to enter into a contract. Tender deposits shall be returned to unsuccessful bidders within a reasonable time after consideration and award of the contract. 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 Two Million ($2,000,000 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 Two Million ($2,000,000) dollars on forms meeting statutory requirements covering all vehicles used in any manner in connection with the performance of the terms of this Agreement.

7 Page 7 of 15 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 Contractor Only) The Contractor shall also furnish evidence of compliance with all requirements of the Workplace Safety & Insurance Act. Independent operators will need CONFIRMATION from the Workplace Safety & Insurance Board (WSIB). i.e. i) Certificate of Clearance ii) Letter of Good Standing iii) Independent Operator Letter In Reference To Workplace Safety & Insurance Act The City requires all contractors and independent operators to have a Status Ruling done from the WSIB prior to any work being carried out for the City. The City may not issue a purchase order to any contractor or independent operator until "Confirmation" from the WSIB is received. If further information on WSIB is required, please contact the local WSIB. Certificates Required: (From Successful Proponent Only) (if applicable) 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.

8 Page 8 of 15 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 Experience of Firm/Staff Availability/Track Record/Direct Mall Experience Compliance with Proposal Requirements and Quality of Submission Detailed Work plan / Methods of Supervision Demonstrated Environmental & Social Stewardship environmental 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 PROPOSAL CALL AND SUBMISSION REQUIREMENTS: The City of Thunder Bay on behalf of Victoriaville Management & Leasing, invites proposals from qualified firms for the Security Guard Services for the Victoriaville Centre in, Thunder Bay, Ontario, in accordance with the following City of Thunder Bay Standard Terms and Conditions for Tenders, Proposals, Contracts and Quotations, General Requirements and Scope of Work. Submissions should include, but not necessarily be limited to, the following: 1. Cost(s) to the City of Thunder Bay HST Extra as per SCHEDULE OF PRICES; 2. A brief description of your firm its clients, its history, it projects, its staff; 3. A company description, exact location and address; 4. A summary of your understanding of this proposal; 5. Your firm s direct mall experience and length of time service was provided; 6. Copies of all applicable licenses and registrations; 7. Detailed Work plan; 8. Names of staff to be used in Mall complete with experience and length of service; 9. Details of Methods of Supervision and names/experience of staff supervisors; 10. Provide an overview of the service to be provided and how the project will be managed and the process to be used by your company; 11. Addressing all aspects in regards to the Scope of Work/Terms of Reference; 12. References; 13. Company contacts, c/w phone numbers - communication; 14. Environmental and Social initiatives your firm may have undertaken; 15. Value Added;

9 Page 9 of 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 contract shall be for a two (2) year period from the date of commencement of the contract with an Option to Renew for an additional consecutive three (3) one year periods upon mutual consent between both parties. Anticipated commencement date of the contract is February 1, Pricing is to be firm for the duration of the contract first two years. SUCCESSOR RIGHTS The following information regarding the previous employer s employees providing SECURITY GUARD SERVICES AS PER Employment Standards Act, 2000; Ontario Regulation 287/01 Amended to O. Reg.533/05Building Services Providers. Successful bidder to comply with present Employment Standards Act, 2000; Ontario Regulation 287/01 Amended to O. Reg.533/05 Building Services Providers requirements and are responsible for contacting The Ministry of Labour for details. If more detailed information is required as to what your obligations are in regards to the employees call the Ministry of Labour at Bidders are advised that the hours and schedules listed below may not be representative of the requirements under this contract. The information provided is employment information from the current service provider only and does not necessarily represent the level of service required. RE: ONTARIO REGULATION 287/01 INFORMATION FOR THE FOLLOWING BUILDING Uniformed Security Officer Services Officer #1 Officer #2 Officer #3 Weekly Hours Rate Per Hour Date of Hire full time 8.25 hour shifts 35 full time 7 hour shifts Weekly hours varied - part time relief 12 hour shifts 11.50/hour plus benefits 11.00/hour plus benefits 11.00/hour plus benefits October 31, 2012 January 26, 2006 July 7, 2004 The successful bidder will be responsible for contacting the previous employees by registered mail for job offers. The information regarding addresses and phone numbers are available through Supply Management.

10 Page 10 of 15 SCOPE OF WORK In General The City of Thunder Bay, Victoriaville Centre requires Uniformed Security Guard Service (as per the attached floor plan) including the Parkade and mezzanine level. The Security Guard Service shall supply all labour, materials and equipment and anything else required to deliver the service, including cell phones. Security Guard Service is responsible for opening and closing of the Mall. There are 58 locks to be checked and/or locked. All locks are to be physically checked. In detail 1. Personnel 1.1 A qualified supervisor shall be supplied who will be directly responsible to the Victoriaville Centre Manager (or designate). 1.2 Security Guards will deal with the public efficiently in an authoritative yet courteous manner. 2. Responsibilities 2.1 Assist with apprehension and detention of shoplifters. 2.2 Provide routine patrols of all areas during the scheduled times to ensure no individuals are hidden in dark or remote areas of the Centre and Parkade. 2.3 Act as liaison between Centre and Police/Fire Departments in the event of alarm or other problems requiring their assistance. 2.4 Enforce Mall rules to ensure the safety and comfort of customers/merchants. 2.5 Provide an overall "presence" to make customers feel both welcome and comfortable and to discourage loitering. 2.6 Ensure that known shoplifters and others who have been banned do not trespass. 2.7 Provide first-aid in the event of any injury or illness. 2.8 Assist in finding lost individuals. 2.9 Provide support to merchants - escorting to bank, to vehicles, etc. as required Provide Mall information (i.e. location of shops and services, tourist and City information).

11 Page 11 of Maintain "Lost & Found" for articles to be returned to Owner Work closely with Cleaning and Maintenance Staff to ensure Mall remains in top condition Familiarity with fire alarm and sprinkler valves in case of emergencies Submit a daily and mobile log, as well as Incident Reports upon request Guards are to attend Court as required Familiarity with City of Thunder Bay By-law and its enforcement, the Trespass to Property Act 1980, and the Criminal Code, Defence of Property Sections and (or latest revisions thereof) The intent of the contract is to provide total security services on the site in a cost effective, efficient and professional manner and in full compliance with the Private Investigators and Security Guards Act, so as to properly safeguard and protect the building, personnel and property of the client and to provide all the other services that are normally carried out by security organizations in creating a safe and secure environment for the occupants and customers of the building site The contractor shall designate an experienced supervisor, who will be fully authorized on its behalf, to supervise the contractor's staff, to ensure that the work is properly carried out, and to deal with the Victoriaville representative on all the activities related to the contract The contractor shall inspect all areas of the work, respond to calls/complaints, investigate unsatisfactory conditions and take appropriate action The contractor shall be responsible for the enforcement of the facility policies and rules governing the orderly conduct of building occupants and visitors The contractor will receive and deal effectively and expeditiously with requests, complaints and all other various security-related matters from the public, and Victoriaville officials The contractor will be responsible for the safekeeping of all master keys and special keys for restricted/high-security areas of the site, and for the effective implementation of a key control system The contractor will diligently patrol all areas of the facility, on a regular basis, including the building perimeter, corridors, washroom facilities, stairways, etc The contractor shall promptly report to the Victoriaville representative all such security incidents and abnormal conditions not in keeping with good security practices, including but not limited to: thefts, break-ins, vandalism accidents, fire articles of value found windows or any outside doors left open after normal working hours any damage caused to the building any hazardous conditions

12 Page 12 of 15 any abnormal plumbing, electrical and mechanical conditions any other circumstances and conditions not in keeping with good security practices All services are to be performed in full compliance with the Private Investigators and Security Guards Act (or latest revisions thereof) The contractor shall be registered with the Ministry of Solicitor General and Correctional Services and Ontario Provincial Police (O.P.P.) Registration Office The contractor shall obtain and pay for all necessary permits, licences, certificates and inspections required for the execution of the work All work shall be performed by workers licensed under the Private Investigators and Security Guards Act, and experienced in the work Employees may be subject to security checks and may be required to have security clearance Copies of all applicable licences and registrations should be attached to submission. Failure to provide copies could cause delays in execution of this contract The Contractor shall obtain and pay for all necessary permits, licences, certificates and inspections required for the execution of the work The contractor will abide by the hours of work and minimum wage rates for occupations involved in accordance with the regulations of the Ministry of Labour or other appropriate legislation of the Province of Ontario, or the Government of Canada. Should there be a change in the Minimum Wage, the price per hour will change proportionately as to the amount of the change It is a condition of this bid that all bidders must have a current license from the Province of Ontario to engage in the business of providing private investigators and security guards (i.e. The Private Investigators and Security Guards Act License to Engage in the Business of Providing Private Investigators and Security Guards). Failure of not possessing such a current license as stated shall result in the submission not being considered. A copy of this license should be included in the submission. Service Schedule Monday to Saturday 1 person 6:45 am to 9:45 pm Mobile 1 visit only Nightly visits (statutory holidays) only The Victoriaville Centre may amend hours as required and will negotiate any changes with the successful bidder.

13 Page 13 of 15 Terms of Agreement If the service provider contravenes the terms of this agreement, the City of Thunder Bay and the Victoriaville Management Board reserve the right to provide a two week notice to rectify the situation. Failure to do so may result in termination of the contract within thirty (30) days of the given written notice. Payment to the Service Provider Payment by the City will be made monthly on the basis of a summary of time sheets which have been approved and signed by the Supervisor of the successful bidder and submitted in duplicate to the Manager Victoriaville Centre (or designate).

14 Page 14 of 15 SCHEDULE OF PRICING SECURITY GUARD SERVICE FOR VICTORIAVILLE CENTRE (excluding Victoriaville Civic Centre) The price(s) quoted Include all duty, taxes (other than HST), customs, clearances, cartage, freight and all other charges now or hereafter imposed or in force and is a Total Firm Price. Harmonized Sales Tax (HST) to be Extra. Harmonized Sales Tax (HST) must be shown separately on invoicing. A CASH DISCOUNT OF % will be allowed if accounts are paid within days after the receipt of the bill for goods that are acceptable. Terms of Payment (cash discount) will be taken into consideration as part of the award. I/We hereby submit our charge for SECURITY GUARD SERVICE, as specified, as follows: TOTAL PRICE PER MONTH as per schedule (to include Supervision, Foot Patrol, and any Communication Devices) $ /Month OPTIONAL: AT EXTRA COST (over and above the rate per month as stated above) PRICE per Hour for EXTRA FOOT PATROL as required $ /Hour PRICE per Hour for EXTRA FOOT PATROL as required (SUNDAYS) $ /Hour PRICE per Hour for EXTRA FOOT PATROL as required (STATUTORY HOLIDAYS) $ /Hour PRICE per Hour for MOBILE PATROL as required $ /Hour PRICE per Hour for MOBILE PATROL as required (SUNDAYS) $ /Hour PRICE per Hour for EXTRA MOBILE PATROL as required (STATUTORY HOLIDAYS) $ /Hour

15 Page 15 of 15 SUBMITTAL FORM (This page 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 (PLEASE PRINT) PHONE NUMBER FAX NUMBER CELLULAR NUMBER ADDRESS SIGNATURE OF AUTHORIZED OFFICIAL PLEASE PRINT NAME DATE

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17 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.

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