REQUEST FOR QUOTE (RFQ) PW2017-14 FOR LAWN MAINTENANCE OF 45+ ACRES OF LAND WITHIN THE TOWNSHIP OF RIDEAU LAKES RFQ Closing: November 6, 2017 at 4:00 p.m. RFQ s Will Be Received By: Michelle Jones Manager, Facilities and Environmental Services Township of Rideau Lakes 1439 County Road 8 Delta, ON, K0E 1G0 ALL TENDERS/RFP/RFQ s SUBJECT TO BUDGET APPROVAL
REQUEST FOR QUOTE PW2017-14 FOR LAWN MAINTENANCE OF 45+ ACRES OF LAND WITHIN THE TOWNSHIP OF RIDEAU LAKES The Township of Rideau Lakes maintains approximately 45 + acres of grass at over 70 municipal owned properties and boulevards that require mowing and trimming. Presently all maintenance is done internally and takes place weekly. It presently takes approximately 160 staff hours per week to maintain all properties. The Township is seeking quotes for lawn maintenance for 45+ acres of land. The properties have been separated into four zones, as outlined in this document. Qualified individuals or companies are eligible to submit a quote for all four zones or individual zones. You may not quote on individual properties or partial zones. Quotes will be used internally only, to assess the viability of undertaking the contracting out of this work. If the program proceeds based on this assessment, final contracts will be awarded via a tender process. Accordingly as noted, these quotes will not be released to the public to ensure no party is disadvantaged in a potential future tender process. Quotes must be submitted on the attached quotation form by mail or hand delivery, in a sealed envelope, clearly marked with its contents, to the undersigned by the following deadline: Faxes or email will not be accepted. Closing Date: November 6, 2017 at 4:00 p.m. Michelle Jones Manager, Facilities & Environmental Services Township of Rideau Lakes 1439 County Road 8 Delta, ON K0E 1G0 Forms must be clear and legible. If not legible, quotes will be disregarded. INQUIRIES REGARDING RFQ All inquiries relative to this RFQ shall be directed to Michelle Jones, Manager of Facilities & Environmental Services, at michelle@twprideaulakes.on.ca or call 1-800-928-2250 Ext 230. No information provided orally by the Township shall be binding, nor shall it alter the requirements in any way.
SCOPE OF WORK Weekly lawn maintenance and weed trimming is required, beginning as early as April 20 and running as late as the end of October, weather permitting. The lawn maintenance season varies each year. Service Standard: 1. Properties must be maintained to a certain standard. 2. Applicants must have the ability to mow and trim municipally owned properties on a weekly schedule. No more than 10 calendar days shall be allowed between lawn mowing and trimming unless: a. Local emergency conditions prevent access to the property b. Saturated ground conditions would result in damage of the lawns, as determined by the Manager of Facilities and Environmental Services c. Prior authorization is requested and granted by the Manager of Facilities and Environmental Services 3. Weather will have an effect on maintenance, however properties must be mowed and trimmed during light rain. 4. Specific locations may have a specific maintenance day each week due to activities or events taking place. (eg. a sports field may need to be maintained every Monday due to sports activities). 5. Mow primary lawn areas and all areas within fence lines using a finish type mower. Blades are to be sharp in order to provide a sharp and clean result. Weed eating primary lawn areas is not permitted. 6. All grass areas shall be mowed to a height between 3 and 4. Missed strands of grass or areas not uniformly cut shall be re-cut at no additional charge to the Township of Rideau Lakes. 7. Fringe left by mowers around buildings, posts, trees, bushes, fences, gates, curbs, sidewalks, etc shall be weedeated to a height of 3 to 4. 8. Before and after mowing, pickup and dispose of litter and debris from lawns. 9. Sweep and clean up of debris from mowing and weedeating if required (eg. from walkways, sidewalks, doorways etc). 10. Ruts, holes or other disfigurement of mowed areas caused by the contractor s mowing equipment shall be the responsibility of the contractor to repair to its original condition. If the contractor is in doubt as to the soil conditions, the contractor is required to contact the Manager of Facilities & Environmental Services. 11. Equipment must be in good working condition and backup equipment must be available to ensure no disruption of service. 12. Daily records must be kept and submitted weekly. 13. Completed locations will be spot inspected by municipal staff. 14. A complete list of properties in each Zone is attached as Schedule A. 15. The Township is divided into four zones for this quote. Zone map is attached as Schedule B. 16. An agreement may not be assigned or subcontracted in whole, or in part by the Contractor, without prior written permission. 17. Requests may be received from the Township from time to time to re-arrange weekly schedules to meet the needs of the area due to an event or activity taking place. Many of our locations have weekly events and the contractor must work around what is taking place at each location. Event schedules will be shared with the contractor to accommodate maintenance schedules. If there is an event taking place, lawn care must be shifted to accommodate the event. The contractor may not mow or weedeat when there is an activity taking place. (eg. a meeting at the municipal office or a soccer game at Kin Park will force the contractor to shift the schedule), however the contractor must ensure weekly maintenance. 18. The Township retains the right to negotiate with suppliers on any procurement.
INSURANCE Commercial General Liability Insurance issued on an occurrence basis for an amount of not less than $5,000,000 per occurrence / $5,000,000 annual aggregate for any negligent acts or omissions by the contractor relating to its obligations under this Agreement. Such insurance shall include, but is not limited to, bodily injury and property damage including loss of use; personal injury; contractual liability; premises, property & operations; non-owned automobile; broad form property damage; broad form completed operations; owners & contractors protective; occurrence property damage; products; employees as Additional Insured(s); contingent employers liability; tenants legal liability; cross liability and severability of interest clause. Such insurance shall add the Township of Rideau Lakes as Additional Insured with respect to the operations of the contractor. This insurance shall be non-contributing with and apply as primary and not as excess of any insurance available to the Township. Automobile Liability Insurance With respect to owned or leased vehicles used directly or indirectly in the performance of the services covering liability for bodily injury, death and damage to property with a limit of not less than $5,000,000 inclusive for each and every loss. Contractor s Environmental Impairment Liability (if applicable) The contractor shall effect and maintain Environmental Impairment Liability with a limit of not less than $2,000,000 per incident /annual aggregate. Coverage shall include Third Party Bodily Injury and Property Damage including on-site and off-site clean-up. If such insurance is written on a claims made basis, coverage shall include a 24 month extended reporting period or be maintained for a period of two years subsequent to conclusion of services provided under this Agreement. The Policies shown above shall not be cancelled unless the Insurer notifies the Township in writing at least thirty (30) days prior to the effective date of the cancellation. The insurance policy will be in a form and with a company which are, in all respects, acceptable to the Township. WSIB Proof of a WSIB Clearance certificate, to ensure that the employees of the contractor are adequately protected in the event they are injured on the job. INDEMNIFICATION The contractor shall indemnify and hold the Corporation of the Township of Rideau Lakes harmless from and against all claims, liability, losses, actions, demands, damages, costs and expenses, including reasonable legal fees, occasioned wholly or in part by any negligence acts or omissions, whether willful or otherwise by the contractor, its agents, officers, employees or other persons for whom the contractor is legally responsible in the performance of this agreement. PAYMENT TERMS The Township will receive detailed, itemized monthly invoices from the Contractor and make payment within 30 days.
SAFETY Safety is very important to the Township, both the contractor s and the public s. It is imperative that a safety plan be shared with the Township upon award of a contract. All personal protection equipment must be worn at all times during maintenance (this includes high visibility shirts, steel toes boots, ear and eye protection). All contractors are required to fully comply with OSHSA. The contractor is fully responsible for compliance. Should a location be occupied by the public, mowing and trimming may need to be placed on hold. While mowing and weedeating, travelling or parked vehicles, windows, doors, buildings, signs, plaques, lamp posts etc., must be avoided to ensure no damage is caused. In locations where noxious weeds are present, the contractor must inform the Township that it is unsafe to maintain and the Township will become responsible for ensuring the proper action is taken. Noxious weeds and avoidance of same must be part of the contractor s health and safety plan and training. DAMAGES Any damage to municipal property that is caused by the contractor must be reported immediately to the Township. This includes, but is not limited to, trees, shrubs, flower beds, buildings, fences, monuments, roadways, sidewalks, etc. Any damages caused to municipal property shall be the responsibility of the contractor and the agreed upon cost of repair will be deducted from service payment.
QUOTATION FORM REQUEST FOR QUOTE PW2017-14 Cost for the Season Zone 1 Cost for the Season Zone 2 Cost for the Season Zone 3 Cost for the Season Zone 4 $ $ $ $ All quotes shall not include tax. Name of Company / Individual Name of Individual Completing for Company Position (if applicable) Address City Postal Code Telephone Cell Number Fax Email Signature HST No. Dated at this day of, 2017. THIS PAGE MUST BE COMPLETED AND RETURNED WITH QUOTE
Description of Equipment Being Used: (must be submitted) THIS PAGE MUST BE COMPLETED AND RETURNED WITH QUOTE
Schedule A Location Address Estimated Acreage Maintained Zone 1 Newboro Newboro Library, Storage Garages, Gazebo 10 Brock Street, Newboro 0.2 Brock Street Blvds & Right-of-way Brock Street and unopened road allowance to the water 0.5 Simcoe Street Blvds 0.5 Newboro Hall 15 Drummond Street, Newboro 0.075 Newboro Cenotaph Drummond Street, Newboro 0.5 Newboro Ball Diamond/Lorne Park John Street, Newboro 6.141 Requires mowing when vacant Newboro Harbour 77 Lock Rd, Newboro 0.25 Lock Rd Blvds 0.25 Royal Sappers & Miners Cemetery 8640 County Rd 42, Newboro 1.0 Newboro Village Signs x 2 #1 on County Rd 42, near McCann Rd 0.05 North Crosby/Westport #2 on County Rd 42, near Mon O'Kel Rd 0.05 North Crosby Garage/Daycare 9863 County Rd 10, Westport 0.7 North Crosby Hall and Shillington Park Requires weedeating in the daycare yard and when children are not outside 875 8th Concession Rd, Westport 4.0 Requires mowing and trimming when vacant Welcome Sign Airfield Sign at County Rd 10 0.05 County Rd 36 at Lions Club Beach 0.05 County Rd 36 at County Line (by Bluebirds Acres) 0.05 County Rd 10 at bottom of Foley Mountain 0.05 County Rd 10 at County Line (towards Perth) 0.05 County Rd 12 at Westport Boundary 0.05 County Rd 12 at South Frontenac Boundary 0.05 County Rd 42 at Stone Rd Park 0.05 Zone 1 Total Acreage 14.61
Location Address Estimated Acreage Maintained Zone 2 Crosby Knowlton Cemetery 7966 County Rd 42, west of Crosby 0.2 Crosby Hall 3579 Hwy 15, Crosby 0.33 Crosby Hamlet Signs x 2 Sign #1 Circle Drive off County Rd 42 0.05 Crosby Circle Morton Sign #2 County Rd 42 west of Crosby 0.05 Circle Drive at mail gazebo and old Hwy 15 R-O-W & roadside ditch Morton Hall 13 Judd Street, Morton 0.62 Morton Hamlet Sign on Briar Hill Rd, Morton 0.05 Township Welcome Sign Hwy 15, south of Morton (boundary line at Leeds & Thousand Islands Twp) Morton Rink Property Mary Street 1.0 Jones Falls/California California Hamlet Sign x 1 on County Rd 11, at Gamble-Sly Rd 0.05 Chaffey's Lock Chaffey's Lock Hamlet Signs x 2 Sign #1 on County Rd 9, east of Chaffey's Lock 0.05 0.05 0.05 Sign #2 on Opinicon Road, west of Chaffey s Lock 0.05 Clear Lake Cemetery 478 Clear Lake Rd.085 Elgin Elgin Sand Dome/Ambulance Base 85 Davis Lock Rd, Elgin 1.0 Elgin Municipal Complex 24 Halladay Street, Elgin 0.1 Red Brick School House & Rink 3 Halladay Street, Elgin 0.8 Elgin Senior's Housing Harry Seeley Street, Elgin 2.25 Sand Lake Park/Daycamp 378 Delong Rd, Elgin 1.4 Requires mowing at 7:00am before campers arrive Ripley/Sly Cemetery 99 Smith Rd 0.35 Zone 2 Total Acreage 8.53
Location Address Estimated Acreage Maintained Zone 3 Chantry Municipal Office 1439 County Rd 8, Chantry 1.3 Requires mowing around meeting schedules Denny Cemetery 1421G County Rd 8, west of Chantry 0.187 Old Lillie Cemetery 572 F County Rd 5 0.50 Sheldon s Cemetery County Rd 5, across the road from #559 0.75 Chantry Hamlet Signs x 2 Philipsville Sign #1 on County Rd 8, east of Chantry Sign #2 on County Rd 8, west of Chantry Philipsville Hamlet Signs x 3 #1 on County Rd 8, east of Hamlet 0.1 0.05 #2 on County Rd 42, south end of Hamlet 0.05 #3 on County Rd 42, north end of Hamlet 0.05 Philipsville Garage 1410 County Road 8 0.55 Philipsville Baptist Cemetery Adjacent to 1410 County Road 8 0.68 Cannot be mowed during activity Harlem Hamlet Sign x 1 Sign #1 on Harlem Rd in the hamlet of Harlem 0.05 Delta Delta Fire Hall/Library/Beverley Centre 18 King Street, Delta 0.648 Delta Storage Garage 35 William Street, Delta 0.05 Stevens Cemetery Daytown Rd, Delta 0.46 Stevens Park 12 King Street, Delta 0.76 Mill Creek Parking Lot Embankment Main Street, Delta 0.01 Russell Park (mini park) 47 King Street, Delta 0.12 Stone Mills Park County Rd 42 & Mill Creek Dr 0.3 William Street R-O-W William Street, Delta 0.8 William Street R-O-W William Street, Delta 0.01 UB5 Boat Launch UB5, Delta 0.85 Zone 3 Total Acreage 8.26
Location Address Estimated Acreage Maintained ZONE 4 Portland Portland Fire Hall 20 Colborne Street, Portland 0.03 Portland Hall 24 Water Street, Portland 0.5 Portland Harbour 15B Water Street, Portland 0.01 Hanna Park 23 Water Street, Portland 0.35 Portland Boat Launch St. Mary's Street, Portland 0.05 Portland Beach Corner of Campbell St & Water St, Portland 0.01 Requires mowing when vacant Shire Parking Lot 26 Perth Street, Portland 0.12 Kinsmen Park 2311-2315 Harlem Rd, Portland 7.8 Requires mowing on a specific day for sports activities, and when vacant Portland Waste Site/Transfer Station 4427H Old Kingston Rd, Portland 0.17 Cannot be mowed Wednesdays or Saturdays Polk Cemetery 2828B Hwy 15, North of Portland 0.13 RVCA Welcome Centre Hwy 15, Portland 1.85 MNR Boat Launch Area Hwy 15, Portland 0.75 Portland Blvds 0.5 Big Rideau Lake Boat Ramp End of Big Rideau Lake Rd, Portland 0.25 South Elmsley/Lombardy/Smiths Falls South Elmsley Complex 441 Hwy 15, Lombardy 1.8 Van Clief Park Blacksmith Rd, Lombardy 0.35 Lombard Cemetery 32 County Rd 1 South, Lombardy 0.05 Lombardy Hamlet Signs x 2 Sign #1 on County Rd 1 North 0.05 Sign #2 on County Rd 1, at intersection of Hwy 15 0.05 Otter Lake Boat Launch Hwy 15 at Otter Lake, Lombardy 0.675 Wood Mausoleum & Cemetery 297 County Rd 29, Smiths Falls 0.05 Zone 4 Total Acreage 15.54 Total Acreage of All Locations 46.94
Schedule B