` Request for Proposal for Cleaning Services Introduction Hands TheFamilyHelpNetwork.ca is soliciting proposals for a (3) year contract for interior cleaning services at the following locations: Bracebridge, Ontario 23 Balls Drive, Bracebridge, Ontario, P1L 1T1 Sundridge, Ontario 37 Main Street, Sundridge, Ontario, P0A 1Z0 Parry Sound, Ontario 2 May Street, Parry Sound, Ontario, P2A 1S2 North Bay, Ontario 391 Oak Street East, North Bay, Ontario, P1B 1A3 820 Lakeshore Drive, North Bay, Ontario, P1A 2G8 Sturgeon Falls 125 Lisgar Street, Sturgeon Falls, Ontario, P2B 3H4 Vendors are required to submit written proposals that present the vendor s qualifications and understanding of the work to be performed. The vendor s proposal should be prepared simply and economically and should provide all of the information it considers pertinent to its qualifications for the Specifications listed herein (Schedule A). Emphasis should be placed on completeness of services offered and clarity of content. Vendors can submit proposals for all services or a portion as outlined in the Proposal Form (Schedule B). The proposal must be submitted no later than 12:00pm on May 25, 2018, directly to Hands TheFamilyHelpNetwork.ca at the following address: 391 rue Oak Street East North Bay, ON P1B 1A3 705-476-2293 1-800-668-8555 EAST PARRY SOUND WEST PARRY SOUND EAST NIPISSING WEST NIPISSING NORTH BAY MUSKOKA TIMMINS
Hands TheFamilyHelpNetwork.ca Attn: Paul Laperriere 391 Oak Street East North Bay, Ontario P1B 1A3 Background Hands TheFamilyHelpNetwork.ca provides children, youth, families, and developmentally challenged adults, with help and support in facing and working through social, emotional, behavioural, developmental and mental health difficulties. Our team, comprised of Child and Youth Workers, Behaviour Therapists, Social Workers, Psychologists, Psychiatrists and many other health care professionals, serves more than 9,000 families in North Bay, Nipissing, Muskoka, Parry Sound, and Northern Ontario. We provide professional services in the areas of: child and youth mental health, autism, developmental disabilities and early intervention services for the best start in life. Hands is a fully accredited, bilingual, not-for-profit registered charity that makes a positive difference in the lives of the individuals and families for whom we provide support. Hands is governed by a Board of Directors, comprised of 14 volunteer members, all of whom are elected by the membership and who bring a variety of perspectives, skills and experiences to the table. General Instruction for Proposal 1. Proposal Content A completed proposal must contain the following: Proposal Form (Schedule B) & Signature Page (Schedule C) the proposal form and signature page must be completed and signed by an individual authorized to bind the vendor. All proposals submitted without such proposal form and signature page may be deemed non-responsive. References Proposals shall include a list of three (3) references including name, address, phone number and contact person. Hands TheFamilyHelpNetwork.ca reserves the right to contact references other than, and/or in addition to, those provided by a vendor 2. Proposal Period Proposal prices are to be firm for ninety (90) days. 3. Proposal Award - Hands TheFamilyHelpNetwork.ca will evaluate proposals based on their pricing, quality of service, the Vendors qualifications, the proposal being submitted in accordance with the proposal documents and capabilities to provide the specific service, and other factors which Hands TheFamilyHelpNetwork.ca may consider. Hands TheFamilyHelpNetwork.ca reserves the right to accept or reject any or all proposals and to waive irregularities therein.
4. Terms and Renewal The term of the contract shall be for three (3) years unless earlier terminated. The contract may be terminated by either party with a ninety (90) day written notice. The contract may be terminated by either party with or without cause in less than ninety (90) days by mutual agreement or in the event of substantial failure to perform in accordance with the terms set forth in the Contract. 5. Payment Invoices for payment are to be submitted to Hands at the end of each month. Payment will be made to the contractor within 30 days upon receipt of invoices. 6. Site Examination The contractor will be held responsible to have visited and examined the site(s) prior to the tender closing date. The Contractor shall be aware of the conditions at the site(s) and means of access to it and the nature, quality and quantity of the required work. No allowance will be made for any error or neglect in complying with the above. It is the Contractors responsibility to clarify any items related to this tender which they may be in doubt of prior to the tender submission. 7. Supplies & Equipment - The successful contractor will be responsible for supplying all equipment required to complete the work (i.e. vacuum, brooms, mops etc. ) and all cleaning products and supplies (i.e. soap, glass cleaners, garbage & recycling bags, toilet paper, paper towels etc. ). The cleaning contactor will be responsible to ensure a sufficient inventory of supplies (toilet paper, paper towels etc ) is on site for Hands employees every-day use. 8. Verbal Arrangements In all cases of misunderstanding and disputes, verbal arrangements will not be considered, but the bidder must produce written authority in support of their contentions and shall advance no claim in the absence of such written authority, or use, or attempt to use any conversation with any parties against Hands or in prosecuting any claims against Hands. 9. Sub-Contracting Unless otherwise stated in this document, it is mutually agreed and understood that the successful bidder will not assign, transfer, convey, sublet, or otherwise dispose of the contract or the right, title or interest therein, or the bidder power to execute such contract to any other person, firm, company or corporation without the previous written consent of Hands. 10. Insurance The successful bidder will obtain a comprehensive policy of public liability and property damage insurance coverage with an insurer licensed to carry on business in the province of Ontario, in respect of any one accident to a minimum of $2,000,000 exclusive of interests and costs, against loss of damage resulting from bodily injury to, or death of, one or more persons and loss of, or damage to property and such policy shall name Hands against all claims for all damages to any property of the owner of any other public or private property resulting from or arising out of any act or omission on the part of the successful bidder or any of his/her servant or agents during the execution of the
contract and the successful bidder shall (unless otherwise stated in this document) within seven (7) working days of being notified of award of Proposal, forward to Hands a valid Certificate of Insurance naming Hands as an additional interest. The successful bidder(s) will also provide yearly, proof of current insurance coverage. The successful bidder(s) agrees to indemnify, hold harmless and defend Hands from and against any liability for loss, damage and expense, which Hands may suffer or for which Hands may be held liable by reason or injury (including death) or damage to any property arising out of negligent or willful acts on the part of the successful bidder(s) or any of its representatives or employees or sub-bidders in the execution of the work performed or from defects in any equipment supplies. 11. Bidder s / Vendor s Liability (Indemnification) The Bidder / Vendor agrees to indemnify and save harmless the Purchaser (Hands) from all actions, suits, claims and demands and costs and damages arising by reason of injury or death to any person or any property resulting from the provision of the goods or services under this contract. 12. Criminal Records Check & Letter of Confidentiality All employees including the owner of the successful contractor, must have a criminal record check from a police service dated within the last 6 months (at the contractor s expense). Proof of this check must be provided within eight (8) weeks form the start of the contract. All persons providing cleaning services to Hands must also sign a letter of confidentiality. 13. Occupational Health and Safety Act Hands is committed to promoting health and safety in the workplace by preventing accidents, injuries and occupational illnesses. In keeping with this policy, all Bidders (and where applicable, their sub-bidders) should be aware of and abide by the Occupational Health and Safety ACT, R.S.O. 1990 prior to commencing, during and after completion of all work activities engaged in or on Hands premises. The Service Provider shall comply with all Federal, Provincial and Municipal Laws, statues, regulations and by-laws, relevant to this Proposal including but not limited to: The Occupational Health and Safety Act, R.S.O. 1990, c. 0.1, as amended Workplace Safety and Insurance Act, effective January 1, 1998, as amended WHMIS The Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.m.56, as amended 14. Workers Compensation Workers Compensation coverage shall be provided by the bidder for all employees who are employed under the contract.
Proof of this coverage shall be presented to Hands by the successful bidder upon award, within seven (7) days. 15. Termination In the event that the successful bidder does not, in the opinion of Hands, comply with the specifications and terms of this contract at any time throughout the duration of the contract, or if Hands, in its sole and unfettered discretion, determines that either their service or the equipment provided by the successful bidder is unsatisfactory at any time during the term of the contract, Hands reserves the right to terminate the contract in its entirety. Any substandard work that results in a health and safety issue for anyone on, or potentially on Hands property, will result in the termination of this contract. This contract may be cancelled immediately upon written notice by Hands. 16. Default By The Bidder In the event of the default of the Bidder in complying with the terms and conditions hereof or in supplying and delivering the goods and services in accordance with the terms of the Request for Proposal submitted or of the acceptance order thereto, the Purchaser (Hands) shall be entitled and at liberty to procure the goods or services from other sources and the Bidder shall be liable to pay for any and all costs whatsoever in excess of the Request for Proposal price caused by or resulting from such default and the Bidder hereby indemnifies and save harmless the Purchaser (Hands) from any and all such costs.
Schedule A Specifications The sites included in this request for proposal include: Bracebridge, Ontario 23Balls Drive, Bracebridge, Ontario, P1L 1T1 Sundridge, Ontario 37 Main Street, Sundridge, Ontario, P0A 1Z0 Parry Sound, Ontario 2 May Street, Parry Sound, Ontario, P2A 1S2 North Bay, Ontario 391 Oak Street East, North Bay, Ontario, P1B 1A3 820 Lakeshore Drive, North Bay, Ontario, P1A 2G8 Sturgeon Falls 125 Lisgar Street, Sturgeon Falls, Ontario, P2B 3H4 Cleaning contract proposal may be submitted for a single site or for a multitude of sites. If proposing on more than one site, a single proposal may be submitted however, each site must be clearly identified, and a separate Schedule B must be submitted for each site quote on. Please note that the cleaning requirements differ significantly from site to site and interested contractors are advised that it would be best to schedule an appointment to review/discuss the specific needs of each site. Appointments can be made by calling Monique Gravel at extension 3203 at any of the following numbers: Toll Free: 1-800-668-8555 North Bay and (705) 476 2293 Sturgeon Falls (705) 476 2293 Sundridge (705) 384 5225 Parry Sound (705) 746 4293 Bracebridge (705) 645 3155
Schedule B Proposal Form The undersigned hereby submits the following proposal for the monthly cost of the cleaning services for Hands TheFamilyHelpNetwork.ca in accordance with the Specifications outlined in Schedule A: Cleaning Services Monthly Fee: $ Additional Items: Mimimum call-in fee for an unscheduled service call $ Labour cost for additional cleaning services not included within this contract $ (hourly rate per person) Hands Location(s) Please circle the appropriate location for which this bid applies (circle only one) 23 Balls Drive, Bracebridge, Ontario, P1L 1T1 37 Main Street, Sundridge, Ontario, P0A 1Z0 2 May Street, Parry Sound, Ontario, P2A 1S2 391 Oak Street East, North Bay, Ontario 820 Lakeshore Drive, North Bay, Ontario, P1A 2G8 125 Lisgar Street, Sturgeon Falls, Ontario, P2B 3H4
Schedule C Signature Page and References Name and Title (please print): Signature: Vendor Address: Contact (please print): Phone: E-Mail: Please list three (3) client references. It is preferred that those references are clients within the Muskoka / Parry Sound / North Bay area. Hands TheFamilyHelpNetwork.ca reserves the right to contact references other than, and / or in addition to, those being furnished below: 1. Company Name: Contact Person: Address: Phone Number: 2. Company Name: Contact Person: Address: Phone Number: 3. Company Name: Contact Person: Address: Phone Number: