TENDER FOR: 2017-01 Name of Firm (The Contractor) Address Telephone Number and Fax Number Name and Position of Person Signing for Contractor Email TENDER CLOSING DATE: 1:30 Friday, June 16 th, 2017 Tenders Received by: Mr. Matthew Armstrong, Treasurer 360 Dibble Street West Prescott, ON KOE 1TO Phone: 613-925-2812 1
Table of Contents PART A Conditions & Form of Tender... 3-7 PART B - References... 8 PART C - Information to Bidders... 9-12 PART D Signed Statement by Bidder... 13 2
PART A FORM OF TENDER 1) Tender Conditions In accordance with the first paragraph of this tender, the Bidder recognizes that the tender shall cover all buildings listed and no severance or sub-contracting of work shall be permitted. The Owner shall not award a premium for the number of hours completed nor the timing of the work, i.e.: evenings and weekends. 2) Viewing Date and Times Bidders will be allotted the following date and times as an opportunity to view the Areas and Facilities included in this tender: Wednesday, June 7 th, 2017 Town Hall - 360 Dibble Street West, Prescott Walker House - 623 King Street West, Prescott Fire Department - 302 Henry Street, Prescott Medical Centre 555 King Street West, Prescott 9-10 a.m. 10-11 a.m. 11-12 12-1 3
3) Scope of Work AREAS & FACILITIES Town Hall Offices & Lobby 1 st, 2 nd, Floors 3 rd Floor Hallway (360 Dibble St. W.) Town Hall Library (1 st floor) DESCRIPTION OF SERVICES* Vacuum main lobby and carpeted surfaces Mop hard floor surfaces Washrooms Empty Garbages Recycling sorted and placed at curb Vacuum office carpets Wipe Desks/Tables Windows/Doors Wiped Floors vacuumed & mopped Front counter & tables cleaned Computers dusted Windows/Doors wiped FREQUENCY (DAILY, WEEKLY, MONTHLY)* (place to the curb on Monday evening/tuesday Morning) 1X Weekly (Wednesday evenings/thursday morning) 1X Weekly 2X Monthly DURING BUSINESS HOURS OR OUTSIDE OF BUSINESS HOURS*, before 1, before 1 or after 8, before 1 or after 8 : Before 1 or after 8 4
Fire Hall All levels (basement, main level and hall) (302 Henry St.) Cubicles cleaned Washrooms Empty Garbages Recycling sorted and placed at curb Cleaning cobwebs Washrooms Floors swept and mopped Carpet/floor mats vacuumed Empty Garbages Recycling sorted and placed at curb (place to the curb on Monday evening/tuesday Morning) 1X Weekly (Wednesday evenings/thursday morning) Twice Monthly (place to the curb on Monday evening/tuesday Morning) 1X Weekly (Wednesday evenings/thursday morning), before 1 or after 8, before 1 or after 8, before 1 or after 8, before 1 or after 8, before 1 or after 8 Windows/Doors wiped Dusting as required Desks wiped Items restocked as necessary Cobwebs cleaned 2X Monthly Kitchen countertops wiped 5
Medical Centre (555 King St.) Walker House (623 King St.) (2 nd level) Floors vacuumed & mopped before Tables wiped before Windows/Doors wiped before Washrooms Empty Garbages Recycling sorted and placed at curb Restock supplies Floors vacuumed & mopped, including mats/boot racks Tables wiped Windows/Doors wiped Washrooms Empty Garbages (place to the curb on Monday evening/tuesday Morning) 1X Weekly (Wednesday evenings/thursday morning) 2X Monthly (place to the curb on Monday evening/tuesday Morning) before before before before 6
Recycling sorted and placed at curb Basement floor cleaning 1X Weekly (Wednesday evenings/thursday morning) 1X Monthly 2 nd Level floor cleaning 2X Monthly Kitchen area sanitized (door handles, sinks, etc.) Full dusting Walls/Ceilings/Outside Wiped or Brushed Restock supplies 2X Monthly 2X Yearly Wednesday Evenings *Frequency and description of duties may vary as needed. The Bidder hereby offers to complete the work specified herein for the following all-inclusive cost: Having read through the tender document and understood the Buildings conditions, the Tenderer hereof offers to provide the cleaning services for the aforementioned Buildings at: $ per month (in Canadian Dollars), not including HST 7
Part B - REFERENCES (Must be for similar work Minimum of 3) Commercial/Institutional Work Performed Contact Information 8
PART C INFORMATION TO BIDDERS 1) Definitions Wherever the word "Corporation", "Authority" or "Owner" appears in this Contract, it shall be interpreted as meaning the "Corporation of the Town of Prescott". Wherever the word "Engineer" or "Contract Administrator" appears in this Contract, it shall be deemed to mean the "Director of Public Works of the Corporation of the Town of Prescott, or the designate". 2) Tender Closing SEALED TENDERS clearly marked as to contents, shall be received by the undersigned or the designated representative until 1:30 on Friday, June 16 th, 2017, at the Corporation of the Town of Prescott Administration Office. Tenders shall be opened, read and recorded publicly shortly after the Tender closing time allocated. Bids received after closing time shall not be considered. Tenders shall be addressed to the following: Corporation of the Town of Prescott Operations Department 360 Dibble Street West Prescott, Ontario KOE 1T0 Attention: Mr. Matthew Armstrong Phone: (613) 925-2812 Tender For: 2017-01: Cleaning Services 3) Tender Inquiries All questions pertaining to this contract shall be addressed to: Kaitlin Mallory Operations Department Phone: 613-925-2812 X 6219 E-mail: kmallory@prescott.ca 4) Tender Submission One copy of the completed tender shall be submitted on the forms provided in a sealed envelope. Pages 1 through 13 together with all addenda for a complete tender. All information shall be shown in the spaces provided including the signature of the Bidder with their address, telephone number and email. Tender Forms must be properly signed and witnessed, or signed and sealed if the bidder is a Corporation. Any Tender Offer sent by fax shall be disqualified. The Tender must be legible, written in ink or typewritten, where stipulated, with the unit price for every item clearly shown. Tenders which are incomplete, conditional or obscure, or which contain erasures or alterations not properly initialed, or irregularities of any kind, may be rejected. Submissions must not be restricted by a statement added to the Town form or by a covering letter, or by alterations to the form supplied, unless otherwise provided in the Special Provisions or Addenda. 9
5) Clarification of Documents Any clarification of the Town's documents required by the Bidder prior to submission shall be requested in writing to the Engineer. Any such clarifications so given shall not in any way alter the Town's documents and the Contractor and the Town agree that in no case shall verbal arrangements be considered. No officer, agent, or employee of the Town is authorized to verbally alter any portion of these documents during the period prior to submissions. Alterations shall be issued to Bidders as written addenda only. In the tender submission, the Bidder shall enclose all addenda that were considered when the submission was prepared. 6) Right to Accept or Reject Tenders The Owner reserves the right to reject any or all tenders or to accept any tender should it be deemed to be in the best interest to do so. No liability shall accrue to the Town for their decision in this regard. Tenders which are incomplete, conditional or obscure, or which contain additions not called for, erasures, alterations, or irregularities of any kind, shall be rejected as informal. The acceptance of any submission is subject to appropriate funding acceptable to the Town. The placing in the mail or delivery of a notice of award to the Company address given in the submission shall constitute notice of acceptance of the tender. 7) Unacceptable Tenders The bid for each item in the Tender Form shall be a reasonable price for such item. Under no circumstances shall an unbalanced Tender be considered. The Owner and the Engineer shall be the sole judges of such matters, and should any Tender appear to be unbalanced, then it shall be rejected by the Owner. 8) Discrepancies All mathematical calculations shall be reviewed by the Owner for verification of the total tender sum, and corrections, if and where needed, shall be made by the Owner to arrive at the correct total tender sum. Where any numerical discrepancies have been made in the transferring of an amount from one part of the tender to another, the amount shown before transfer shall be used as the correct amount and the total sum shall be corrected accordingly. Where the tender item price does not agree with the extension of the tender quantity and the tender unit price, the unit price shall be used, the tender item price and total tender sum adjusted accordingly. 9) Tender Results The names of the Bidders and total bid prices shall be made available at the Public Opening. After the Public Opening, requests may be submitted to the Town for the results, and only the names of the Bidders and total bid prices as read out at the Public Opening shall be given in reply. Bid results shall be forwarded in written format to all Contractors that submitted a tender. 10) Contract Duration The duration of the Contract for Contract No. 2017-01 Cleaning Services Contract shall be for the period of eighteen (18) months, 2017 and 2018. The contract will commence on July 1 st, 2017 and expire on December 31 st, 2018. 10
The Owner reserves the right to terminate the contract early should the successful bidder be unable to provide a level of quality service acceptable to the Director of Public Works, or his designate. 11) Execute Contract The submission of this Tender constitutes an irrevocable offer to provide the goods and/or services described herein for the duration of the contract 12) Ability and Experience of Bidder The Owner reserves the right to reject the Tender of any bidder who does not furnish satisfactory evidence of sufficient capital, plant and experience to successfully execute and complete the work in the specified time. The Contractor shall supply, as indicated within the Form of Tender, a list of references of the Contractor's most recent experience in this type of work (a minimum of three). The Contractor understands that the Town may contact any or all references. Failure to provide references may result in disqualification. 13) Governmental Requirements The Contractor shall obey all Federal, Provincial and Municipal Laws, Acts, Ordinances, Regulations, Orders-in-Council and By-laws, which in any way pertain to the work outlined in the Contract or to the Employees of the Contractor. 15) Health and Safety The Corporation of the Town of Prescott is committed to ensuring that a high standard of health and safety is provided and maintained for all employees, visitors, guests, contractors, agents and others on our premises. The Contractor shall be the "Constructor" under the provisions of the Occupational Health and Safety Act. Accordingly, all Contractors shall comply with the following: a. Demonstrate establishment and maintenance of a health and safety program with objectives and standards consistent with applicable legislation, and with the Corporation of the Town of Prescott. b. Submit their Workplace Safety Insurance Board number. c. Include health and safety provisions in their management systems to reach and maintain a consistently high level of health and safety. 16) Workers Compensation The successful Tenderer shall satisfy the Corporation of the Town of Prescott that they have complied with the requirements of the Ontario Workplace Safety and Insurance Board, and that they are in good standing with the Board by providing a valid Certificate of Clearance within ten (10) calendar days of receiving the Acceptance Notice. Failure to provide such proof shall result in cancellation of the contract. 17) Liability Insurance, Indemnification and Hold Harmless The Contractor shall indemnify and save harmless the Corporation of the Town of Prescott from and against all claims, demands, loss, damages etc. The Contractor shall take out and keep in force until 11
the date of acceptance of the entire work, a comprehensive policy of public liability and property damage insurance acceptable to the Corporation of the Town of Prescott providing that the insurance coverage in respect to any one accident is to be a limit of at least $2,000,000.00 exclusive of interest and cost, against loss or damage to property and such policy shall name the Corporation of the Town of Prescott as additional insured thereunder and shall protect the Corporation of the Town of Prescott against all claims for all damage or injury including death to any person or persons, and for damage to any property of the Corporation or any other public or private property, resulting from or arising out of any act or omission on the part of the Contractor or any of his servants or agents during the execution of the Contract and the Contractor shall forward a certified copy of the policy or certificate thereof to the Corporation of the Town of Prescott. The limit of the liability insurance shall be $2,000,000.00 in respect of any one accident. The Contractor must provide to the Town, a copy of a "Certificate of Liability Insurance" prior to commencement of the work. 18) Estimated Quantities Part or whole of this Contract is contingent upon the approved budget of the Corporation of the Town of Prescott. The bidder understands that the Owner reserves the right to delete from the contract any quantity or item that is deemed to exceed funding. 19) Taxes The Harmonized Sales Tax (HST) is applicable to all payments under this Contract. The Contract Administrator shall add the 13% H.S.T. to all payments made under the Contract. Accordingly, the Contractor shall not make any provision for H.S.T. in the prices tendered for this Contract. The Bidder confirms that they have a registered HST number and it shall be present on all invoices. 12
Part D - SIGNED STATEMENT BY BIDDER To: The Corporation of the Town of Prescott Ladies and Gentlemen: The Bidder has carefully examined the Provisions, Specifications, and Conditions described herein, and has carefully examined the site and locations of the work, as part of the work to be done under this Contract. The Bidder understands and accepts the said Provisions, Specifications, and Conditions and, for the prices set forth in this Tender, hereby offers to deliver all labour except as otherwise specified in the Contract, and to complete the work in strict accordance with the said Provisions, Specifications, and Conditions. The Owner agrees to provide all supplies and equipment required based on operational requirements. The Bidder understands and accepts that the quantities shown are approximate only, and are subject to increase, decrease, or deletion entirely if found not to be required. Part or whole of this Contract is contingent upon the approved budget of the Corporation of the Town of Prescott and the bidder understands that the Owner reserves the right to delete from the contract the item(s) or quantity that are deemed to exceed the Town's funding. Dated at this day of 2017 Signature Position 13