subject: addendum no. 2, contract air13-3, request for ... · subject: addendum no. 2, contract...

2013-07-10

TO: ALL PROPONENTS

SUBJECT: ADDENDUM NO. 2, CONTRACT AIR13-3, REQUEST FOR PROPOSAL FOR JANITORIAL

SERVICES FOR THE GREATER SUDBURY AIRPORT

The following information, amendments and revisions shall constitute Addendum No. 2, dated July 10th, 2013, and shall form an integral part of the Proposal Documents and where applicable, shall supersede requirements

of other Proposal Documents.

Questions/Answers:

Q1) Please advise if the City of Greater Sudbury will accept annual Performance Bonds versus one (1)

Performance Bond in place for the entire three year and four month period.

A1) If the proponent chooses to submit a $50,000.00 Bid Bond with an Agreement to Bond and is

awarded the contract, a Performance Bond in the amount of 100% of the Stipulated Sum of the Contract must be submitted. On the anniversary date of the contract, the successful

proponent may provide a replacement Performance Bond in the remaining amount of the contract value. The City will not accept annual Performance Bonds.

Revised Proposal Bid Form:

Please make note of the Revised Proposal Bid Form, attached. This Revised Proposal Bid Form must be used or your bid will be rejected.

Please ensure you confirm receipt of this addendum on the Addendum Acknowledgement Form as per Item 14, of Schedule C to By-law 2006-270 and that the form is returned with your proposal

submission. Further, you are acknowledging that you have received and taken this information into consideration when preparing your proposal bid submission.

Yours truly,

Stephanie Rocca

Supplies & Services Co-ordinator

cc: Bob Johnston, CEO, Greater Sudbury Airport Terra Glabb, Director of Business Development, Greater Sudbury Airport

City of Greater Sudbury, Supplies & Services Section, 200 Brady St., Box 5000, Stn. “A”, Sudbury, ON P3A 5P3

CONTRACT AIR13-3

REQUEST FOR PROPOSAL FOR JANITORIAL SERVICES FOR THE GREATER SUDBURY AIRPORT (Including Air Terminal Building, Personnel Building and Civil Aviation Building)

REVISED PROPOSAL BID FORM

*Regular Cleaning and Special Projects must be priced as per Scope of Work outlined, including Equipment, Materials and Cleaning Supplies. Regular Cleaning Special Projects Total Price

Year 1 (16 months)

September 1, 2013 to December 31, 2014 $______________ /16 mths. $_____________ /16 mths. $______________

Year 2 (12 months) January 1, 2015 to

December 31, 2015 $______________ /yr $_____________ /yr $______________

Year 3 (12 months)

January 1, 2016 to December 31, 2016 $______________ /yr $_____________ /yr $______________

Sub-Total $______________

Plus 13% HST $______________

Grand Total $____________

Winter Season: Each year, during the winter season, additional hours are required to maintain the required

standard. Typically, an additional four (4) hours per day are required. The start/end dates for the winter season are dependent upon weather conditions. Please provide an hourly rate that will be charged for these extra hours,

in addition to the annual rates quoted in the section above.

Year 1: _________ /hour Year 2: _________ /hour Year 3: _________ /hour

I have read, acknowledge and understand all terms, conditions and requirements contained in this Proposal: COMPANY NAME: ___________________________________________________________________ ADDRESS: _________________________________________________________________________ TELEPHONE: _______________ FAX #: ________________ E-MAIL:__________________________ NAME AND POSITION OF PERSON SIGNING:______________________________________________ (Please Print)

SIGNATURE:__________________________________________ DATE: _______________________ “I have the authority to bind the Corporation/Company/Partnership” Please ensure that an original signature is provided with the original Proposal document. A photocopy of the signature will not be accepted on the document marked as the Original. Failure to provide original signatures on the document marked original will result in the rejection of your Proposal.

LOWEST OR ANY PROPOSAL NOT NECESSARILY ACCEPTED

2013-07-04 TO: ALL PROPONENTS SUBJECT: ADDENDUM NO. 1, CONTRACT AIR13-3 RFP FOR JANITORIAL SERVICES

FOR THE GREATER SUDBURY AIRPORT

The following information, amendments and revisions shall constitute Addendum No. 1, dated July 04, 2013, and shall form an integral part of the Proposal Documents and where applicable, shall supersede requirements of other Proposal Documents.

Question & Answer (in bold): Q1) In order to comply with the requirements outlined in Item 3 on page 6 of the Request for

Proposal, please advise whether proposal responses submitted in three-ring binders are

considered “bound.” A1) Yes a three ring binder is acceptable

Q2) Please advise whether a required format will be issued by the City. Can a cover letter be placed

in front of the Bid Form, or must the Bid Form be the very first item shown in our response?

A2) Yes a cover letter may be placed in front of the Bid Form.

Clarification Please note that the Bill 7 information of the Employment Standards Act will be provided in a

separate e-mail and issued directly to those Bidders who were in attendance at the Mandatory Information meeting.

Please ensure you confirm receipt of this addendum on the Addendum Acknowledgement Form as per Item 14, of Schedule C to By-law 2006-270 and that the form is returned with your proposal submission. Further, you are acknowledging that you have received and taken this information into consideration when preparing your proposal bid submission. Yours truly,

Dave Barrett Supplies & Services Co-ordinator

cc: Bob Johnston, CEO, Greater Sudbury Airport

Terra Glabb, Director of Business Development, Greater Sudbury Airport


THE CITY OF GREATER SUDBURY

CONTRACT AIR13-3 REQUEST FOR PROPOSAL FOR

JANITORIAL SERVICES FOR THE GREATER SUDBURY AIRPORT

Issued by the

Supplies & Services Section Finance Division

on behalf of Airport Services

AGNES BECK, CPP, CSCMP

MANAGER OF SUPPLIES & SERVICES/PURCHASING AGENT

Cost for Document Pick-up:

Non-refundable

$11.30 ($10.00 plus HST)

1

2013-06-27 TO: ALL PROPONENTS

SUBJECT: CONTRACT AIR13-3 REQUEST FOR PROPOSAL FOR JANITORIAL SERVICES FOR

THE GREATER SUDBURY AIRPORT

The City of Greater Sudbury, Supplies & Services Section, is seeking proposals for the delivery of janitorial

services on behalf of the Greater Sudbury Airport

The administration of this Request for Proposal will be carried out by the Supplies and Services Section of the City of Greater Sudbury. The Supplies and Services Section has the necessary experience and knowledge of best practices as set out in the City’s Purchasing By-Law and will ensure the process is administered efficiently and in accordance with the requirements of the Greater Sudbury Airport.

Mandatory Information Meeting

A mandatory information meeting has been scheduled to take place at 10:00 a.m., Wednesday July 3,

2013 in the boardroom at the Greater Sudbury Airport, 5000 Air Terminal Dr. It should be noted

that only those who attend this mandatory meeting will be allowed to submit a proposal for these services.

Proposal Submission

Proposals must be submitted using the address label sheet provided to the City of Greater Sudbury, Supplies

& Services Section, 2nd Floor, Tom Davies Square, 200 Brady Street, Sudbury NO LATER THAN 1:30:00 p.m., (our time) on Tuesday, July 16, 2013.

Proposals will be opened the same day by the Tender Opening Committee at 2:30 p.m. in Committee Room C-21, 2nd Floor, Tom Davies Square. Please be advised only the names of those proponents who have

submitted a proposal will be released at the meeting. Information regarding pricing or contents of the proposal submissions will not be provided as we reserve the right to negotiate with all Proponents.

Communications

All communication (including clarification required from a technical perspective and/or from a purchasing

perspective) between the CGS and prospective vendors MUST BE in written format via email or fax. To facilitate comprehensive responses, proponents are encouraged to email or fax their questions as soon as

possible but no later than 12:00 noon, Wednesday July 10, 2013 to [email protected] or via fax to 705-671-8118. No verbal instructions or verbal information to proponents will be binding on the

Greater Sudbury Airport and the City of Greater Sudbury. Do not contact any other airport or

municipal staff persons other than Dave Barrett, Supplies & Services Coordinator at 705-674-4455, ext. 4255 regarding this proposal.

The lowest or any proposal not necessarily accepted. Yours truly,

Dave Barrett Supplies & Services Co-ordinator cc: Bob Johnston, CEO, Greater Sudbury Airport

Terra Glabb, Director of Business Development, Greater Sudbury Airport


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mailto:[email protected]

CONTRACT AIR13-3

REQUEST FOR PROPOSAL FOR JANITORIAL SERVICES FOR THE GREATER SUDBURY AIRPORT

The following checklist has been included to ensure that all of the requirements are met: 1. Each Proponent shall submit a Certified Cheque, Irrevocable Letter of Credit, Money Order or Bid Bond

with an Agreement to Bond (Surety’s Consent) in the amount of $50,000.00. Photocopies of deposits will not be accepted and Personal Cheques are not acceptable. Your Proposal will be rejected if originals are not provided. Please place your bid deposit in an envelope, clearly marked ‘Bid Deposit’ and secure to your Proposal Bid Form labelled as the ‘original’.

2. The successful proponent shall supply, within fourteen (14) days of written notification by the Owner of the

acceptance of his/her Proposal, guarantee bonds made in favour of the City of Greater Sudbury, as follows: Performance Bond 100% of the Stipulated Sum Contract Delivery by the proponent to the Owner of such Bonds shall be a condition precedent to formalization of a

contract. Costs of such bonds shall be included in the Stipulated Sum bid.

3. Proponents are to submit five (5) complete copies (including the Proposal Bid Form) of your Request

for Proposal, designating one (1) complete Proposal as an “Original” which includes an Original signature of the signing authority, and four (4) complete Proposals as Copies in a bound or stapled format. Attach your bid deposit to the original proposal. Proponents are also required to clearly label the original document as the “original” on the front cover of their proposal.

4. Return the Proposal Bid Form properly completed and signed where indicated. Alteration of the

Proposal Bid Form(s) may result in the rejection of your proposal submission. Please do not alter the

Proposal Bid Form template in any way. 5. Return the Reference Form properly completed and signed where indicated. Please use the form provided.

6. Return the Experience & Qualification Form properly completed and signed where indicated. Please use

form provided. 7. The successful proponent must provide Insurance Certificates as noted in the Instructions to

Proponents with the Sudbury Airport Community Development Corporation named as the additional insured in addition to the City of Greater Sudbury, where applicable.

8. Proponents are requested to submit a W.S.I.B. Clearance Certificate with their proposal. 9. Proponents have completed the Addendum Acknowledgment section if an addendum(s) has been

issued. Failure to acknowledge the receipt of an addendum on the Proposal Bid Form could result in your proposal being rejected.

10. Validity of Proposals - See Schedule “C’ to By-law 2006-270, as amended. 11. The Terms and Conditions/Specifications have been carefully reviewed and all requirements have been

submitted with your proposal. 12. Ensure your proposal submission includes all of the requested information outlined in the Proposal Submission Requirements section and all forms are complete. 13. Ensure address label-sheet is affixed to the front of your sealed proposal envelope/package submission. The Supplies & Services section will not be held responsible for envelopes or packages

that are not labeled.

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INSTRUCTIONS TO PROPONENTS

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CONTRACT AIR13-3 REQUEST FOR PROPOSAL FOR JANITORIAL SERVICES FOR THE GREATER SUDBURY AIRPORT

1. Bid Deposit/Performance Guarantee

Each proposal must be accompanied by one of the following alternatives:

Each Proponent shall submit a Certified Cheque, Irrevocable Letter of Credit, Money Order or Bid Bond with

an Agreement to Bond (Surety’s Consent) in the amount of $50,000.00. Photocopies of deposits will not be accepted and Personal Cheques are not acceptable. Your Proposal will be rejected if originals are not

provided. Please place your bid deposit in an envelope, clearly marked ‘Bid Deposit’ and secure to your

Proposal Bid Form labelled as the ‘original’.

The two (2) proposals scoring the highest points may be retained until the contract is awarded and the contract documents executed, at which time, the second highest scored proposal deposit will be returned.

The deposit of the successful proponent will be retained and will serve as a performance guarantee until the

project has been completed to the City’s satisfaction.

The Proposal Deposit shall be forfeited to the City if the proponent who has been awarded the contract fails

to execute and return the contract and to furnish all required documents within fourteen (14) days after notice from the Corporation to do so.

If submitting a Bid Bond with an Agreement to Bond, the successful proponent shall supply, within fourteen (14) days of written notification by the Owner of the acceptance of his/her Proposal, guarantee

bonds made in favour of the City of Greater Sudbury, as follows:

1. Performance Bond 100% of the Stipulated Sum Contract

Delivery by the proponent to the Owner of such Bonds shall be a condition precedent to formalization of a

contract. Costs of such bonds shall be included in the Stipulated Sum bid.

2. Addenda

Proponents may, during the proposal period, be advised by addenda of required additions to, deletions from

or alterations in the requirements of the Request for Proposal Documents.

A notification or a copy of all Addenda shall be either hand delivered, or sent by courier, electronic correspondence, or fax, to each prospective Proponent who has registered with the City as a Plan Taker.

Addenda will be issued under the following circumstances:

a.) Interpretation of RFP documents as a result of queries from prospective proponents;

b.) Revision, deletions, additions or substitutions of any portion of RFP documents.

All such changes as addressed in the addenda shall become an integral part of the RFP documents and shall

be allowed for in arriving at the Proposal price.

Addendums which have financial implication and have not been acknowledged on the Proposal Bid Form will be automatically rejected.

Oral instructions shall not be considered valid unless they are confirmed in writing by the Manager of Supplies & Services.

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3. Proposal Submissions

Proponents are to submit five (5) complete copies (including the Proposal Bid Form) of your Request for Proposal, designating One (1) complete Proposal as an “Original” which includes an “Original” signature of

the signing authority, and four (4) complete Proposals as “ Copies” in a bound or stapled format. Proponents are also required to clearly label the “original” as the “original” on the front cover

of their proposal.

4. Validity of Proposals

See Schedule ‘C’ to Purchasing By-Law 2006-270 as amended, attached hereto.

5. Proposal Bid Form

The proposal bid form provided with this RFP must be used or your proposal will be rejected.

Please ensure your Proposal Bid Form is secured inside the front of your “original” RFP. Copies of the Proposal Bid Form are also to be secured inside the front of the additional copies (4) that are required to be

submitted.

6. Acceptance of Terms

Each Proponent, by submitting a Proposal, represents that the Proponent has read, understands and accepts

the terms and conditions of the Request for Proposal in full.

7. Stages of Proposal Evaluation

City/SACDC Representatives will conduct the Evaluation of Proposals as follows:

An initial review by the City/SACDC to determine which Proposals meet the minimum requirements.

Proposals which do not comply with the City/SACDC minimum requirements may be disqualified.

The next step will consist of a scoring by the City/SACDC of each qualified proposal on the basis of the rated

criteria noted below.

At the discretion of the City/SACDC, the City/SACDC may choose to invite up to two (2) short-listed

proponents to prepare a formal presentation to the City/SACDC. In addition, short-listed proponents may be asked to attend interviews or negotiations with the City/SACDC, provide a tour of facilities and provide

additional general information prior to selection.

6

CONTRACT AIR13-3


8. Evaluation Grid Criteria

The following is the evaluation grid criteria outlining how your proposal will be scored:

Description Points

Price 40

Summary of Experience & Qualifications 20

Proposed Services & Operating Schedule 20

Proposed Equipment & Products 10

Overall Comprehensiveness of Proposal 10

Total 100_

9. Local Partnerships

The City/SACDC encourages out of town proponents to seek local partner(s) where local expertise exists.

10. Negotiations and Review of Offers

Discussions may be conducted with proponents for the purpose of clarification of their proposals to assure

full understanding of and responsiveness to the solicitation requirement.

All proposals will be evaluated using the evaluation grid criteria noted unless the proposal does not meet the

minimum requirements and are therefore not short listed.

Once the evaluation committee has reviewed the initial proposal submissions using the evaluation grid, the

evaluation committee will recommend an award to a specific firm, if clear cut superiority of an offer is obvious.

The City/SACDC reserves the right to request a best and final offer from only those proponents meeting our

full requirements or from the short list developed by the evaluation committee.

All information will be kept under strict security until after an award recommendation has been made.

All discussions and negotiations must be coordinated through the Supplies & Services Office. Do not

contact any Municipal Staff regarding this REQUEST FOR PROPOSAL other than the Supplies & Services Section Staff.

11. Legal Agreement

The successful proponent will be required to enter into and execute a legal agreement with the City of Greater Sudbury, substantially in some format, as provided in a future addendum.

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12. Conflict of Interest

All firms are required to disclose to the City/SACDC any potential Conflict of Interest, may it be pecuniary or

otherwise. If a conflict of interest does exist with the potential successful proponent, the City/SACDC may,

at its discretion, refrain from awarding the project to the proponent.

The proponent covenants that it presently has no interests and it shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of its service hereunder. The

proponent further covenants that in the performance of this contract no person having such known interest shall be employed.

13. Proposal Confidentiality

The Manager of Supplies & Services will consider all proposals as confidential, subject to section 29 “Results” hereof and the provisions set out in the Municipal Freedom of Information and Protection of Privacy Act.

Information pertaining to pricing or any content of the proposals will remain confidential as we reserve the

right to negotiate with all proponents.

Proponents shall not at any time before, during or after completion of the project, divulge any confidential information communicated to or acquired by the proponent or disclosed by the City of Greater Sudbury in

the course of carrying out this project.

The successful proponent further acknowledges that all reports, data, documents, materials and information

of any kind whatsoever prepared in the course of carrying out this project are the sole and exclusive property of the City of Greater Sudbury and shall not be disclosed or released to any person or organization

without the prior written consent of the City of Greater Sudbury.

14. Costs Incurred by Proponents

All expenses involved with the preparation and submission of Proposals to the City of Greater Sudbury, or

any work performed in connection therewith shall be borne by the proponent. No payment will be made for any Proposals received or for any other effort required or made by the proponent prior to commencement of

work as defined by the Proposal approved by the City of Greater Sudbury.

15. Proposal Expiry Date

Proponents hereby acknowledge that offers contained within their Proposals shall be irrevocable for a period

of ninety (90) days from the closing date of the RFP or until a contract is signed with the successful proponent, whichever comes first.

16. Presentations

The City/SACDC may require proponents to give a presentation in support of their Proposal.

17. Exclusivity Clause

The City/SACDC makes no guarantee of the value or volume of work to be assigned to the successful

proponent. The Agreement executed with the successful proponent will not be an exclusive contract for the provision of the described deliverables. The City/SACDC may contract with others for the same or similar

deliverables to those described or may obtain the same or similar deliverables internally.

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CONTRACT AIR13-3


18. Indemnification

The successful Proponent shall indemnify and hold harmless the City/SACDC, its officers, council members,

partners, agents and employees from and against all actions, claims, demands, losses, costs, damages, suits or proceedings whatsoever which may be brought against or made upon the City/SACDC and against all loss,

liability, judgments, claims, suits, demands or expenses which the City/SACDC may sustain, suffer or be put to resulting from or arising out of the Successful proponent’s failure to exercise reasonable care, skill or

diligence or omissions in the performance or rendering of any work or service required hereunder to be performed or rendered by the successful proponent, its agent, officials and employees.

19. Commercial General Liability Insurance

The successful proponent will be responsible for submitting a copy of a General Commercial Liability

Insurance Certificate for this project in the amount of $2 Million with the Sudbury Airport Community

Development Corporation named as the additional insured in addition to the City of Greater Sudbury. This

policy must not contain a limitation, exclusion or restriction that would otherwise limit coverage for loss

caused by failure to perform.

20. Automobile Liability Insurance

The successful proponent will be responsible for submitting a copy of Automobile liability insurance in respect of licensed vehicles shall have limits of not less than $2,000,000 insurance per occurrence for

bodily injury, death and damage to property covering all licensed vehicles owned or leased by the Proponent

and endorsed to provide the City/SACDC with not less than 30 days notice in writing in advance of any cancellation.

21. Criminal Checks

Criminal checks must be submitted by the successful proponent for all employees prior to contract award. All employees must have cleared the criminal check prior to be able to work on City property. If new

employees are brought on during the course of the contract, new criminal checks must be provided to the City and cleared to work on City property.

22. WHMIS REQUIREMENTS

a) The Contractor shall ensure that all cleaning chemicals are labelled with appropriate WHMIS

labels listing contents and volatility. The Contractor is responsible to provide, maintain and up-date complete Material Safety Data Sheets for all cleaning chemicals used on the

premises. The sheets must be posted or available in a conspicuous location for the building’s occupants and the Contractor’s employees. The Contractor shall furnish to the

City representative copies of Material Safety Data Sheets, for all products used, prior to

beginning services in the facility.

b) All employees under the Contractor’s supervision will have the appropriate WHMIS training through the Contractor’s resources and at the Contractor’s sole expense.

c) Where the facility is utilizing Electronic MSDS Management software, the Contractor shall ensure MSDS information is provided to the facility Co-ordinator for insertion into the

system. Providing this information does not alleviate the Contractor from maintaining MSDS hard copies on site as required by regulations.

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22. WHMIS REQUIREMENTS con’t

d) The Contractor shall have established procedures, specific to the facility and the individual

product to ensure occupant’s health and the environment is not jeopardized during spillage,

leaks, release of seepage of products under its control. Procedures are to be in place and

forwarded to the facility manager no later than one month from commencement of the contract.

e) The successful proponent will provide a list of Workers/Employees who will be reporting

to the City of Greater Sudbury job sites and proof of WHMIS training for each.

23. Assignment

The successful proponent will not assign this Agreement, or any part thereof, without the prior written

approval of the City, which approval may be withheld by the City/SACDC in its sole discretion or may be given subject to such terms and conditions as the City/SACDC may impose.

24. Record and Reputation

Without limiting or restricting any other right or privilege of the City and regardless of whether or not a Tender or Proposal or Proponent otherwise satisfies the requirements of a Tender or RFP, the City/SACDC

may reject summarily any Proposal or Tender from any person where:

1) In the opinion of the Council of the City of Greater Sudbury, the Board of the SACDC, CEO of

the SACDC or the Manager of Supplies & Services/Purchasing Agent, the commercial relationship between the City/SACDC and the Proponent has been impaired by the prior

and/or current act(s) or omission(s) of such Proponent including but not limited to:

a) litigation with the City/SACDC;

b) the failure of the Proponent to pay, in full, all outstanding payments (and where

applicable, interests and costs) owing to the City/SACDC by such Proponent, after the City/SACDC has made demand for payment of same;

c) the refusal to follow reasonable directions of the City or to cure a default under any

contract with the City/SACDC as and when required by the City/SACDC or the City/SACDC Representatives;

d) the Proponent refusing to enter into a contract with the City/SACDC after the

Proponent’s proposal, bid or quote has been accepted by the City/SACDC; e) the Proponent refusing to perform or to complete performance of a contract with

the City, at any time, after the Proponent has been awarded the contract by the

City/SACDC;

f) act(s) or omission(s) resulting in a claim by the City/SACDC under a bid bond, a performance bond, a warranty bond or any other security required to be submitted

by the Proponent on a RFP or a Tender; within the five (5) year period immediately

proceeding the date on which the RFP/Tender is awarded;

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CONTRACT AIR13-3


24. Record and Reputation con’t

2) In the opinion of the Council of the City of Greater Sudbury, the Board of the SACDC, CEO of

the SACDC or General Manager or the Manager of Supplies & Services/Purchasing Agent or designate, there are reasonable grounds to believe that it would not be in the best interests

of the City/SACDC to enter into a contract with the Proponent, including (without limiting the generality of the foregoing);

a) the conviction of that person or any person with whom that person is not at arm’s

length within the meaning of the Income Tax Act (Canada) of an offence under any

taxation statute in Canada;

b) the conviction or finding of liability of that person under the Criminal Code or other legislation or law, whether in Canada or elsewhere and whether of a civil, quasi-

criminal or criminal nature, of moral turpitude including but not limited to fraud,

theft, extortion, threatening, influence peddling and fraudulent misrepresentation; C) the conviction or finding liability of that person under the Environmental Protection

Act, or corresponding legislation of any other province or any member of the European Union or the United States of America, where the circumstances of that

conviction evidence a gross disregard of the part of that person for the environmental well-being of the communities in which it carries on business.

d) the conviction or finding of liability of that person relating to product liability or occupational health or safety, whether of Canada or elsewhere, where the

circumstances of that conviction evidence a gross disregard on the part of that person for the health and safety of its workers or customers;

e) the conviction or finding of liability of that person under the Securities Act or the corresponding legislation of any other province or any member of the European

Union or the United States of America or any state thereof.

25. WSIB

All Proponents are requested to submit with their RFP, or part of a pre-qualification, a certificate of good standing from the Worker’s Safety and Insurance Board of Ontario or Independent Status.

a) Please provide the following:

i. Workplace Safety & Insurance Board Firm Number

ii. Workplace Safety & Insurance Board Account Number iii. a “Clearance Certificate” issued by WSIB indicating that the Proponent’s account is

in good standing.

b) The Proponent understands and agrees that the provisions of the Occupational Health & Safety Act and Regulations and the City’s Health Safety policies will be strictly adhered to at

all times.

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25. WSIB con’t

c) The will provide the following equipment when reporting on construction, renovation or

service contracts, where required:

Hard hat; reflective traffic vest; first aid kit; flares; fire extinguisher; hearing protection; eye

protection; CSA approved foot wear, and that the equipment will be maintained in good operating order.

d) The WSIB does recognize “Independent Operators” in the construction industry. This

individual will have the following characteristics:

- offers services to various firms; reports to the government as a self-employed business (Canada

Revenue Agency/HST); owns and operates his/her equipment.

This person therefore is not automatically covered for WSIB purposes. This person must contact

WSIB for a “worker status ruling” as an independent operator and subsequently provide the City with a copy of the letter from the WSIB.

26. Errors and Omissions

The City/SACDC shall not be held liable for any errors or omissions in any part of this RFP. While the

City/SACDC has used considerable effort to ensure an accurate representation of information in this RFP, the

information contained in the RFP is supplied solely as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by the City/SACDC, nor is it necessarily comprehensive or

exhaustive. Nothing in the RFP is intended to relieve the Proponents from forming their own opinions and conclusions with respect to the matters addressed in the RFP.

27. Alternative Proposals

Proponents may wish to submit ONE (1) or more proposals representing an alternative to the requirements of the Terms of Reference. Such alternatives are welcome, provided that they comply with the essential

requirements set forth in this document and contain adequate justification (including costs) to the

alternatives to allow comparison to the base submissions. The evaluation committee will be the sole decision maker on what alternative is acceptable. Proposals that do not comply with the essential

requirements are not encouraged and will be rejected. If you are submitting an alternative proposal, attach the alternative to the Proposal Bid Form and submit in ONE (1) envelope. Do not alter the original Proposal

Bid Form provided.

28. Acceptance of Proposal

The proponent agrees that, notwithstanding anything to the contrary in this Request for Proposal that a

maximum of ninety (90) days shall be allowed between the date that Proposals are opened and the date that a Proposal is awarded, cancelled or recalled.

The proponent agrees that the City/SACDC has the right to accept all, any or none of the Proposals submitted. The proponent also agrees that the lowest or any Proposal will not necessarily be accepted.

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CONTRACT AIR13-3


28. Acceptance of Proposal (continued)

Following contract award, the Manager of Supplies & Services shall notify the successful proponent that its

Proposal has been accepted. The agreement will also be sent to the successful proponent, with instructions on how to properly complete and sign the document.

The successful proponent shall have not more than fourteen (14) calendar days from receipt of the

document for the execution of the contract document. Failure to execute the contract documents or to provide the necessary guarantees, insurance, etc. within the specified time may result in the forfeiture of the

Proposal Deposit if applicable.

29. Withdrawal Procedures

A proponent may request that his or her submitted proposal be withdrawn, up until the closing time for a

particular contract. Withdrawals can only be made in person and the proponent wishing to withdraw from a

particular RFP must attend at the Purchasing Agent’s office and execute an appropriate withdrawal form, signed by a principal of the proponent, or provide a letter from the proponent, signed by a principal,

withdrawing the Proposal. The Agent and Treasurer together shall then open the Proposal Box, retrieve the withdrawn Proposal and hand it back unopened to the proponent. The completed withdrawal form, specific

to the time of return, shall then be signed by the Agent and Treasurer, placed into the Proposal Box and the Proposal Box re-locked.

The Proposal Deposit shall be forfeited to the City when a proponent attempts to withdraw his or her Proposal after Proposals have been opened, in addition to any consequence or legal penalty that may apply.

30. Invoicing Instructions

The successful Proponent will be required to make reference to the Contract Number (AIR13-3) or Purchase Order Number, if applicable, on all invoices relating to this Tender. Failure to indicate the

Contract Number and/or Purchase Order Number may result in the delay or non-payment of invoices for this Contract. Invoices can be sent via email to [email protected] or by mail Attention: Accounts Payable, PO Box 5000, 200 Brady Street, Sudbury, ON P3A 5P3.

31. Results

The name of the successful proponent and the accepted price shall be deemed public information following

the award of the contract; however, unit prices will not be disclosed where proposals were requested as a total contract price. We reserve the right to publish the total evaluation scores of all proponents and the

total bid amount of the successful proponent. Unsuccessful proponents may request information regarding

their evaluation from the Purchasing Agent or his/her designate.

32. Privilege Clause

The lowest or any proposal not necessarily accepted.

13


CONTRACT AIR13-3


33. Communications

All communication (including clarification required from a technical perspective and/or from a purchasing

perspective) between the CGS and prospective vendors MUST BE in written format via email or fax. To facilitate comprehensive responses, proponents are encouraged to email their questions as soon as possible

as indicated in the covering letter to [email protected] or fax to 705-671-8118.

No verbal instructions or verbal information to proponents will be binding on the CGS. Do not contact any

other staff persons, other than Dave Barrett, Supplies and Services Co-ordinator at ext. 4255, regarding this Proposal. This is to ensure that all proponents receive the same answers to all questions

and in the case of RFP evaluations, Committee members are not subject to lobbying.

Proponents that do not follow this instruction may be subject to disqualification.

34. Electronic Commerce

When proponents are provided with the option of emailing their proposal response to the noted tender email

address, please ensure that the representative authorized to bind the corporation/company/partnership signs the proposal bid form via electronic signature.

35. Terms of Payment

The terms of payment for all invoices relating to this tender/proposal are net 30 days unless otherwise specified in the document.

36. Anti-Idling

The City of Greater Sudbury endeavours to be an environmentally responsible municipal government. We encourage contractors performing on behalf of the CGS to avoid, whenever possible, unnecessary engine

idling.

37. Harmonized Sales Tax

Where applicable, the City of Greater Sudbury will pay HST on taxable purchases. More information on the

implementation of HST can be found at www.Ontario.ca/taxchange or www.cra.gc.ca.

All prices shall be provided in Canadian Funds; inclusive of all applicable customs duties, levies and taxes,

except for HST.

Prices shall be F.O.B. destination and shall include all fees, charges, surcharges and/or expenses associated with the delivery of any kind.

14


http://www.ontario.ca/taxchange

http://www.cra.gc.ca/

CONTRACT AIR13-3


38. Accessibility The City/SACDC is committed to the accessibility principles of preventing and removing barriers in accessing

goods and services for people with disabilities and is bound by the Standards under the Accessibility for Ontarians with Disabilities Act, 2005 as may be amended from time to time.

Regulations enacted under the Act apply to every designated public sector organization and other third parties that provide goods and services to the members of the public.

The successful proponent, and all sub-contractors hired by the successful proponent in the completion of its

work, where applicable, will meet or exceed compliance with all applicable regulations under the Accessibility for Ontarians with Disabilities Act, 2005 as may be amended from time to time.

It is the successful proponent’s responsibility to ensure it is fully aware of, and meets all requirements under the Act. A Declaration of Accessibility Compliance will be required by the successful proponent(s).

The Accessibility for Ontarians with Disabilities Act, 2005 can be reviewed at: http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_05a11_e.htm

39. Document Accessibility Compliance

The City/SACDC recognizes situations where it is not practicable to present content in an accessible format. In these cases, best efforts are used to provide citizens an accessible alternative or assistance in acquiring the

information they need.

However, it should be noted that these should be exceptional circumstances - and in most cases, it is in

fact practicable to present content in an accessible format.

40. CANCELLATION OR DELETION

The City/SACDC reserves the right to reject any or all Tender/Proposals and the lowest or the highest, as the

case may be, will not necessarily be accepted.

The City/SACDC reserves the right to cancel or delete any portion of the work and the Proponent agrees to such cancellation or deletion without any claim whatsoever because of such cancellation or deletion.

The City/SACDC, in its unfettered discretion, may declare a specific work not within the intent of this contract because of scope or quantity and reserves the right to call and let a separate Tender/Proposal for a similar

work covered hereby and the Proponent acknowledges such right and waives any claim for the City's exercise thereof in good faith.

Notwithstanding the acceptance of a Tender/Proposal or the awarding of the contract by the Manager of

Supplies and Services, the contract shall not become effective and shall not be binding upon the municipality

until a written contract embodying the instructions, specifications, terms and conditions set out in the Tender/Proposal documents and the accepted Tender/Proposal of the successful Proponent, has been

executed by the City/SACDC.

In the event of strikes, accidents or unexpected events causing stoppage of work, the City/SACDC reserves

the right to suspend this contract.

15

http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_05a11_e.htm


41. Employment Standards Act

As per the Employment Standards Act, information regarding existing employees will only be provided to

those proponents who request the information during the RFP process. This information will not

be posted in the RFP document or addenda.

16

SCHEDULE "C"

to By-Law 2006-270 as amended, of the City of Greater Sudbury Page 1 of 2

IRREGULARITY RESPONSE

1 Late Bid. Automatic rejection and not opened or read publicly.

2 Unsealed Envelope. Automatic rejection.

3 No Bid Security or agreement to bond or insufficient Bid Deposit or

agreement to bond.

Automatic rejection.

4 Bids completed and/or signed in

erasable medium. Automatic rejection.

5

All required sections of Bid

documents not completed.

Automatic rejection unless, in the consensual opinion of the Agent, General Manager in charge of the Bid

Solicitation and the City Solicitor, the incomplete nature is trivial or insignificant.

6

Qualified Bids (Bids qualified or

restricted by an attached statement).

Automatic rejection unless, in the consensual opinion of the Agent, General Manager in charge of the Bid

Solicitation and the City Solicitor, the qualification or

restriction is trivial or not significant.

7

Bids received on documents other

than those provided or specified by the City.


8 Bids Containing Clerical Errors, which are trivial or insignificant.

48 hours to correct and initial errors. The determination

of what constitutes trivial or insignificant errors shall be made in the consensual opinion of the Agent, General

Manager in charge of the Bid Solicitation and the City Solicitor

9

Failure to execute Agreement to

Bond (Surety's Consent) or Bonding company corporate seal or

signature missing from Agreement to Bond.


10 (a) Failure to execute Bid Bond by

Bidder and Bonding Company. Automatic rejection.

(b) Corporate seal of the Bidder and

Bonding Company, missing. 48 hours to correct.

11 Documents - Execution

(a)

Corporate seal or signature

missing; signatory's authority to bind the corporation or signature

missing.

48 hours to rectify situation.

(b)

Corporate seal and signature missing; signatory's authority to

bind the corporation and signature missing.


17

SCHEDULE "C" to By-Law 2006-270 as amended, of the City of Greater Sudbury Page 2 of 2

IRREGULARITY

RESPONSE

12

Erasures, Overwriting or Strike-Outs which are not initialed:

(a)

uninitialled changes to the Tender documents, other than unit prices, which are trivial or not significant;

48 hours to initial. The determination of what constitutes trivial or insignificant uninitialled changes shall be made in the consensual opinion of the Agent. General Manager in charge of the Bid Solicitation and the City Solicitor.

(b)

unit prices in the Schedule of Prices have been changed but not initialed and the Contract totals are consistent with the price as changed;

48 hours to initial change in unit price. The determination of what constitutes trivial or insignificant uninitialled changes shall be made in the consensual opinion of the Agent, General Manager in charge of the Bid Solicitation and the City Solicitor.

(c)

unit prices in the Schedule of Prices which have been changed but not initialed and the Contract totals are inconsistent with the price as changed;


13

Mathematical errors which are not consistent with unit prices.

48 hours to initial corrections as made by the Supplies and Services Division.

14

Bids, in which all necessary Addenda, which have financial implication, have not been acknowledged.


15

Any other irregularities.

The Agent, General Manager in charge of the Bid Solicitation and the City Solicitor acting in consensus shall have authority to waive other irregularities or grant 48 hours to initial such other irregularities, which they jointly consider to be trivial or insignificant.

18

Certificate of Insurance - Contractors

This is to certify that the insured, named below is insured as described below.

Name of Insured Telephone Number (Area Code)

Insured’s Address City Postal Code

Contract Title and Number To Which This Certificate Applies

Full Description of Work

LIABILITY

INSURER’S NAME

POLICY NUMBER

EFFECTIVE DATE

yr mo day

EXPIRY DATE

yr mo day

LIABILITY LIMITS

(Bodily Injury & Property Damage-

Inclusive)

DEDUCTIBLE

Commercial General Liability

$

$

Umbrella/Excess

□ Follow Form Auto

□ Follow Form Liability

$

$

Commercial General

Liability

Includes: Occurrence Basis, including Personal Injury, Property Damage, Broad Form Property Damage (including Completed Operations), Contractual Liability, Non-Owned Auto Liability, Operations Performed by Sub-Contractors, Employees As Additional Insureds, Products–Completed Operations,

Contingent Employers Liability, Cross Liability Clause and Severability of Interest Clause.

CHECK WHICH OF THE FOLLOWING ARE INCLUDED IN THE COMMERCIAL GENERAL LIABILITY POLICY:

□ CCDC Compliance □ Total Pollution Exclusion □ Standard Pollution Exclusion □ Limited Pollution Coverage (120 Hour)

□ Hot Process Roofing Exclusion / Restriction □ Off-Premise Welding Exclusion □ Off-Premise Welding Limit $

CHECK WHICH OF THE FOLLOWING ARE INCLUDED IN THE COMMERCIAL GENERAL LIABILITY POLICY: (When NOT Performed By Sub-Contractors)

□ Underpinning Coverage □Pile Driving Coverage □Demolition Coverage □Blasting Coverage □ Collapse

The CITY OF GREATER SUDBURY and the SUDBURY AIRPORT COMMUNITY DEVELOPMENT CORPORATION has been added as an additional insured to the above policies but only with respect to their interest in the operations of the Named Insured.

OTHER POLICIES INSURER’S NAME POLICY NUMBER EFFECTIVE DATE

yr mo day EXPIRY DATE

yr mo day LIMITS OF COVERAGE

Motor Vehicle Liability “All vehicles owned or operated by the insured”

$

Builder’s Risk

$

Environmental Impairment Liability

$

Asbestos Abatement

$

Mold Remediation

$

Professional Liability

$

Watercraft

$

Other

$ This certifies that the policies of insurance described above have been issued by the undersigned to the Insured named above and are in force at this time.

If cancelled or materially changed in any manner that would affect the CITY OF GREATER SUDBURY as outlined in coverage specified herein for any reason, so as to affect this

certificate, thirty (30) days prior written notice with the exception of motor vehicle liability being fifteen (15) days prior written notice, by registered mail or facsimile transmission will be given by the insurer(s) to:

CITY OF GREATER SUDBURY, ATTENTION: RISK MANAGEMENT / INSURANCE OFFICER 200 BRADY STREET, P.O. BOX 500, STATION A, SUDBURY, ON, P3A 5P3 FAX: (705) 673-0344

This certificate is executed and issued to the aforesaid City of Greater Sudbury, the day and date herein written below.

Name and Address of Insurance Company or Broker (completing form)

Telephone Number with Area Code

Fax Number with area code

Name of Authorized Representative or Official (Please Print)

Signature of Authorized Representative or Official

Date (Year, Month, Day)

19

Surname (Please print) First Name and Initials Maiden Name if Applicable

Date of Birth Gender Drivers Licence Number

D M Y M F

Street Address Apt. No. City Province

Postal Code Telephone - Home

( ) -

Place of Employment City

Occupation Telephone - Work

( ) - ext.

Copy of Photo Identification showing address and date of birth attached (i.e. driver’s licence)

I, authorize the Greater Sudbury Police Service

to collect personal information concerning myself including police history and police contact information from sources other than myself. This information is to be used for the purpose of assessing my suitability for the provision of services for the Greater Sudbury Police Service and/or the City of Greater Sudbury. I further authorize the release of this information to the Greater Sudbury Police Service by the person(s) or organization(s) who possess it. ______ Please initial. I have been informed I have the right to decline to consent to the collection of my personal information for the purpose of a Security Clearance Check and I hereby consent to the Greater Sudbury Police Service conducting an investigation for that purpose. ______ Please initial. I hereby authorize the Greater Sudbury Police Service to notify the City of Greater Sudbury and my employer, ________________________________________, should a Security Clearance be granted. ______ Please initial. I further understand and acknowledge that should the Greater Sudbury Police Service, in their sole discretion, decline to provide a Security Clearance that no information will be provided to the City of Greater Sudbury or my named employer, beyond a confirmation that the Security Clearance has been declined. ______ Please initial. Should I be charged or found guilty of any criminal offence, I undertake to inform my named employer for which the Security Clearance was granted. ______ Please initial.

Signature of Applicant

NOTE: INFORMATION IS COLLECTED AND DISCLOSED ACCORDING TO SECTIONS 29(1) AND 31 OF THE MUNICIPAL FREEDOM OF INFORMATION

AND PROTECTION OF PRIVACY ACT AND WILL BE USED IN ORDER TO CONDUCT A SECURITY CLEARANCE FOR THE PROPER ADMINISTRATION AND SECURITY OF THE BUILDINGS, PERSONNEL AND ACTIVITIES OF THE GREATER SUDBURY POLICE SERVICE. ANY QUESTIONS

CONCERNING THE COLLECTION OF THIS INFORMATION SHOULD BE DIRECTED TO THE HUMAN RESOURCES BRANCH, GREATER SUDBURY

POLICE SERVICE, 190 BRADY STREET, SUDBURY, ON. P3E 1C7, PHONE: 675-9171 EXT. 6626.

(ADM09a.05/06)

Revised 12/08

GREATER SUDBURY POLICE SERVICE

PERSONAL INFORMATION RELEASE SECURITY CLEARANCE FOR SERVICE PROVIDER

(Over)

20

Signature of Member Requesting Security Clearance Empl. Number Date

Purpose for Security Clearance Date Required For

FOR OFFICE USE ONLY

CHECKS Negative or Attached Name & Empl. # CPIC

CNI

NICHE

ARCHIVED

MTO

DATE COMPLETED:

21

(Sample)

IRREVOCABLE LETTER OF CREDIT Letter of Credit No. _______________ Amount: $ _____________ Initial Expiry Date: _______________ TO: The City of Greater Sudbury

P.O. Box 5000, Station “A” Sudbury, ON P3A 5P3

WE HEREBY AUTHORIZE YOU TO DRAW ON THE

(Name of Bank and Branch)

(of , ) City Postal Code for the account of

(Bank Customer) UP TO THE AGGREGATE AMOUNT OF ___________________________________________ (Dollar Amount, Canadian) $ , Payable on Demand. (available on demand as follows) PURSUANT TO THE REQUEST OF our customer____________________________________

(Bank Customer) we the ,

(Name of Bank) hereby establish and give to you an Irrevocable Letter of Credit in your favour in the total amount of ______________________as required pursuant to an Agreement made between the City of Greater Sudbury and _________________________which may be drawn in whole or in part by you at any time, and from time to time, upon written demand for payment made upon us by you, which demand we shall honour without inquiring whether you have the right as between yourself and the (our) said customer to make such demand, and without recognizing any claim of our said customer, (or objection by customer of payment to you).

WE UNDERSTAND THAT THIS LETTER OF CREDIT relates to services to be performed pursuant to an agreement between the customer and yourself and referred to as the _____________________________________________________________________

(Name of Project or Contract Name and Number) THE AMOUNT of this Letter of Credit may be reduced from time to time as advised by notice in writing (given to us) to the undersigned from time to time by you.

22

It is understood that this obligation is between the ___________________________________________________________________________ (Bank Name) and the City of Greater Sudbury and any notice referred to in the preceding paragraph shall not be used for any other purpose than herein set forth. It is understood that the obligation of the undersigned under this Letter of Credit is an obligation to pay money only and that in no circumstances shall the_______________________________ (Bank Name) be obliged to perform or cause to be performed any work under the said Agreement. THIS IRREVOCABLE LETTER OF CREDIT will continue in force for a period of one year, but shall be subject to the condition hereinafter set forth. IT IS A CONDITION of this Letter of Credit that it shall be deemed to be automatically extended without amendment for year to year from the present or any future expiration date hereof, unless at least 30 days prior to any such future expiration date, we notify you in writing by registered mail that we elect not to consider this Letter of Credit to be renewable for any additional period. The demand drawn under this Irrevocable Letter of Credit is to be endorsed and shall state on its face that it is drawn on

(Bank Name) (Bank Address)

Irrevocable Letter of Credit # , dated . DATED AT , Ontario, this __ day of _________, 20__. COUNTERSIGNED BY:

(Name of Bank)

Per: ________________________________________________ “I have the authority to bind the (Name of Bank/Caisse Populaire/Credit Union)” Per: ________________________________________________ “I have the authority to bind the (Name of Bank/Caisse Populaire/Credit Union)”

23

(SAMPLE) AGREEMENT TO BOND

We, the undersigned, hereby agree to become bound as for a bond (BIDDER’S NAME) totalling One Hundred Per Cent (100%) of the Contract amount, and conforming to the Instruments of Contract attached hereto, for the full and due performance of the works shown as described herein, if the TENDER FOR is (CONTRACT NUMBER & TITLE) accepted by the City of Greater Sudbury. It is a condition of this Agreement that if the above mentioned Tender is accepted, a Performance Bond and Labour and Material Payment Bond must be completed with the undersigned within fourteen (14) days of acceptance of the Tender related thereto, otherwise this Agreement shall be null and void. DATED this day of 2013 Name of Bonding Company SEAL Signature of Authorized Person Signing for Bonding Company

24



Terms of Reference

25


Term of Contract The term of this contract is for a three (3) year, four month period with year 1 being a 16 month period commencing Sept. 1, 2013 to Dec 31, 2014, year 2 being a 12 month period (Jan.1, 2015 to Dec. 31, 2015), year 3 being a 12 month period (Jan.1, 2016 to Dec. 31, 2016) at a pre-determined rate, with an option to extend at the SACDC’s sole discretion upon the same terms and conditions, for an additional two (2), years (Jan. 1, 2017 to Dec. 31, 2018) subject to acceptable rate negotiations, mutually acceptable to both parties. PART A – SCOPE OF WORK The Greater Sudbury Airport is one of the busiest airports in Northern Ontario and is currently served daily by Bearskin Airlines, Air Canada , Porter Airlines, as well as, sun destination charters through Sunwing Airlines. Additionally, there are many unscheduled charters or private flights serviced daily by the airport. As a community “port of entry”, the airport sets a first impression of the City for the travelling public. Maintaining first class cleanliness of this facility is essential to ensuring a good first impression and is the intent of this contract. The Contractor will be required to have sufficient staff on duty during daytime and evening hours to perform all tasks and duties identified in this document within in a timely manner. The Contractors employees shall act as cleaners and porters who shall maintain the cleanliness of the buildings at the quality standards identified in this document. PART B – BUILDINGS AND USAGE STATISTICS Air Terminal Building The Contract shall include all common use spaces of Air Terminal Building, including the airport administration office. The contract excludes all other offices spaces that are leased by tenants as well as the restaurant. Areas included in the contract can be identified in Appendix A of this document. The following are the historical annual total enplaned and deplaned passenger figures for the regularly scheduled and charter airlines operating at the Greater Sudbury Airport, along with estimates over the next two years. These figures are provided as an aid to help estimate overall building usage for the purposes of this RFP. The Greater Sudbury Airport assumes no responsibility in the event that these passenger levels are not obtained in future years.

26


In addition to these passenger statistics, it is estimated an additional 200,000 people a year pass through the Greater Sudbury Airport terminal building as ‘meters and greeters’, bringing the current total approximate annual building usage to approximately 450,000. The Air Terminal Building also employs approximately 25-30 full time equivalent employees at any given time. The Air Terminal Building is a two floor building and the total square footage of this is approximately 27,000 sq. ft. Coverage of office space and common use spaces are summarized as the following:

Arrivals Area (including baggage belt area) Security Operations Control Centre (SOCC) Babbage Room Customs Office Pre-Board Screening room (Departures Lounge) – Please see requirements under the “Security

Heading”

Check-in and arrivals lounge, queuing and counters Hold Baggage Screening (HBS) Vestibules and Gates Six (6) public washrooms, one (1) employee washrooms All corridors and foyers Administration offices

Areas included in the contract can be identified in Appendix A of this document.

27


Airport Personnel Building The Airport Personnel Building (formerly the ‘Airport Administration Building’) is a two floor building, the total square footage is approximately 6,700 sq. ft. and contains mostly office spaces leased by tenants. There are an approximate total of 40 full time-equivalent employees who occupy this building. Areas to be included in this contract can be summarized as the following:

All corridors All foyers All vestibules Security office Second Floor Offices Medical Room Four (4) employee washrooms

Areas included in the contract can be identified in Appendix A of this document.

Civil Aviation Building (Transport Canada) The Civil Aviation building is approximately 1,500 sq. ft. and is occupied by approximately 10 employees. All interior spaces of this building are to be included in the parameters of this contract.

28


PART C – OPERATING SCHEDULE AND COVERAGE HOURS The Greater Sudbury Airport operates 365 days a year and its official building hours are 4AM to 12AM, or after the last arriving aircraft. In keeping with this, the contractor must supply a suggested janitorial coverage schedule. Coverage is not required for all building operating hours; however, there must be sufficient coverage as to not experience extreme service shortages or large gaps in service during operating hours. During the winter months, special attention must be given to high traffic areas and entrances, the contractor should provide a suggested winter schedule. Flight schedules may also affect the cleaning schedule. The current flight schedule is attached as Appendix B, however this is subject to change without notice from airline providers. As such the contract provider must be prepared to adjust the schedule as needed to accommodate in-bound and out-bound flights. If additional hours deem to be required due to flight schedules, additional fees must be negotiated with the Greater Sudbury Airport management prior to implementation. Coverage must also be provided for weekends and holidays as the Air Terminal Building remains open for all statutory holidays. Office areas are to be cleaned before or after regular office hours which are currently scheduled as 8AM to 5PM, this may be subject to change. The Contractor will be required to complete a total of two hours weekly at the Civil Aviation building (Transport Canada) on a schedule agreed upon between Transport Canada and the Greater Sudbury Airport. This schedule will be provided to the Contractor, any deviation of this schedule should be vetted with airport management prior to implementation. The hours for this should be included in the overall suggested schedule. Business hours of Transport Canada are 8AM to 4PM and cleaning of this building will take place during their operating hours. While the contractor is free to enter into cleaning agreements with other tenants on the airport property, under no circumstances should these tasks be performed while the contractor is under hire by the Greater Sudbury Airport.

29


PART D – SAFETY AND SECURITY CLEARANCE All employees of the successful proponent, who perform services at the Greater Sudbury Airport must, prior to commencing work, provide at their own cost, a Consent to Disclosure of Personal Information form bearing the Greater Sudbury Police Service Corporate Seal. Additionally, cleaning staff are required to apply for and receive a Restricted Area Identity Card (RAIC) issued by Transport Canada before entering any restricted area, unescorted, at the Greater Sudbury Airport. This application requires personal information and fingerprinting of each employee. This application will be processed through the Security Services at the Greater Sudbury Airport. Many areas in the terminal building are designated as restricted and may have limited access. The Contractor is to ensure only authorized personnel enter these areas, at the designated times, and that employees understand and follow established airport security procedures. A breach of any security regulation may result in a RAIC pass suspension. Escorting of non-RAIC holding employees may be available within restricted areas while new or temporary employees await security clearance. Escorting must be requested in advance and will only be made available on a temporary basis and upon security personnel availability. Special consideration must be given to the Pre-Board Screening (PBS) room where access to people and equipment is limited due to active screening of passengers during boarding periods. This must be considered when developing the intended schedules. Keys, identification tags and access cards to the building will be kept at the airport security information centre in the Air Terminal Building and must be signed out at the beginning and returned at the end of each shift. Any keys issued to the Contractor’s employees will be the responsibility of the Contractor. All keys must be signed for by the contracting firm. Any lost or stolen keys, pass cards or identification must be reported immediately to security. Each employee identified by the Contractor will park their vehicle in the “employee parking lot” for which a parking pass will be issued by the Greater Sudbury Airport annually. If an employee ceases employment the parking pass must be returned to airport security. This parking pass is for the sole use of the employee, any abuse of this pass will result in a parking pass suspension.

30


PART E – EQUIPMENT AND PRODUCTS The Contractor shall supply, at its own cost, all equipment, materials and cleaning supplies necessary to perform the work specified in the contract within the standards identified in this document. All equipment must be maintained in proper and safe working condition. Spare equipment must be made available for replacement in the event of damaged, non-functional equipment. All equipment should meet current energy efficiency standards. The proponent is to provide a complete list of equipment, supply types and brands they plan to use for the duration of the contract. Preference will be given to environmentally/health friendly products. The cleaning materials cannot be substituted without prior approval from the Greater Sudbury Airport. All permanent fixtures (I.E. toilet paper dispensers) related to janitorial services in the buildings included in the contract will be purchased, installed and maintained by the Greater Sudbury Airport. The Contractor will be responsible for supplying the associated products (toilet paper, paper towels, soaps etc.) and re-filling these fixtures, as needed. It is expected of the Contractor to advise the Greater Sudbury Airport if any of these fixtures require obvious maintenance or replacement.

31

CONTRACT AIR13-3


PART F – DESCRIPTION OF SERVICES General Janitorial Functions, Descriptions and Schedules Attached as Appendix C of this document are detailed lists of expected functions, descriptions and frequency of janitorial duties. These are generally recommended minimum standard. The proponent shall provide a proposed schedule of janitorial coverage, which will be approved, by airport management and shall ensure all employees are familiar with the duties and schedules. The contractor shall ensure the continuous implementation of these programs; any significant deviations must be approved by airport management prior to implementation. Attached as Appendix D of this document, is a sample washroom janitorial, sign off sheet. The Contractor will be responsible for establishing appropriate washroom cleaning schedules for each public and employee washroom, printing off weekly sign-off sheets and ensuring employees sign-off at appropriate times. The purpose of this practice is to ensure accountability, but also to assure the travelling public that responsible cleaning practices are in place at the airport. Standards of Service Attached as Appendix E of this document are the minimum standards required for janitorial services at the Greater Sudbury Airport. The Contractor must maintain these standards at all times for the duration of the contract. Garbage and Recyclables During the course of a cleaner’s shift at the Greater Sudbury Airport, garbage shall be collected as frequently as possible and stored inconspicuous to the general public. Garbage must be transported out of the building to the appropriate garbage or recycle bins no later than the end of a shift. Currently, the garbage bins are located adjacent to the employee parking lot and the recycle bins are located beside Personnel Building. The contractor shall incur all costs and be responsible for replenishing black/green garbage bags, clear/transparent recycling bags and certified compostable organic bags for the duration of the contract.

32


Certified compostable bags for organics must have one or both of these logos stamped on the bag:

All garbage, recycling and organic receptacles shall be emptied and placed in the designated area. Other than bagged shredded paper, all other bagged recyclable materials must be emptied in the centralized collection carts, front-end containers, roll-off bins etc. The centralized containers may be located inside or outside. All garbage, recycling and organic receptacles must be washed periodically. All waste containers/receptacles must be emptied and contain no obvious litter. Unlined containers will have to be washed. The contractor will be required to follow the City of Greater Sudbury’s current Waste Diversion/Recycling Policy and co-operate with future amendments. The contractor must train their employees and ensure that employees are current and compliant with the policy. The Greater Sudbury Airport may increase/decrease the number and location of garbage and recyclables bins, which will be managed by the Contractor in the same way. Hazardous Material The Greater Sudbury Airport will provide sharps containers in each of the public washrooms for needles relating to medical issues; the Contractor shall be responsible for the disposal of the waste products and cleaning the units. The Contractor will not be responsible for the collection and disposal/recycling of other hazardous waste on the airport property. Hand Sanitizers The Greater Sudbury Airport will supply the hand sanitizing units; the Contractor shall provide replacement products with minimum 60-70% alcohol content, as well as ensure the units are filled with product for dispensing.

33


Airport Entrances and Vestibules The Contractor shall be responsible for ensuring the general cleanliness of airport vestibules and entrances. This includes the removal of any garbage and or/cigarette butts that may be found in proximity to the entrances. The Contractor will not be responsible for the removal of garbage from outdoor trash bins. Live Plants On occasion, the airport may place live plants for display in the terminal building; the Contractor will be responsible for the regular ‘watering’ of these plants. The contract or its employees will not be held responsible for the survival or ongoing maintenance of live plants. Observe & Report The Contractor shall promptly report any obvious hazardous conditions, abnormal plumbing, electrical or mechanical conditions observed as well as any damages caused to the building (s) by the Contractor.

34


PART G – ADDITIONAL CONTRACT REQUIREMENTS AND CONSIDERATIONS Contact Information The proponent will be required to provide a contact person, email and phone number for emergency clean ups or unexpected employee injuries or absences. The Contactor must be able to respond, with an expectation to provide reasonable response and assistance, within one hour of being notified.

Inspections The service provider may be subject to inspections from airport management or designate. Inspections may be scheduled or unscheduled; this remains the sole discretion of the Greater Sudbury Airport. Special Projects The proponent shall provide for approval by the Greater Sudbury Airport management a schedule of all special projects. Special projects should include:

Interior and exterior window washing Carpeted Surface Cleaning (shampoo) Terrazzo Floor Stripping and Waxing

The Contractor shall notify the Greater Sudbury Airport management prior to and immediately after the work has been completed. Sufficient notice should be provided for any work that may require moving equipment furniture, or special security clearance. In preparing the schedule of special projects, the contractor shall consult with the Greater Sudbury Airport management in an effort to cause the least inconvenience to the occupants of the buildings and the traveling public, taking into consideration flight schedules. Additional work beyond the approved special projects identified will be reimbursed at reasonable rates, negotiated between the airport management and the Contractor. Environment and Energy Conservation All janitorial duties should be performed in a manner to minimize the water and power waste. The Contractor should, where possible, use environmentally friendly products and practices, detect and report any water system leaks observed and avoid waste through the proper handling and use of cleaning materials. The Contractor shall ensure that all office lights in the facility are switched off when vacating the area.

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Lost & Found The Contractor shall remit any items of value found during the course of janitorial duties to the Security Kiosk where proper protocols and procedures exist for lost & found items. On-Site Direction & Reporting Protocol

Overall direction for janitorial staff will come from the contractor’s management team. On-site direction, in certain circumstances (accidents, spills, problem areas etc.), may also come from the Commissionaires, as they are generally the liaison between the public concern and airport tenants. The Greater Sudbury Airport realizes the importance in ensuring janitorial staff is able to conduct their duties in an efficient manner and as such the following is the standard protocol shared with all tenants of the buildings. “In order to assist our janitorial contractor meet the required cleaning standards for the Greater Sudbury Airport, we would like to ask the cooperation of all tenants and employees. We would ask that all tenants and employees respect that any feedback, direction or instructions for onsite janitorial staff flow through the Commissionaires on shift. All comments regarding janitorial issues should be directed to a commissionaire who will then pass the information on to the custodian on site. Commissionaires will direct any issues or concerns that cannot be immediately addressed to the administration office who will respond in a timely manner.” Direction and information on contract details, special projects, winter work schedules, changes in scope of work etc. will occur between the contractor and the Greater Sudbury Airport management.

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CONTRACT AIR13-3


Proposal Submission Requirements

Proposed Schedule

The proponent shall provide a proposed schedule of janitorial coverage, outlining how they will ensure the continuous implementation of the expected functions and frequencies listed in Appendix C and maintaining the standard of service required by the Greater Sudbury Airport as described in Appendix E.

The proponent shall also include a proposed schedule for special projects including costs to complete.

Proposed Equipment, materials and cleaning supplies

The proponent is to provide a complete list of equipment, supply types and brands they plan to use for the duration of the contract. Preference will be given to environmentally/health friendly products.

References (please use the form provided)

Provide a minimum of three (3) references that have retained similar services from your company. The City reserves the right to contact these references.

Experience and Qualifications (please use the form provided)

Complete the Experience & Qualification Form properly provided and sign where indicated.

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Appendix A

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Appendix A

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CONTRACT AIR13-3


Appendix A

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CONTRACT AIR13-3


Appendix B

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CONTRACT AIR13-3


Appendix B

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CONTRACT AIR13-3


Appendix B

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Appendix C

AIR TERMINAL BUILDING CLEANING SCHEDULE D = Day Shift

A = Afternoon Shift

N = Night WASHROOMS

SHIFT

FREQUENCY

Clean & disinfect toilets, urinals & washbasins D/A/N 3/SHIFT Clean & disinfect contact points: taps, door, counters hardware, flush valves & D/A/N 3/SHIFT

Receptacles Replenish dispensers: soap, toilet paper & hand towels D/A/N 3/SHIFT Empty waste receptacles, feminine hygiene dispensers, replace liner as D/A/N 3/SHIFT

Required Clean & polish mirrors as required D/A/N 3/SHIFT Wash & disinfect floors as required D/A/N 3/SHIFT Spot clean: walls, doors & partitions as required D/A/N 3/SHIFT Sweep floors D/A/N 3/SHIFT Wash floors A/N DAILY NOTE: Day shift must do one last check of washroom prior to leaving.

LUNCHROOMS

SHIFT

FREQUENCY

Damp wipe & disinfect table tops, counter tops, sink & taps D DAILY Empty waste receptacles, replace liners as required D DAILY Sweep and spot clean floors D DAILY Spot clean walls, doors, metal works as required D DAILY

GENERAL OFFICES

SHIFT

FREQUENCY

Vacuum all carpets, spot clean as required D DAILY Empty waste receptacles, replace liners as required D DAILY Wipe desk top, dust as required D DAILY Spot clean walls, doors & metal work as required D DAILY Sweep & damp mop hard surface floors D DAILY

ENTRANCES & VESTIBULES

SHIFT

FREQUENCY

Vacuum carpets & matting D/A/N DAILY Sweep & mop hard floor surfaces D/A/N DAILY Spot clean walls, doors & hardware as required D/A/N DAILY Clean glass & spot clean as required D/A/N DAILY

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Appendix C

AIR TERMINAL BUILDING CLEANING SCHEDULE

PASSENGER & TICKET LOBBY, MAIN FLOOR

SHIFT

FREQUENCY

Vacuum all carpeted areas completely D/A DAILY Spot clean as required D/A DAILY Spot clean walls & hardware D/A DAILY Clean baggage conveyor, metal works as required D/A DAILY Clean interior glass, display cases & cabinets D/A DAILY Empty waste receptacles, replace liners as required D/A DAILY Clean seating facilities as required D/A DAILY Dust or vacuum blinds and/or drapes D/A MONTHLY Sweep & mop hard floor surfaces D/A/N DAILY Thoroughly wash floors G DAILY

PRE-BOARD SCREENING ROOM

SHIFT

FREQUENCY

Empty waste receptacles, replace liners as required D/A/N DAILY Wipe down and/or spot clean all furniture & fixtures as required D/A/N DAILY Replenish hand sanitizer dispensers as required D/A/N DAILY Vacuum carpets, spot clean as required D/A/N DAILY Clean glass & spot clean as required D/A/N DAILY Sanitize all telephones and water fountains D/A/N DAILY Arrange books & paper neatly D/A/N DAILY Sweep/wash departure flooring terrazzo A/N DAILY

PRE-BOARD SCREENING ROOM WASHROOMS

SHIFT

FREQUENCY

Clean & disinfect toilets, urinals & washbasins D/A/N 3/SHIFT Clean & disinfect contact points: taps, door hardware, flush valves & D/A/N 3/SHIFT

receptacles Replenish dispensers: soap, toilet paper & hand towels D/A/N 3/SHIFT Empty waste receptacles, replace liner as required D/A/N 3/SHIFT Clean & polish mirrors as required D/A/N 3/SHIFT Wash & disinfect floors as required D/A/N 3/SHIFT NOTE: Cleaning of screening room washroom must be done in-between flight times.

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Appendix C

AIR TERMINAL BUILDING CLEANING SCHEDULE

MISCELLANEOUS CLEANING REQUIREMENTS

SHIFT

FREQUENCY

Wash all garbage containers D/A MONTHLY Complete cleaning of interior and exterior of all windows (spring & fall) D/A BI-

ANNUALLY

Extensive air terminal building cleaning (spring & fall). Including: terrazzo D/A BI- floors stripped & re-sealed; steam clean carpets, washing of all walls doors ANNUALLY and windows (windows to be cleaned internally and externally); all interior signage to be thoroughly cleaned

DRY dusting & cleaning (no chemical application) of all large display monitors D MONTHLY in terminal building (including: 2 flight information display monitors, TV in hold room, TV in airport boardroom, TV in baggage pick-up area)

Clean elevator floor and walls D/A WEEKLY Sweep cigarette butts into dispensers at main entrance and exits of terminal D/A WEEKLY

Building Seasonal mats at all entrances must vacuumed (washing and replacing will D/A DAILY

be done by airport)

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CONTRACT AIR13-3


Appendix C

PERSONNEL BUILDING CLEANING SCHEDULE D = Day Shift

A = Afternoon Shift WASHROOMS

SHIFT

FREQUENCY

Clean & disinfect toilets, urinals & washbasins D/A 2/SHIFT Clean & disinfect contact points: taps, door, counters hardware, flush D/A 2/SHIFT

valves & receptacles Replenish dispensers: soap, toilet paper & hand towels D/A 2/SHIFT Empty waste receptacles, feminine hygiene dispensers, replace liner D/A 2/SHIFT

as required Clean & polish mirrors as required D/A 2/SHIFT Wash & disinfect floors as required D/A 2/SHIFT Spot clean: walls, doors & partitions as required D/A 2/SHIFT Sweep & wash floors D/A 2/SHIFT

LUNCHROOMS

SHIFT

FREQUENCY

Damp wipe & disinfect table tops, counter tops, sink & taps D DAILY Empty waste receptacles, replace liners as required D DAILY Sweep and spot clean floors D DAILY Spot clean walls, doors, metal works as required D DAILY

GENERAL OFFICES

SHIFT

FREQUENCY

Vacuum all carpets, spot clean as required D 2/WEEK Empty waste receptacles, replace liners as required D DAILY Wipe desk top, dust as required D DAILY Spot clean walls, doors & metal work as required D DAILY Sweep & damp mop hard surface floors D DAILY

HALLS & STAIRWELLS

SHIFT

FREQUENCY

Vacuum carpets & spot clean as required Spot clean walls, doors & hardware as required

D/A D/A

DAILY DAILY

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Appendix C

PERSONNEL BUILDING CLEANING SCHEDULE

ENTRANCES & VESTIBULES

SHIFT

FREQUENCY

Vacuum carpets & matting D/A DAILY Sweep & mop hard floor surfaces D/A DAILY Spot clean walls, doors & hardware as required D/A DAILY Clean glass & spot clean as required D/A DAILY

MISCELLANEOUS CLEANING REQUIREMENTS

SHIFT

FREQUENCY

Wash all garbage containers D MONTHLY Complete cleaning of interior and exterior of all windows (spring & fall) D BI-ANNUALLY Extensive air terminal building cleaning (spring & fall). Including: steam BI-ANNUALLY

clean carpets, washing of all walls doors and windows (windows to be cleaned internally and externally); all interior signage to be thoroughly D WEEKLY cleaned

Sweep cigarette butts into dispensers at main entrance and exits of DAILY terminal building D

Seasonal mats at all entrances must vacuumed (washing and replacing will be done by airport) D

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Appendix D

Sample Washroom Janitorial Sign Off Sheet

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Appendix E

STANDARDS

1) Plumbing Fixtures and Dispenser Cleaning Plumbing fixtures and dispensers are clean when free of all deposits and stains so that the item is left without dust, streaks, film, odour or stains.

2) Sweeping/ Vacuuming A properly swept or vacuumed floor is free of all dirt, grit, lint and debris, except embedded dirt and grit.

3) Spot Cleaning A surface adequately spot cleaned is free of all stains, streaks, deposits and is substantially free of cleaning marks.

4) Damp Mopping A satisfactory damp moped floor is without dirt, dust, marks, film, streaks, debris or standing water.

5) Metal Cleaning All cleaned metal surfaces are without deposits or tarnish and with a uniform bright appearance. The cleaner used is to be removed from adjacent surfaces.

6) Glass Cleaning Glass is clean when all glass surfaces are without streak, film, deposits and stains, and have a uniformly bright appearance and adjacent surfaces have been wiped clean.

7) Terrazzo Cleaning Terrazzo floor must be cleaned in accordance with the manufacturer’s specifications. The end result must produce a surface without streak, film, deposits and stains and achieves proper lustre.

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FORMS

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CONTRACT AIR13-3


REFERENCE FORM Provide a minimum of three (3) references that have retained similar services from your company. The City reserves the right to contact these references. 1) Name of Client Organziation:___________________________________________________________________________

Address: _____________________________________________________________________________________________

Contact Name: ___________________________________Title: ________________________________________________

Telephone Number:_____________________________ Fax Number: ____________________________________________

Email Address:_________________________________________________________________________________________

Name of contract, number of facilities and number of staff assigned to the contract: _____________________________________________________________________________________________________

Brief description of the scope of the services provided ________________________________________________________

_____________________________________________________________________________________________________

Duration of contract ____________ Approximate Value of Contract ______________________________________

2) Name of Client Organziation:_____________________________________________________________________________

Address: _______________________________________________________________________________________________

Contact Name: ___________________________________Title: ___________________________________________________

Telephone Number:_____________________________ Fax Number: ______________________________________________

Email Address:___________________________________________________________________________________________

Name of contract, number of facilities and number of staff assigned to the contract: _______________________________________________________________________________________________________

Brief description of the scope of the services provided __________________________________________________________

Duration of contract ____________ Approximate Value of Contract ________________________________________

3) Name of Client Organziation:______________________________________________________________________________

Address: ________________________________________________________________________________________________

Contact Name: ___________________________________Title: ___________________________________________________

Telephone Number:_____________________________ Fax Number: _______________________________________________

Email Address:____________________________________________________________________________________________

Name of contract, number of facilities and number of staff assigned to the contract: _________________________________________________________________________________________________________

Brief description of the scope of the services provided ____________________________________________________________

_________________________________________________________________________________________________________

Duration of contract ____________ Approximate Value of Contract _________________________________________

Company Name: __________________________________________________

Signature: __________________________________________________ “I have the authority to bind the Company/Corporation/Partnership.”

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CONTRACT AIR13-3


EXPERIENCE & QUALIFICATIONS FORM

Please list experience and qualifications of all team members who will be involved with this contract OR provide

curriculum vitae for each.

1. Project Lead Name:

Indicate Qualifications and Experience in the space provided below.

Name:

Position:

2. Other Staff Person


Name:

Position:

3. Other Staff Person


Name:

Position:

Company Name:

Signature: “I have the authority to bind the Company/Corporation/Partnership.”

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DECLARATION OF ACCESSIBILITY COMPLIANCE *Please complete and return with your submission.*

COMPANY NAME:

PRINT NAME:

TITLE:

DATED:

I/ we acknowledge that as a Contractor/Consultant of the City of Greater Sudbury we are bound to comply with all accessibility Standards under the Accessibility for Ontarians with Disabilities Act, 2005 as amended from time to time. I/we declare that I/we have read, understand and will meet or exceed all enacted accessibility Standards as amended from time to time. I/we further declare that I/we will undertake to ensure all sub-contractors hired by us in completion of our work will also comply with the above Standards. ________________________________ ___________________________ Authorized Signature Dated

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BID FORM Greater Sudbury Airport

Including Air Terminal Building, Personnel Building and Civil Aviation Building

Janitorial Services at Greater Sudbury Airport (As per Scope of Work Outlined) including Equipment, Materials and Cleaning

Supplies

Annual Pricing

Description Year 1 ** (16 months) (Sept 1 2013- Dec. 31, 2014)

Year 2 (12 months) (Jan 1 2015-

Dec. 31, 2015)

Year 3 (12 months) (Jan 1 2016-

Dec. 31 2016)

TOTALS

Regular Cleaning (As per Scope of Work Outlined)

$___________/16

months $___________/YR $__________/YR $________________

Special Projects (As per Scope of Work Outlined)

$___________/16

months $__________/YR $__________/YR $________________

Sub Total (before Taxes) $________________

Plus HST

$________________

Grand Total $________________

**Please note Year 1 is a 16 month term from Sept. 1, 2013 to Dec. 31, 2014

I have read, acknowledge and understand all terms, conditions and requirements contained in this Request for Proposal:

COMPANY NAME: __________________________________________________________ ADDRESS: ________________________________________________________________ TELEPHONE: _______________ FAX #: _______________ E-Mail:_______________________ NAME AND POSITION OF PERSON SIGNING:____________________________________________ (Please Print) SIGNATURE: DATE: “I have the authority to bind the Corporation/Company/Partnership”

Please ensure that an original signature (INK) is provided with the “Original” Request for Proposal document. A photocopy of the Signature will not be accepted on the document marked as the “Original”. Failure to provide original signatures on the document marked “Original” will result in the rejection of your Request for Proposal.

LOWEST OR ANY TENDER/PROPOSAL NOT NECESSARILY ACCEPTED

“Return with your Proposal Documents”

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ADDENDUM ACKNOWLEDGEMENT FORM

Addendum Acknowledgment Form: See Item 14 of Schedule ‘C’ of Purchasing By-Law 2006-270

(attached). Failure to complete this section when addendums have been issued may render your

proposal as non-compliant. Please ensure you complete this section if an addendum(s) has been

issued.

If awarded the contract, the Proponent(s) agrees to complete the work in accordance with the

Proposal Specifications, and the following Addenda:

Addendum No. ___, dated ____________, 2013. Addendum No. ___, dated ____________, 2013.

Addendum No. ___, dated ____________, 2013. Addendum No. ___, dated ____________, 2013.

COMPANY NAME: _______________________________________________________________

SIGNATURE:____________________________________________________________

I have the authority to bind the Corporation/Company/Partnership Please ensure that an original signature (ink) is provided with the "original" Tender/Proposal document. A photocopy of the signature will not be accepted on the document marked as the "Original". Failure to provide original signatures on the document marked "original" will result in the rejection of your Tender/Proposal.

LOWEST OR ANY TENDER/PROPOSAL NOT NECESSARILY ACCEPTED.

“Return with your Proposal Documents”

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ATTACH THIS LABEL SHEET TO THE FRONT OF YOUR REQUEST FOR PROPOSAL ENVELOPE/PACKAGE SUBMISSION

PROPOSAL TO BE RETURNED TO:


C/O SUPPLIES AND SERVICES 200 BRADY STREET,

2nd FLOOR, TOM DAVIES SQUARE BOX 5000, STN. A

SUDBURY, ON P3A 5P3



Proponent’s Name: _____________________________________________________________ Address: ______________________________________________________________________

_____________________________________________________________________________ NOTE: This address label/sheet must be affixed to the front of your sealed REQUEST FOR PROPOSAL

envelope/ package submission. The Supplies & Services section will not be held responsible for envelopes or packages that are not labelled.

For City Use Only:

Date and Time Received:

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