HomeMy WebLinkAbout11 119 Tiverton and District Sports Centre Arena Management Services Contract (2011) By-law THE CORPORATION OF THE MUNICIPALITY OF KINCARDINE
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BY -LAW
NO. 2011 —119
BEING A BY -LAW TO AUTHORIZE THE SIGNING OF AN AGREEMENT
WITH EV'ROSE LAYNE FOR THE PROVISION OF ARENA MANAGEMENT
SERVICES OF THE TIVERTON AND DISTRICT SPORTS CENTRE
• WHEREAS the Municipal Act, 2001, S.O. 2001, c. 25 Section 11 (2) authorizes
municipalities to pass by -laws respecting matters within the sphere of jurisdiction
of culture, parks, recreation and heritage;
AND WHEREAS pursuant to the said Municipal Act, Sections 8 and 9 (1) provide
municipalities with the powers of a natural person to enable them to govern their
affairs as they consider appropriate under this or any other Act and to enhance
their ability to respond to municipal issues;
AND WHEREAS the Municipality of Kincardine owns and operates the Tiverton
and District Sports Centre;
AND WHEREAS the Council of The Corporation of the Municipality of Kincardine
deems it advisable to enter into a service contract with Ev'Rose Layne for the
provision of management services at the Tiverton and District Sports Centre;
NOW THEREFORE the Council of The Corporation of the Municipality of
• Kincardine ENACTS as follows:
1. That the Request for Proposal from Ev'Rose Layne for the provision of
management services at the Tiverton and District Sports Centre, in the
amount of $63,958.00 be hereby accepted.
2. That the Mayor and Chief Administrative Officer be authorized and directed to
sign and execute, on behalf of the Council of The Corporation of the
Municipality of Kincardine, the agreement with Ev'Rose Layne, attached
hereto as Schedule 'A', and to affix the corporate seal.
3. This By -law shall come into full force and effect upon its final passage.
4. This By -law may be cited as the "Tiverton and District Sports Centre Arena
Management Services Contract (2011) By -law ".
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Tiverton and District Sports Centre Arena Management Services Contract (2011)
By -law
By -law No. 2011 -119
• READ a FIRST and SECOND TIME this 21 day of September, 2011.
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READ . THIRD TIME and FINALLY PASSED this 21 day of September, 2011.
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� t ay•r LDpui' Clerk
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Schedule "A" By -law 2011 -119
Agreement made this 21 day of September, 2011.
BETWEEN
THE CORPORATION OF THE
MUNICIPALITY OF KINCARDINE
(Hereafter called the "Municipality ")
OF THE FIRST PART
And
EV'ROSE LAYNE
(Hereafter called the "Contractor ")
OF THE SECOND PART
WHEREAS the Municipality owns and operates the Tiverton and District Sports
Centre, located on the north side of Highway 21 in the former Village of Tiverton;
AND WHEREAS the Municipality agrees to have the Contractor manage the
Tiverton and District Sports Centre;
NOW THEREFORE THIS AGREEMENT WITNESSETH THAT in consideration
of the premises and of the covenants and agreements hereinafter contained and
other goods and valuable consideration, the receipt and sufficiency of which is
hereby acknowledged, the parties hereto agree as follows:
1 The Contractor agrees to execute all the duties of the
Contractor /Successful Bidder as set out in the proposal submitted by the
Contractor in response to the Municipality's RFP No. TSC — 2011 -01,
which is attached as Schedule A and forms part of this agreement.
2 The Municipality and the Contractor agree to all terms and conditions as
set out in Schedule A.
SIGNED, SEALED AND DELIVERED ) THE CORPORATION OF THE
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IQNCARDINL
RFP NO. TSC- 2011
Provision of Professionall Services to Operate and
Manage the Tiverton Sports Centre
DUE BY:
4:00 PM (Local Time)
SEPTEMBER 6, 2011
Deliver To:
Karen Kieffer
Recreation Director
Municipality of Kincardine
Davidson Centre
601 Durham Street
Kincardine, ON
N2Z 1L6
Tel: 519- 396 -3468 Fax: 519- 396 -8288
Website: www.kincardine.net
CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
1.0 - INFORMATION FOR BIDDERS
1.1 OVERVIEW
The Corporation of the Municipality of Kincardine invites Contractors to submit bids to provide professional services
to operate and manage the Tiverton Sports Centre located at 20 McLaren Street in Tiverton. All Bidders shall
familiarize themselves with all aspects of the work. Further information regarding the scope of work is contained in
section three of this document.
1.2 CLOSING DATE AND TIME REQUIREMENTS
RFP, sealed in an envelope, clearly marked, will be received at the office of the Recreation Director, Davidson
Centre 601 Durham Street, Kincardine, ON, N2Z 1L6 until:
4:00 PM - TUESDAY, SEPTEMBER 6, 2011
• Late bids will NOT be accepted and will be returned unopened to the Bidder. The Department clock at
the Davidson Centre determines the official closing time for this RFP.
• Facsimile (fax) or e-mail responses for this RFP will NOT be accepted.
• The Municipality reserves the right to accept any response to this RFP which it deems to be in its own
interest or to reject all Responses. Responses that are incomplete, conditional or obscure or which contain
additions not called for, erasures or alterations or irregularities of any kind may be rejected as informal.
• Delivery of RFP by a courier service shall be the responsibility of the Bidder and will be rejected if the
envelope /package is delivered to a location other than which is stated in the document and the
envelope /package fails to be delivered to the Municipality prior to the closing date and time.
• RFP must be signed by the person authorized to sign on behalf of the Bidder and bind the Bidder to
statements made in the response to this RFP.
• The terms and conditions of this RFP offer shall remain firm and open for acceptance by the Municipality of
Kincardine for a period of sixty (60) days.
• The Bidder must agree to abide by all the clauses and conditions laid out in the Terms and Conditions of the
RFP.
• The Municipality reserves the right to cancel the RFP call and not accept any RFP at all and /or re -issue the
RFP in its original or revised form.
• . The Municipality reserves the right to cancel this RFP call and not accept any RFP at all if the costs exceed
the budget amount.
• The Municipality reserves the right to reject any RFP that fails to comply with the response requirements.
Adherence to the response requirements is required to ensure an effective evaluation of all RFP's.
• The lowest or any RFP will not necessarily be accepted. -
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CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
1.3 RESPONSE REQUIREMENTS
The response to this RFP must be submitted in strict accordance with the requirements of this document and is to
include the following:
1.3.1 Include a signed and completed Form of RFP — Price Bid Form as required in section 4.1.
1.3.2 Include a signed and witnessed Form of RFP - Declaration as required in section 4.2.
1.3.3 Include a signed and completed Form of RFP — Bidder's Resume as required in section 4.3.
1.3.4 Include a Bid Deposit in the amount of One Thousand dollars ($1,000) as stipulated in section 2.14 of
this document. Bid deposits must be in the form of a bid bond, cash, bank draft, irrevocable letter of
credit or certified cheque.
1.3.5 Include a work plan; proponents are to provide a proposed detailed work schedule, including
recommendations to improve both the efficiency of operations and customer service.
NOTE: Failure to include the response requirements listed above may result in your bid being disqualified.
1.4 QUESTIONS / DISCREPANCIES
Bidders who find any discrepancies or omissions in this RFP, or who have any doubt as to the intent or meaning of
anything contained therein, shall direct questions to the following:
RFP Terms and Conditions:
Karen Kieffer
Recreation Director
519 - 396 -3491
Email: recdirectotbmts.com_
1.5 SITE VISIT
Bidders must have a mandatory site visit of the Tiverton Sports Centre. Please contact Karen Kieffer at 519 -396-
3491 to arrange for the site visit. It is preferred that the visits be arranged for between August 29 - 31 The
Tiverton Sports Centre is located at 20 McLaren Street in Tiverton north of the Town of Kincardine.
1.6 ADDENDA
Bidders may be advised by addenda, of required additions, deletions or alterations in the requirements of the RFP
documents. All such changes shall become an integral part of the RFP documents and shall be allowed for in
arriving at the total RFP price. Bidders shall insert and state on the Form of RFP — Price Bid Form, in the space
provided, any addenda received by them during the RFP period.
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CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
1.7 RFP / PROJECT SCHEDULE
The schedule for this RFP is as follows:
Issue Date: August 17, 2011
Closing Date: Tuesday, SEPTEMBER 6, 2011 BY 4 PM
Tender to Council: September 14, 2011
Project Start: October 3rd, 2011
Project Completion: April 8, 2012
1.8 PUBLIC OPENING
All bids will be opened and read at The Municipality of Kincardine, 1475 Concession 5, RR #5, Kincardine on
Wednesday, September 7 2011.
1.9 BIDDER'S CHECKLIST
To assist Bidders with completing a response to this RFP, a Bidder's Checklist is included as Appendix A of
this RFP document.
1.10 ACCESSIBILITY STANDARDS
The Contractor must comply with the Owner's Accessibility Standards for Customer Service as attached.
1.11 EVALUATION OF BIDS
Bids will be evaluated on the basis of information provided by the Contractor at the time of submission as well
as the previous experience of the Contractor in the marketplace.
Proposals will be reviewed by an evaluation team.
Evaluation criteria and weighting for each:
a) Work Plan; Proponents are to provide a proposed detailed work schedule,
including recommendations to improve both efficiency of operations and 25%
customer service.
b)Cost; Comprehensive costs, including Labour requirements and Revenue
Canada statutory obligations of the Contractor. 50%
(The cost is to be sealed in a separate envelope please)
c) Experience; Proponents must have a proven track record of providing
Services in the Arena Management field. 25%
100%
The Municipality reserves the right to discuss any and all proposals and to request additional information
from the Contractor. The failure to provide such additional information may be considered a basis for
rejecting proposals, and to accept or reject any proposals.
The lowest cost proposal and /or highest rated proposal will not necessarily be accepted. The
Contract will be awarded based on an evaluation to determine which proposal best meets the needs of the
Municipality.
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CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
2.0 - GENERAL CONDITIONS
The following section forms an integral part of this RFP and must be considered in completing a response to this RFP.
The Bidder must agree to abide by all the clauses and conditions laid out in this RFP.
2.1 DEFINITIONS
Wherever the words "Owner" or "Municipality" are used in these documents, it shall be understood that it means The
Corporation of the Municipality of Kincardine.
Wherever the words "satisfactory", "approved ", "adequate ", "suitable ", or similar words or phrases are used in these
documents, it shall be understood that they mean, unless the context provides otherwise, "satisfactory to the owner ",
"approved by the owner ", "adequate to the Owner's satisfaction ", "suitable to the Owner ", etc.
Whenever the word "RFP" is used, it shall mean and include the agreement to do the work entered into with the
Corporation, the Information for Bidders, General Conditions, Scope of Work / Special Provisions, Form of RFP, the
RFP and other documents referred to or connected with the said RFP.
Whenever the word "Bidder" is used it shall mean the individual, firm, company or corporation who have undertaken
to carry out this Contract.
Whenever the words "Successful Bidder", °Successful Contractor' or "Contractor" are used it shall mean the
individual, firm, company or corporation whom a contract is awarded against this offer.
Whenever the word "Works" is used it shall mean the execution of the whole of the work and things required to be
done, mentioned or referred to in the RFP, the General Conditions, the Scope of Work /Special Provisions, RFP and
all other documents referred to or connected with the said RFP.
Whenever the singular or masculine is used in this document, it should be considered as if the plural or feminine has
been used where the context so requires.
2.2 WITHDRAWAL
RFP may be withdrawn at any time prior to the closing date and time at the Bidders discretion. Withdrawal
notification must be in written form, signed, and must be submitted to the Municipality. No Facsimile, telephone calls
or emails will be accepted. After the official closing date and time, all RFP's received shall be irrevocable.
2.3 AWARD OF CONTRACT
The award of this contract will be subject to approval by the Municipality of Kincardine and such approval to be
finalized no later than sixty (60) days after the RFP closing. This condition is for the benefit of the Municipality of
Kincardine only and may be waived by the Municipality at any time. In no event will the successful Contractor be
permitted to alter or withdraw the bid during that time period. Should the required funding not be approved by
Municipality, the Municipality reserves the right to reject all RFP's. The RFP will be awarded in whole.
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CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
2.4 CONTRACTOR'S RESPONSIBILITY
The successful Contractor will be held responsible for the care of the work and whatever pertains thereto from the
commencement of the same to its final completion. The successful Contractor shall be responsible for all damage
caused by their employees, their equipment or their supplies, to the Owner's property, equipment, buildings and
building contents. The successful Contractor shall employ such methods as necessary to avoid defacement or
damage to the Owner's property.
The successful Contractor shall be responsible for all injuries to persons caused by the Contractor's staff, equipment
or supplies. The successful Contractor shall indemnify and save harmless the Owner in accordance with Section
2.10 from all suits and actions as a result of injury or death to persons; damage to the property of the Owner or
others; caused by the Contractor or their staff, resulting from any cause whatsoever deriving from the performance of
their work.
2.5 DAMAGE TO CONTRACTOR'S SUPPLIES
The Municipality will not be responsible for damage to, or loss of, the successful Contractor's supplies, materials or
equipment nor to the successful Contractor's employee's personal belongings brought into the building or onto the
site.
2.6 QUALIFICATIONS AND COMPETENCY
The Owner may call upon the Bidder to show evidence that satisfactory arrangements have been made for the
procurement of any or all labour, materials and equipment required to carry out and complete the work. Materials and
equipment shall be subject to Owner's approval.
The Owner reserves the right to reject RFP's from parties who are unwilling or unable to provide evidence that they
are capable of providing the necessary labour, materials, equipment and adequate financing for the performance of
the work and the provision of the services herein contemplated. Evidence of such competency and experience must
be provided when requested by the Owner.
2.7 PROCUREMENT OF MATERIALS
Upon 24 hours notification (weekdays) and 48 hours (weekends) the Municipality of Kincardine will provide a
Purchase Order for the goods as described in Appendix B.
2.8 TOOLS
The Contractor must provide his /her own tools to complete all repairs/maintenance at the Tiverton Sports
Centre as a condition of this contract.
2.9 FIRE SAFETY
The successful Contractor and their employees shall be familiar with the use and operation of the fire extinguishers.
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CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
2.10 HEALTH AND SAFETY
2.10.1 The successful Bidder is required to conform with the Occupational Health and Safety Act relating to the
performance of the contract.
2.10.2 The successful Bidder is required to have a copy of the Occupational Health and Safety Act and/or the
Industrial and Construction regulations present on the site at all times.
2.10.3 The successful Bidder will be required to supply to the Municipality a valid Clearance Certificate issued by
the WSIB, of if applicable, a letter from WSIB verifying Independent Operator's Status. A new clearance
certificate is required every sixty (60) days.
2.10.4 The on -site supervisor or foreman supplied by the successful Bidder must be a competent person as
defined in the Occupational Health and Safety Act.
2.10.5 The successful Bidder is required to have unexpired Material Safety Data Sheets for all Hazardous
Materials on site at all times.
2.10.6 The successful Bidder is required to label all containers of controlled products in accordance with the
Workplace Hazardous Materials Information System Regulation.
2.10.7 Where WHMIS controlled products are used, the successful Bidder is required to ensure that all their
employees have been appropriately trained.
2.10.8 When work is being performed, the successful Bidder shall ensure that all first aid requirements are met
according to the WSIB regulation. The successful Bidder shall have the appropriate number of employees
trained in First -Aid and CPR to the number of employees working in any one shift. The successful Bidder
will be required to supply and maintain the appropriate first -aid kits for the project. In the event of a critical
injury (as defined in the Occupational Health and Safety Act) the successful Bidder shall notify the Safety
and Disability Manager and the Ministry of Labour immediately.
2.10.9 The Contractor shall acknowledge compliance with the Municipality of Kincardine Health and Safety
Program by reviewing and signing the aforementioned Health and Safety compliance document.
2.10.10 The Municipality reserves the right to inspect the site at any time and recommend further actions to
safeguard the health and safety of the successful Bidder and Municipality employees.
2.10.11 The Municipality also reserves the right to cancel the contract if any provisions relating to Fire Safety or
Health and Safety are contravened or if recommendations from representatives of the Municipality am not
observed.
2.10.12 The Contractor must sign the Municipal Health and Safety Compliance Form (sample attached).
2.11 INSURANCE
2.11.1 COMPREHENSIVE GENERAL
The successful Bidder shall, at their expense, obtain and keep in force during the term of this
Agreement, Comprehensive General Liability Insurance satisfactory to the Corporation, including the
following:
i) a limit of liability of not less than two million dollars ($2,000,000);
ii) the Corporation shall be named as an additional insured;
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CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
iii) the policy shall contain a provision for cross liability in respect of the named insured;
iv) the policy shall contain a provision for contractual liability in respect of the named
insured;
Indemnity
The Contractor agrees to fully indemnify and hold harmless the Municipality from and
against all suits, judgments, claims, demands, expenses, actions, causes of action and
losses of any kind and for any and all liability for damages to property and injury to
persons (including death) which the Municipality may incur, sustain or suffer as a result
of, arising out of or in any way related to the matters addressed in this Agreement, unless
such losses are caused solely by the Municipality's own negligence or misconduct. The
obligation of the Contractor to indemnify the Municipality does not apply to any
environmental claims arising from:
i) any historical environmental condition existing prior to the commencement of
the work by the Contactor
2.11.2 AUTOMOBILE
The successful Bidder shall obtain and keep in force for the duration of this contract, automobile
insurance under a standard automobile policy with limits of not less than two million dollars
($2,000,000) in respect of each vehicle.
2.11.3 PROOF OF INSURANCE
The successful Bidder shall provide, together with its executed agreement, a certificate (s) of
insurance or certified copy(ies) of the above referred to policies, satisfactory to the Corporation,
together with proof of renewal at least ten (10) days prior to expiry.
Provided that if a certificate is provided, all requirements as above set forth must be shown on the said
certificate and notwithstanding the provision of any certificate, the Corporation may require that the
Contractor provide a certified copy of the policy.
2.12 ASSIGNMENTS AND SUBCONTRACTORS
The successful Bidder shall not assign, transfer or sublet this contract or any part thereof without the written consent
of the Municipality. This contract and everything therein contained shall be binding upon the parties hereto, their
respective successors and assigns.
2.13 INTERPRETATION
Should a dispute arise regarding the meaning or intent of the contract documents, the decision of the Owner shall be
final. The owner will be represented by the Chief Administrative Officer of the Municipality of Kincardine.
2.13 VERBAL ARRANGEMENT
In all cases of misunderstandings and disputes, verbal arrangements will not be considered. The successful Bidder
must produce written authority in support of their contentions, and shall advance no claim in the absence of such
written authority, or use, or attempt to use, any conversation with any parties against the Corporation, or in
prosecuting any claim against the Corporation.
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CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
2.14 BID DEPOSIT
A one thousand dollar bid deposit must be submitted in the form of a bid bond, cash, bank draft, irrevocable
letter of credit or a certified cheque issued by a Chartered Canadian Banking Institution. All bid deposits, otherthan
those associated with the highest and second highest bid proposals, shall be retumed to the applicable Bidders after
identification of the two highest rated proposals. The deposit of the second highest rated proposal will be held until
either a contract is executed or to a maximum of sixty (60) days, whichever comes first. The deposit of the highest
rated proposal and the one accepted by Council will be held until a contract is executed. The bid deposit of the
successful Contractor who fails to enter into a contract shall be forfeited to the Owner. Certified Cheques shall be
made payable to the Municipality of Kincardine.
2.15 DOCUMENT REQUIREMENTS AT TIME OF CONTRACT EXECUTION
General
Subject to an award of the RFP, the successful Bidder is required to submit the following documentation in a form
satisfactory to the Municipality for execution within five (5) working days and no later than ten (10) working days after
being notified to do so:
a) insurance documents listing all coverages and amounts as indicated.
b) Workplace Safety and Insurance Board clearance certificate.
Notwithstanding the above, the Municipality shall retain any other right that it may have in law to claim for any and all
damages that it may suffer as a result of the successful Bidder's breach of the provisions set forth in the contract,
save and except the text in Section 2.10.
2.16 AGREEMENT
Should the Bidder's RFP be acceptable to the Owner then the Bidder shall enter into an agreement with the Owner.
2.17 RFP PRICE AND TAXES
All prices submitted shall be FIRM for the described project and shall include, without limitation, all required labour,
materials, tools, supplies, equipment and other services as described herein and elsewhere in this document. The
quoted prices must clearly show the Harmonized Sales Tax as a separate item.
The price shown on the Form of RFP — Price Bid Form must be a fixed amount. If termination takes place prior to
the completion of the work, the successful Bidder's performance security will be used to assist the Municipality
against any loss that may be incurred as per the RFP.
All costs incurred by the Bidder in carrying out research, investigation or otherwise as may be necessary for the
preparation of a response to this bid, shall be bome by the Bidder and will not be chargeable in any way to the
Municipality of Kincardine.
2.18 PAYMENTS
The overall RFP price will be broken down into 26 weeks and payment to the contractor will be done bi- weekly
The Owner reserves the right to withhold any payment in the event of non - performance. The Owner will give
reasonable notice in writing prior to taking such action unless the defective work or non - performance prejudices the
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CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
safety of the project.
2.19 APPROVALS AND PERMITS
All operations connected therewith are subject to the approval, inspection, by -laws and regulations of all municipal,
provincial, federal and authorities having jurisdiction in respect to any matter embraced in this contract.
2.20 RESTORATION
The Contractor shall be responsible for the reinstatement and repair of all disturbed and damaged areas as a result
of the work performed.
The Contractor shall ensure that after the one year contract has expired, that the facility will be left in the same
condition as when the contract began. The Municipality will complete the facility inspection upon completion of the
contract and the last pay will be held back until any and all deficiencies are completed.
2.21 DEFECTIVE WORK AND NON - PERFORMANCE
The Owner reserves the right to correct any defective work and to deduct the cost of such work from moneys owing
on the contract. The Owner also reserves the right to withhold payment in the event of non - performance or to pay
only for that portion of the work that has been executed.
The Owner will give reasonable notice in writing prior to taking such action unless the defective work or non-
performance prejudices the safety of the project.
2.22 FAILURE TO PERFORM
If the successful Contractor fails to provide the services within the time specified, the Municipality reserves the right
to cancel the contract and obtain services from altemate sources. Any extra costs as a result of this action are to be
bome by the Contractor who defaulted in providing the services. The bid deposit of the successful Contractor who
fails to enter into a contract shall be forfeited. The Owner may claim damages as appropriate where there was no
bid deposit and the successful Contractor fails to provide the required security, fails to enter into a contract or fails to
perform this contract.
2.23 OWNER'S INSPECTION AND SUPERVISION
The Municipality will be the sole judge of the adequacy and completeness of the Contractor's work as spelled out by
these contract documents. The Contractor shall remedy any defects in workmanship to the satisfaction of the
Municipality.
2.24 INCREASE OR DECREASE OF WORK
The Municipality reserves the right to vary the amount of work outlined by these documents. No variations from the
work that may result in a change to the amount of the contract will be proceeded with until the Contractor, in writing,
has obtained proper approval from the Municipality.
2.25 WARRANTY
The Contractor shall correct at their own expense, any defects in the work due to faulty products and/or
workmanship appearing within a period of one (1) year from the date of substantial completion.
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CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
2.26 DISQUALIFICATION OF BIDDER
A Bidder offering products /services to the Municipality of Kincardine certifies that it has not communicated directly or
indirectly their bid to any competitor or any other person engaged in such line of business. Any or all bids may be
rejected if Municipality of Kincardine believes that collusion exists among the Bidders. Bids in which the prices are
obviously unbalanced may be rejected.
2.27 INCOMPLETE RFP
Responses to this RFP, which do not, in the sole opinion of the Municipality of Kincardine, adequately address all the
requirements listed in this RFP, may result in a request for clarification to the Bidder or be rejected outright, at the
discretion of the Municipality of Kincardine.
2.28 FREEDOM OF INFORMATION
Any personal information collected by or on behalf of the Municipality of Kincardine under this RFP is subject to
the Municipal Freedom of Information and Protection of Privacy Act. The information provided to the
Municipality of Kincardine may be used to confirm certain information provided in the RFP for this project. The
person submitting this RFP consents to such collection and use of the information. The person submitting this
RFP acknowledges that the information contained in the RFP may become public and consents to the release of
that information. Any questions regarding the collection, use, or disclosure of the information should be directed
to the Clerk of the Municipality of Kincardine.
2.29 TERMINATION
Either the Owner or the Contractor may terminate the contract for breach of contract by either party on thirty (30)
days notice in writing to the other party. The Municipality may terminate the contract if the successful Contractor
does not fulfill any part of the terms and conditions or requirements of this RFP.
In case the Contractor defaults or delays in executing the work satisfactorily, the Owner may give notice to the
Contractor in writing that the Contractor has made such default. Should the Contractor fail to remedy satisfactorily
such defaults without delay, or should the Contractor become insolvent or abandon the work or otherwise fail to
observe the provisions of the contract then and in any part of such cases, the Owner may immediately take the work
or portions thereof out of the Contractor's hands and employ person or persons such as he may see fit to complete
the work so taken over. In any case, the Contractor shall be chargeable with and remains liable for all loss or
damage, which may be suffered by the Owner by reason of such default.
2.30 DISPUTE RESOLUTION
Should a dispute develop for any provisions within these terms, then the following shall be the course of action
i)Discussion between the Recreation Director and the Contractor;
ii)Should further resolution be required discussions shall occur between the Policy Chair, Recreation Director and the
Contractor,
iii)Should further resolution be required, the matter will be decided by Municipal Council.
3.0 - SCOPE OF WORK & SPECIAL PROVISIONS
3.1 OVERVIEW
This RFP is for contractural services to operate and manage the Tiverton and District Sports Centre in the
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CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
Municipality of Kincardine.
The Scope of Work: The Council for the Corporation of the Municipality of Kincardine, wishes to receive proposals
for professional services to operate and manage the Tiverton & District Sports Centre.
3.2 ELIGIBILITY
The Contractor must:
a) Have experience in providing service to arena operations and management
b) Have labour resources and support services available
c) Have experienced, qualified staff;
d) Demonstrate comprehensive knowledge of:
-Ice refrigeration
- Working with the public
- Facility maintenance
The successful bidder will, on a contract basis, provide all Labour Services required to operate the Tiverton &
District Sports Centre.
The contractor will endeavor to faithfully execute all the duties as follows:
-Be responsible for putting the ice in starting the week of October 3 and ensuring the Tiverton Sports Centre is
available for rentals and regular ice users beginning the week of October 11 and further that ice remain in until
March 31, 2012. The Contractor is responsible for taking the ice out at the end of the ice season also.
- Regulate all activity in the facility or its property and supervise all bookings.
- Provide the billing information by users and renters to the Municipality of Kincardine on a monthly basis.
- Ensure that building and public health standards are met.
-To be totally responsible for all hiring, supervising and labour charges of support staff, excluding those of
contractors and specialists who are required to perform repairs and maintenance on the building or equipment.
- Establish shift schedules for staff and maintain payroll records of same.
- Establish control maintenance and preventative maintenance schedules for the physical plant.
- Actively promote the facility and seek out rentals wherever possible.
- Maintain a courteous working relationship with the public and provide information to the press and other media
on facility activities.
- Perform general maintenance duties in administrative offices, lobbies, and all ramp areas. These duties
include keeping all floors clean, office furniture dusted, tables and chairs stacked neatly, garbage receptacles
and recycling receptacles emptied.
- Perform the necessary duties to ensure that the washrooms are neat and clean at all times. Ensure that all
supplies are replenished frequently.
- Maintain the arena change rooms and spectator gallery to ensure that they are neat and clean at all times.
-Ensure that the ice surface is in the best possible condition at all times.
- Maintain all equipment used and make minor repairs where possible. All major repairs (over $1,000) are to be
approved by the Recreation Director.
-Keep the outside areas free of litter. In the winter the contractor will be responsible for keeping all exit doors
operable whenever the building is occupied, as well as having a ten foot path shoveled outwards from each exit
door. The Municipality will snow plow the Tiverton Sports Centre parking lot.
3.2 MUNICIPAL REPRESENTATIVE
The Municipality's Representative for the term of this contract is:
Karen Kieffer, Recreation Director
Phone: 519- 396 -3491
Page 11
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CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
3.3 SITE SECURITY AND SAFETY
The Contractor must ensure that the site be kept safe and secure from the public at all times. The Contractors shall
take all necessary precautions to ensure the safety of the public, personnel and equipment used on the site.
3.4 WORKING HOURS & DAYS
Working hours for the contract shall be as necessary to accommodate all user groups and the public that use the
Tiverton Sports Centre. Rentals vary during the Mon — Fri daytime hours, however, user groups rent the facility
Monday — Friday from approximately 5pm — 11 pm and Saturdays from 8 am —11 pm and Sundays from 8 am —
11 pm. It is estimated that the facility needs to be open for 75 hours per week.
The facility will be closed on Christmas Day and New Years Day. The facility will be open on all other days
during the ice season unless otherwise directed by the Recreation Director or Council.
When Highway 21 is closed the facility is closed as follows:
Monday — Friday — If Highway 21 is closed at 4pm, the TSC will be closed for the evening
Sat & Sun — If Highway 21 is closed at Sam, the TSC will be closed till noon
If Highway 21 is closed at 11 am, the TSC will be closed till 5 pm
If Highway 21 is closed at 4pm, the TSC will be closed for the evening
3.5 MAINTENANCE /REPAIRS
The Contractor will be responsible for all minor repairs /maintenance at the Tiverton Sports Centre.
Minor repair /maintenance definition is a repair costing less than $300.00 The Contractor will fund all minor
repairs/maintenance.
The Contractor will obtain Purchase Orders from the Recreation Department for all major
repairs/maintenance costing over $300.00. The Municipality will fund these major repairs/maintenance.
Upon a major mechanical break -down the Contractor will contact an authorized repair agent of the
Municipality and a follow -up Purchase Order will be obtained from the Recreation Office within a 48 hour
period.
3.6 RESTORATION
The Contractor shall leave the Tiverton & District Sports Centre to an equivalent or better condition than existed prior
to the commencement of the contract.
3.7 CLEAN UP OF SITE
The Contractor is to maintain the work site in a clean and orderly fashion at all times.
3.8 WORKMANSHIP
The workmanship shall be of a uniformly high quality, not only as regards durability, efficiency and safety, but also as
regards to neatness of detail. Mediocre or inferior work shall be replaced by work of first class quality without cost to
the Corporation when so ordered by the Municipal Representative.
3.9 FINAL INSPECTION
The Contractor shall notify the Municipal Representative in writing when, in the Contractor's opinion, the work has
Page 12
CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
been substantially performed. The Municipal Representative will arrange a final inspection of the site with the
Contractor and associated Municipality staff.
Page 13
CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
4.1 - FORM OF RFP - PRICE BID FORM
1, the undersigned, have carefully read and examined the entire set of RFP documents and have carefully examined
the site and location of the work to be done under this contract. I, for the prices set forth in this RFP, hereby offer to
fumish all machinery, labour, tools, apparatus, materials, and other means to complete the work described and
specified at the following prices unless specified otherwise throughout this RFP:
Please review section 3.0 Scope of Work
Price Breakdown
Part #1
Conditions:
The Tiverton Sports Centre needs to be open with a qualified attendant for the following schedule:
i)Putting the Ice in (for a one week period from October 3-9, 2011)
$ Price
$ H.S.T.
$ Total
ii)Regular Ice/Facility Schedule: (for a 24 week period from October 10, 2011 — April 1, 2012)
Monday — 9 hours (day rentals and 5 pm to 11 pm)
Tuesday — 9 hours (day rentals and 5 pm to 11 pm)
Wednesday — 9 hours (day rentals and 5 pm to 11 pm)
Thursday — 9 hours (day rentals and 5 pm to 11 pm)
Friday — 9 hours (day rentals and 5pm to 1 pm)
Saturday —15 hours (8am to 11 pm)
Sunday —15 hours (8am to 11 pm)
TOTAL — 75 hours
$ Price
$ H.S.T.
$ Total
iii)Taking the Ice out (for a one week period from April 2 -8, 2012)
$ Price
$ H.S.T.
$ Total
Total Part #1 (including HST) $
(includes i) + ii) + 111)
Please list the unit rate per hour to staff facility should the facility need to be open beyond the hour
Page 14
CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
estimates listed above in ii).
Unit rate per hour plus H.S.T. =
Part #2
The Tiverton Sports Centre requires the Contractor to conduct all minor maintenance (repairs) to the Tiverton
Sports Centre and the equipment. Please note that minor repairs are defined as costing less than $300.00.
It is estimated that the Tiverton Sports Centre will require approximately 7 hours per week over a 26 week
contract.
The bid price for minor maintenance /repairs is:
$ Price
$ H.S.T.
$ Total
Total Part #2 $
Total Cost of Project (incl. HST) $
(Part 1 + Part 2)
Site Inspection by Bidders is Mandatory Prior to Submission of Quote.
RFP Deadline: September 6, 2011 by 4 PM
Ms. Karen Kieffer
Recreation Director
Municipality of Kincardine
Davidson Centre
601 Durham Street
Kincardine, Ontario
N2Z 1L6
Page 15
CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
Support Staff: @f none, indicate NIL
The bidder shall list the names of all support staff to be used in the execution of this work:
Name of Support Years Experience — Please list previous Address of Support Staff
Staff relevant employment history and Phone Number
I agree that all costs as detailed in this RFP document are included in the total RFP price, noted on page 15.
I will complete all work as per the contract within 90 calendar days of commencement.
I have received and allowed for Addenda number in preparing my RFP.
(Insert #'s or `NONE ")
Company Name Signature
Print Name Title
Street Address City/Town Postal Code
Telephone No. Fax No. Date
Page 16
CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
4.2 — FORM OF RFP — DECLARATION
(TO BE SIGNED AND SUBMITTED WITH RFP)
THIS RFP IS SUBMITTED BY
TO THE MUNICIPALITY OF KINCARDINE
1.
OF
DECLARE that no person, fine or corporation other than the one whose signature or the signature of whose proper officers and the
seal is or are attached below has any interest in this RFP or in the contract proposed to be taken.
2. 1 FURTHER DECLARE that this RFP is made without any connection knowledge, comparison of figures or arrangement with any
other company, firm or person making a RFP for the same project and is in all respects fai and without collusion or fraud.
3. 1 FURTHER DECLARE that no, Employee of the Municipality, Elected Officials, other than the person(s) shown on the Form of RFP, is
or will become interested directly or indirectly as a contracting part or otherwise in the performance of the contract or in the supplies, work or
business to which it relates or in any portion of the profits thereof, or in any such supplies to be used therein or in any of the monies to be derived
therefrom.
4. 1 FURTHER DECLARE that the several matters stated in the said RFP are in al respects true.
5. 1 FURTHER DECLARE that I have carefully examined the RFP, Information for Bidders, General Conditions, the Scope of
W ork/Special Provisions, the Form of RFP, and hereby acknowledge the same to be part and parcel of any contract to be let for the project
therein described or defined and do all the work and to provide the services, materials and equipment of the project mentioned for the prices
stated on the Form of RFP — Price Bid Form.
6. I FURTHER DECLARE that I have a clear understanding of all the work invoked in this contract.
7. I FURTHER DECLARE that this offer is to continue open to acceptance until the formal contract is executed by the successful Bidder
for the said project OR for a period of sixty (60) days after the closing date, whichever first occurs and that the Municipality may, at any tine,
within that period, without notice, accept this RFP whether any other RFP has been previously accepted.
8. 1 FURTHER DECLARE that the awarding of the contract based on this RFP by the Municipality shall be an acceptance of this Tender.
9. I FURTHER DECLARE that in the event of default or failure on our part, that the Municipality shall be at liberty to advertise for new
Tender, or to carry out the works in any other way they deem best, and 1 also agree to pay to the said Municipality the difference between this
RFP and any greater sum which the said Municipality may expend or incur by reason of such default or failure or by reason of such action as
aforesaid, on their part, including the cost of any advertisement for new RFP; and to indemnify and save harmless the said Municipality and their
officers from all loss, damage, cost charges and expenses which they may suffer or be put to by reason of any such default orfaiure on our pat
/E✓ r ASFrC / AYAI E rClot aiets / S/m,rinnl s
(COMPANY NAME) (SIGNATURE) �� (PRINT NAME)
•• :T .. M ara docE ROPRIEr4R
ADDRESS) (TIT
(= GNATU^ (WITNESS)
Page 17
CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
(POSTAL CODE) (DATED)
Page 18
CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
4.3 - FORM OF RFP - BIDDER'S RESUME
Name of Bidder's Company:
How many years experience in subject industry?
List below the three largest and most recent contracts which are similar.
COMPANY NAME CONTACT PHONE NO. YEAR
Is any beneficial Owner of the Bidder's company an employee of the Municipality of Kincardine or a member of
Municipal Council? Yes: No:
If yes, submit the following data regarding the employee:
NAME OF EMPLOYEE POSITION PLACE OF WORK LOCATION
This resume has been submitted by:
(NAME)
(SIGNATURE) (TITLE)
Page 19
CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
APPENDIX A
BIDDER'S CHECKLIST
This checklist is provided for the convenience of the Bidder to ensure that all required documents have been
completed and enclosed in the RFP envelope.
Please check (4) the items required and return with your RFP.
❑ Signed and completed Form of RFP — Price Bid Form
❑ All Addenda acknowledged on the Form of RFP — Price Bid Form
❑ Signed and witnessed Form of RFP — Declaration
❑ Signed and completed Form of RFP — Bidder's Resume
❑ Bid Deposit (cash, bank draft, irrevocable letter of credit or certified cheque) in the amount of one thousand
dollars ($1,000)
❑ Work Plan;
❑ Site Inspection by Bidder
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CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
APPENDIX B
Supplies /Expenses that the Municipality of Kincardine will provide in order to facilitate the public use of this
facility.
- Washroom Supplies
- Cleaning Supplies
-Light Bulbs
-Waste Management (removal of garbage)
- Olympia Blade Sharpening
- Start-up and Shut -down of Compressors
Please note that the Municipality of Kincardine will pay all utility bills (Propane, Hydro, Water, Fire Alarm
Maintenance Contract) as an owners obligation of the Tiverton Sports Centre.
MAINTENANCE /REPAIRS
The Contractor will be responsible for all minor repairs/maintenance at the Tiverton Sports Centre.
Minor repair /maintenance definition is a repair costing Tess than $300.00. The Contractor will fund all minor
repairs/maintenance.
The Contractor will obtain Purchase Orders from the Recreation Department for all major repairs/maintenance
costing over $300.00. The Municipality will fund these major repairs/maintenance.
Upon a major mechanical break -down the Contractor will contact an authorized repair agent of the Municipality and a
follow -up Purchase Order will be obtained from the Recreation Office within a 48 hour period.
Page 21
CORPORATION OF THE MUNICIPALITY OF KINCARDINE
' RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
4.1 - FORM OF RFP - PRICE BID FORM
L the undersigned, have carefully read and examined the entire set of RFP documents and have carefulyexamined
the site and location of the work to be done under this contract. 1, for the prices set forth in this RFP, hereby offer to
furnish all machinery, labour, tools, apparatus, materials, and other means to complete the work described and
specified at the following prices unless specified otherwise throughout this RFP:
Please review section 3.0 Scope of Work
Price Breakdown
Part #1
Conditions:
The Tiverton Sports Centre needs to be open with a qualified attendant for the following schedule:
i)Putting the Ice in (for a one week period from October 3-9, 2011)
$ I,SoO Price
$ 19 5 H.s.T.
$ 1, (0 95 "' Total
ii)Regular Ice/Facility Schedule: (for a 24 week period from October 10, 2011 — April 1, 2012)
Monday — 9 hours (day rentals and 5 pm to 11 pm)
Tuesday — 9 hours (day rentals and 5 pm to 11 pm)
Wednesday — 9 hours (day rentals and 5 pm to 11 pm)
Thursday — 9 hours (day rentals and 5 pm to 11 pm)
Friday — 9 hours (day rentals and 5pm to 1 pm)
Saturday —15 hours (8am to 11 pm)
Sunday —15 hours (8am to 11 pm)
TOTAL — 75 hours
$ 4 S (2222 —° Price
$ (o, 3 (8 `- H.S.
$ 5 4,c118 Total
iii)Taking the Ice out (for a one week period from April 2-8, 2012)
$ I 00 Price
$ i 95 H.S.T.
$ I, (0 ° i 5 °O Total
Total'Part#1 (including FIST) $ 58,3o8
(includes i) + ii) + iii)
Please list the unit rate per hour to staff facility should the facility need to be open beyond the hour
Page 14
CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
estimates listed above in if).
Unit rate per hour plus $ ton H.S.T. = 1 --
Part #2
The Tiverton Sports Centre requires the Contractor to conduct all minor maintenance (repairs) to the Tiverton
Sports Centre and the equipment. Please note that minor repairs are defined as costing less than $300.00.
It is estimated that the Tiverton Sports Centre will require approximately 7 hours per week over a 26 week
contract.
The bid price for minor maintenance/repairs is:
$ S ) 000(1cl Price
$
10 5 0 °O H.S.T.
$ 5 °° Total
Total Part #2 $ 5 l0 5 p °O
go
Total Cost of Project (incl. HST) $ 63,c158
(Part 1 + Part 2)
Site Inspection by Bidders is Mandatory Prior to Submission of Quote.
RFP Deadline: September 6, 2011 by 4 PM
Ms. Karen K
Recreation Director
Municipality of Kincardine
Davidson Centre
601 Durham Street
Kincardine, Ontario
N2Z 1L6
•
Page 15
CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
Support Staff: (If none, Indicate NIL)
The bidder shall list the names of all support staff to be used in the execution of this work
Name of Support Years Experience — Please list previous Address of Support Staff
Staff relevant employment history and Phone Number
R9.'ii 1 - 1 - vs ERN IJOC, aT0
1
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I agree that all costs as detailed in this RFP document are included in the total RFP price, noted on page 15.
1 will complete all work as per the contract within 90 calendar days of commencement.
I have received and allowed for Addenda number Node in preparing my RFP.
(Insert Vs or 'NONE")
E V i fen cp L A v./ F ��aT D, n - . .— �s : n..a -�i : J
Company Name N Signature
t. MR4N IVA/A11- <-)/r✓imnnl1 NFR /OPF.PJTAR
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Street Address City/Town Postal Code
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Telephone No. Fax No. Date
Page 16
i CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
4.2 — FORM OF RFP — DECLARATION
f !I (TO BE SIGNED AND SUBMITTED IMTN RFP)
THIS RFP 15 SUBMITTED BY .G V A'� o5E{.A YNE
TO THE MUNICIPALITY OF KINCARDINE
1. 1 1DE.66,A et ywgE d nlnl s
OF Soco IURu.eg eetAB "#.3.3 K/NeARDI,IE JVOQJTD
DECLARE that no person, frm or corporation other than the one whose signature or the signature of whose proper officers and the
seal is or are attached below has any interest in is RFP or in the contract proposed to be taken.
2. I FURTHER DECLARE that this RFP is made without arty connection knowledge, comparison of figures or arrangement with any
other company, firm or person making a RFP for the same project and is h al respects fair and without collusion or fraud.
3. I FURTHER DECLARE that no, Employee of the Municipality, Elected Officials, other than the person(s)shown on the Fonn of RFP, is
or will become interested directly or indirectly as a contracting pat or othervdse in the performance of the contract or in the supplies, work or
business to which I relates or in any porton of the prof thereof, or In any such supplies to be used therein or in any of the modest be derived
therefrom.
4. I FURTHER DECLARE that the several maters stated in the said RFP are In all respects true.
5. I FURTHER DECLARE that I have carefully ermined the RFP, Information for Bidders, General Conditions, the Scope of
Work/Special Provisions, the Form of RFP, and hereby acknowledge the same to be part and parcel of any contract to be Tat for the project
therein described or defined and do al the work and to provide the services, materiels and equipment of the project mentoned for the prices
stated on the Form of RFP — Price Bid Form.
6. 1 FURTHER DECLARE that I have a clear understanding of al the work iwolved in this conbad.
7. I FURTHER DECLARE thatths offer is to continue open to acceptance until the formal contract Is executed by the successful Bidder
for the said project OR for a period of silly (60) days alter the closing date, whichever first occurs and that the Municipality may, at any Erne,
which that period, without notice, accept this RFP whether any other RFP has been previously accepted.
8. !FURTHER DECLARE that the awarding of the contract based on this RFP byte Municipally shal be an acceptance oft is Tender.
9. I FURTHER DECLARE that in the event of default or blurs on our part, that the Municipally shal be at liberty to advertise for new
Tender, or to carry out the works in any other way they dean best, and I also agree to pay to the said Municipality the difference between this
RFP and any greater sum which the said Muntipality may expend or incur by reason of such defaut or failure or by reason of such action as
aforesaid, on their pat, including the cost of any advsNsement for new REP; and to indemnify and save homeless the said Municipafilyard their
officers from all loss, damage, cost charges and ehpenses which they may suffer orbe put to by reason of any such ddefa oar part
ZY R 65,71.14 ) � r s ,,n)I AFI �YA/A/a" rSt nm pn/S
(COMPANY NAME) �/ (SIG RE) (PRINT NAME)
,50 R�PUGF RnAD Ah/3 nteARDIN67 nwA)c.R /OPERATOR
(ADDRESS) /� (TITLE)
A e.).,.- /tea -t.ri f3e,cl a
(SIGNATURE) (WITNESS)
Page 17
J s54�
- - C OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
Rg.*` l vcito „ o"+ nioc7a o S-et s a.oi/
(POSTAL CODE) (DATED')
Page 18
CORPORATION OF THE MUNICIPALITY OF KINCARDINE
RFP TSC- 2011 -01
Operate and Manage the Tiverton Sports Centre
4.3 — FORM OF RFP — BIDDER'S RESUME
Name of Bidder's Company:
How many years experience in subject industry?
List below the three largest and most recent contracts which are similar.
COMPANY NAME . CONTACT PHONE NO. YEAR
IS yEHRS VOLG,J7EER/17 7 v R6F sd4E / 99
SPo,crs Cr u, am PAR Aux• $oa7H
i� o
✓EBtRAN LS/mg( £ Inaio nI S ConWEMOR -, /IJ „VOR 2P010 S/ 9 - 3 L QE R -51.0 6 r
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pp 1 C ATER) 4c /SEco,NG B�(S /.MESS p
Ey'knsc LAYAIC "D•S mmne, FS .519 . -5laa PRES
Is any beneficial Owner of the Bidder's company an employee of the Municipality of Kincardine or a member of
Municipal Council? Yes: ED
If yes, submit the following data regarding the employee:
NAME OF EMPLOYEE POSITION PLACE OF WORK LOCATION
This resume has been submitted b
EVE RbsELA•NE
TDEKoRAIA LYni Ne Strnntnnl S
{{ (NAME)
(n� ` p o
A�.t. y - Y n�4 L d. a..,..tzta.6 ouJr3tR OPER
(SIGNATURE) (TITLE)
Page 19 -
•
WORK PLAN
PROPOSED DETAILED WORK SCHEDULE
FALL START UP AND ICE SURFACE PREPARATION
o Staff meeting for worksite expectations, dealing with the public and Health & Safety
o WHIM'S training for staff (online)
o First Aid /CPR training for staff
o Have first kits available in compressor room and front office
o Provide training for staff on use and operation of fire extinguishers
o Compressor start up (with specialized contractor — Ken Robertson & Dennis Todd)
o Sweep and remove any garbage from benches and time clock and mop if necessary
o Clean the concrete ice pad surface (so the ice will bond to the concrete before painting)
o Start ice installation (with Dennis Todd)
o Paint lines on arena floor (hire contractor to do this & Dennis Todd)
o Install ice with Dennis Todd (with other staff attending to leam)
o Label all controlled substance containers in accordance with WHIM'S
o Have Unexpired Material Safety Data Sheets for all hazardous material on hand.
o Ready cleaning cart for change rooms & washrooms
o Organize tools in appropriate areas (front /back of building)
o Freshen arena (lobby /changeroom /washroom areas)
o Clean all glass /windows
o Sweep & remove any garbage from dressing rooms, showers and lobby and mop if
necessary
o NOTE: Dennis Todd has agreed to work with & teach staff how to make &
maintain ice.
DAILY JOBS
o Open up and turn lights on as needed
o Check all exits for 10' egress and shovel snow /salt at doorways as necessary, and pick up
Titter as needed
o Listen to phone messages — deal with in a prioritized sequence
o Regulate all bookings and activities for site
o List days activities on the Board at the door with times & changeroom #'s
o Double check washrooms /changerooms /stands for cleanliness and neatness,
replenishing supplies as required
o Check ice for flaws and patch if needed, maintaining best possible ice conditions at all
times
o Olympia fuel checks and fill as necessary
o Ready to start the day
o Clean ice /benches /spectator gallery between bookings as required
o Tidy changerooms as they empty
o Tidy washrooms as required and replenish as required throughout the day
o Shovel /salt at doorways as required to maintain safety and 10' egress throughout the
day
o Take garbage out to bin as needed
o Keep an eye on light bulbs
o Cleanup spills as they occur
o Promote the facility and actively seek out rentals
o Supervision of staff
o Maintain all building and public health codes, maintaining a neat and orderly site at all'
times
o During the last event or when the lobby dears out start with sweeping and cleaning of
lobby and washrooms and final garbage check /removal for end of day
o Final clean of ice surface and general tidy of Olympia room
o Final clean of change rooms and double check all toilets for flushability
o Assure that the building is secure and day's end — checking all doors /windows are
shut/locked
WEEKLY JOBS
o Squeegee glass of lobby /rink inside /out
o Power wash change rooms and lobby floors
o Check for light bulb issues
o Olympia check oil levels, add as necessary
o Check Olympia blade replace /sharpen as required
o Olympia wick (mop on back) checks replace as needed
o Compressor oil level checks
o Brine system checks
o Ice edging maintenance
o Check/repair bumpers on glass at the benches
o Check/repair nets and net bumpers
o Power scrub booth floor
o Cardboard removal
o Check with Recreation Director to discuss upcoming special events as well as Purchase
Orders for major repairs as they arise
BI- WEEKLY JOBS
o Staff meeting with a walk around to check the facility and bring forth concerns anyone
has and deal with them as able (1/2 hour) — continuance of supervision
o Set out recyclables
MONTHLY JOBS
o Prepare booking invoices for Municipality and deliver
o Ensure all utility bills etc have been given to the Municipality
o Ensure all Purchase Orders are assembled and given to Recreation Director
o Prepare monthly staff schedule and maintain payroll records
o Order cleaning supplies as necessary, paying special attention to the needs of
tournaments and special events (to make sure you have supplies on hand)
o Olympia wick (mop) inspection
OCCASIONAL JOBS
o Clean up and replace rink glass if it breaks
o Replace Tight bulbs /ballasts as needed
o Plumbing issues (call Plumber)
o Extra floor scrubbing/mopping in lobby /changerooms as needed
o Clean windows /glass as required
o Minor repairs as they arise
o Assist public as necessary and if able, while maintaining a courteous working
relationship with the general public
o Provide information to press and other media on facility activities
o Keep list of customer needs /complaints, deal with them and /or pass them along to
Recreation Director as required
o Obtain Purchase Orders from Recreation Department for major repairs /maintenance
over $300 as required
o Procure authorized repair agent for major mechanical breakdowns immediately and
within 48 hours procure purchase order from Recreation Department
o Notify Ministry of Labour and Recreation Director if there is a serious accident
SPRING CLEANUP AND SHUTDOWN
o Shut compressors off
o Shave ice with Olympia
o Power wash arena floor
o Tidy Olympia /Boiler rooms
o Organize tools at front/back of arena
o Minor repairs as needed
o Olympia oil change
o Full major clean of entire building (front/back/stands /meeting room), leaving building in
equivalent or better condition that existed prior to commencement of contract
o Including not limited to rink glass, windows, showers, floors etc.
o Prepare list,for major repairs needed to be done while the arena is shut down
o Notify Recreation Director when ready for final site inspection at contract end
OPERATIONS AND CUSTOMER SERVICE IMPROVED EFFICIENCY PROPOSAL
o Maintain a maintenance and repair logs for the Olympia /Compressors /Condensors
o Maintain maintenance and repair log for the changerooms /washrooms and front area of
the building
o Maintain list of repairs needed (control maintenance /preventative maintenance for the
physical plant)
o Maintain list of repairs needed (control /preventative maintenance for the rest of the
building)
o New telephone and answering system
o Post new arena operating hours in the lobby including the new weather related closure
policy for the information and safety of all users
o Regular, routine staff meetings
MUNICIPALITY OF KINCARDINE
RE: Customer Service Accessibility Standard Training
I, Z,IR,E Sunni »j I hereby confirm that 1 have viewed the video,
"Transforming Ontario's Customer Service", and have reviewed the Municipality
of Kincardine's Policy GG.3.8, "Accessibility Standards For Customer Service"
(located on the www.kincardine.net website) and am familiar with the policy's
content.
JFdBlEd mmonlS i/41A1t
Name ( Please print)
A REnln // e/ /ARIA (FMEAFT
Position
Cri 7 / ""
Date
Contractor Signature
BINDER NO. Binder CDS
1115 Sutton Street
Kincardine, Ontario,N2Z 2C5
Tel: (519) 396 -3465
Fax: (519) 398 -8135
9 Miller Insurance Brokers Inc.
BINDER OF INSURANCE
INSURED: Ev'Rose Layne & Debbie Simmons
MAILING ADDRESS: RR 3
Tiverton, Ontario
NOG 2T0
OPERATIONS INSURED: Arena Maintenance at 20 Robinson Street, Tiverton, ON, NOG 2T0
POLICY TERM: October 06, 2011 12:01 A.M. to October 06, 2012 12:01 A.M.
BINDER EFFECTIVE: October 06, 2011 12:01 A.M.
COVERAGES, TERMS AND CONDITIONS:
$2,000,000 Commercial General Liability subject to a $1,000 Property Damage
Deductible
ADDITIONAL INSURED: The Municipality of Kincardine
With respect to the operations of the
Insured only.
INSURER(S) Intact Insurance Company
(In the event of cancellation of these coverages, the eamed premium will become due and payable).
This binder is provided for convenience only. For a complete and accurate description of the coverage
provided, recourse must be made to the policy wordings which will at all times govem the scope of
coverage. This binder is automatically cancelled upon receipt of the policy.
A policy or policies will be issued in connection with the insurance described herein = d in the event of any
inconsistency therewith the terms and conditions of such policy or policies shall be he . to apply.
/ er l y e Brokers Inc.
October 06, 2011 12:01 A.M. � 7 ■
o / - A
_ '
DATE/TIME BOUND . -er. ' RE
/
%S
fl irt:
Clearance Certificate / Certificat de dicharge
Contractor Legal / Contractor Address / Contractor Principal Legal / Principal Address / Clearance Certificate Validity period (dd.
Trade Name / Adresse de Classification Unit Trade Name / Adresse de Number / Numiro du mmm-yyyy) / P riode
Appellation ('entrepreneur and Description / Appellation ('entrepreneur certificat de dicharge de vali ite
commerciale ou Uniti de classification commerciale ou principal (jj /mm /aaaa)
raison sociale de de ('entrepreneur et raison sociale de
('entrepreneur description ('entrepreneur
principal
DEBORAH SIMMONS / RR 3, TIVERTON, ON, 7512 -003: CORPORATION OF 1475 CONCESSION 5 W2000000NCMA 06- Oct -2011 to 19 -Nov- ,
EV'ROSELAYNE NOG 2T0, CAN OPERATORS /RECRE THE MUNICIPALITY RR 5, KINCARDINE, 2011
ATIONAL OF KINCARDINE / ON, N2Z 2X6, CAN
KINCARDINE
MUNICIPALITY
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