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Home My WebLink About12 101 Professional Maintenance Services at former W.E. Thompson Public School Request for Proposals (Weilers) THE CORPORATION OF THE MUNICIPALITY OF KINCARDINE KBT VI . �nunwn BY-LAW NO. 2012 - 101 BEING A BY -LAW TO ACCEPT REQUEST FOR PROPOSALS FOR THE PROVISION OF PROFESSIONAL MAINTENANCE SERVICES AT THE FORMER W.E. THOMPSON PUBLIC SCHOOL ( Weilers Cleaning and Restoration Ltd) WHEREAS pursuant to the said Municipal Act, Section 8 (1) and 9 provide that • the powers of a municipality under this or any other Act shall be interpreted broadly so as to confer broad authority on the municipality to enable the municipality to govern its affairs as it considers appropriate and to enhance the municipality's ability to respond to municipal issues and has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act; AND WHEREAS it has been determined that there is a need for professional maintenance services at the former W.E. Thompson Public School; NOW THEREFORE the Council of The Corporation of the Municipality of Kincardine ENACTS as follows: 1. That the request for proposal of Weilers Cleaning and Restoration Ltd. to provide professional maintenance services at the former W.E. Thompson Public School as detailed in 2012 RFP CAO -01, in the amount of $69,239 (excludes applicable taxes), be hereby accepted. • 2. That the Mayor and Chief Administrative Officer be authorized and directed to execute, on behalf of the Council of The Corporation of the Municipality of Kincardine, any contracts and other documents required to authorize such work to commence. 3. This by -law shall come into full force and effect upon its final passage. 4. This by -law may be cited as the "Professional Maintenance Services at the former W.E. Thompson Public School (Weilers Cleaning and Restoration Ltd) Request for Proposals Acceptance By -law ". READ a FIRST and SECOND TIME this 5th day of September, 2012. � � ' ac..w ar yor Clerhw 1 READ a THIRD TIME and FINALLY PASSED this 5 day of September, 2012. • C or Clerk r Professional Maintenance Service at the former W.E. Thompson Public School Request for Proposal Acceptance By -law By -Law No. 2012 - 101 REQUEST FOR PROPOSAL DOCUMENT: WEILER'S CLEANING & RESTORATION LTD. Project: Provisions of Professional Maintenance Serivces in the space of the former W.E. Thompson Public School Between Owner Municipality of Kincardine and WEILER'S CLEANING & RESTORATION LTD. Box 267, 5 Ontario Rd. Walkerton, ON NOG 2V0 Filed under separate cover in Administration File — C01 in Central Records: Titled: Municipality of Kincardine By -Law No. 2012 - 101 BEING A BY -LAW TO ACCEPT REQUEST FOR PROPOSALS FOR THE PROVISION OF PROFESSIONAL MAINTENANCE SERVICES AT THE FORMER W.E. THOMPSON PUBLIC SCHOOL (Weiler's Cleaning and Restoration Ltd.) Cited as: Professional Maintenance Services at the former W.E. Thompson Public School (Weiler's Cleaning and Restoration Ltd.) Request for Proposals Acceptance By -law Dated: 5 day of September, 2012 • WFJILER'S CLEANING & RESTORATION LTD. Box 267, 5 Ontario Rd. Walkerton, ON NOG 2V0 Phone (519)881 -2205 /(800)461 -1694 Fax (519)881-3776 / 24 Hour Pager (519)881 -5849 www.weilerscleaning.com 21 Aug 2012 Municipality of Kincardine Municipal Administration Centre 1475 Concession 5, RR #5 Kincardine ON N2Z 2X6 Attention: Mr. Clarke • Ref: RFP 2012 — C.A.O. — 01, Provisions of Professional Maintenance Services in the space of the former WE Thompson Public School Weiler's Cleaning & Restoration is pleased to submit the following document in response to above stated reference. As detailed in above reference we have included the required documents for your review and look forward to continuing to provide services with the Municipality of Kincardine. Please accept this letter as confirmation of our attendance of the mandatory meeting and the site inspection as outlined in para 1.5 and Appendix A Bidder's Checklist. If at any time you require clarification, please contact me at your convenience at 519 -881 -2205 or by email at kathy@weilerscleaning.com. Sincerely, a r � �U r Kathy Weiler Owner /President KW /ct z s f wry �.. , r aka k s cx Ir fi T ✓. . F YtY , y s£- a o.« O 'xieTimm X a. 'S 'r Rw ��,� � }µ!� /{w� � sa, r .� ��p�`�""2�`c � _, MLSTQl ygi REDS INERT.. „n,: tv *F Art '0 - � . , �4 �., r �- .._...,� �'� ` �s,� • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School 4.1— FORM OF R.F.P. — PRICE BID FORM I, the undersigned, have carefully read and examined the entire set of R.F.P. 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 R.F.P., 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 R.F.P.: Please review section 3.0 Scope of Work Price Breakdown Conditions: See attached ervices asks As needed tasks The bid price on the R.F.P. is $ 69230.00 Price $ 8999.90 H.S.T. $ 78229.90 Total Site Inspection by Bidders is Mandatory Prior to Submission of Quote. . - - : - - - • - - , fpm 2pm. Site visit is scheduled for Friday August 10` Formatted: superscript 2012 1 R.F.P. Deadline: August 1 2012 by 3:OOpm. August 22o 2012. 3:OOpm Formatted: superscript Mr. Murray Clarke C.A.O. Municipality of Kincardine Municipal Administration Centre 1475 Concession 5, RR#5 Kincardine, Ontario • N2Z 2X6 Page 18 • ( \ wEILER9s epi \\.....„) CLEANING & RESTORATION LTD. Box 267, 5 Ontario Rd. Walkerton, ON NOG 2V0 Phone(519)881- 2205 -1694 Fax (519)881 - 3776 Hour Pager (51 9)881 -5849 www.weilerscleaning.com 21 Aug 2012 Municipality of Kincardine Municipal Administration Centre 1475 Concession 5, RR #5 Kincardine ON N2Z 2X6 Attention: Mr. Clarke • Ref: RFP 2012 — C.A.O. — 01, 4.1 Form of RFP — Price Bid Form As discussed due to limitations of space on provided form, we submitted the following conditions for above mentioned ref. 1. Job hours are forecasted at this time to occur during the following periods 06:00 am to 08:30 am and 4:30 pm to 9:30 pm. Service outside of these timings may incur the premium bill rate dependant on schedule and type of service required; 2. IAW 3.3 para D the premium rate for services provided during off hour requests and /or statutory holidays will be $37.42, with a minimum call back of 3 hrs; 3. Carpet spot cleaning will be a minimum setup charge of $79.95; 4. IAW requirements for vending, coffee and water — it is our intention to maintain the current provider with the same program currently in place; 5. Property management fees only cover Weiler's Cleaning & Restoration coordinating said activity and not the actual cost of said activity. Billing for activities will be IAW billing procedures laid out in RPF; 6. Due to this is a multiyear contract, annual increases will need to be incurred. For this contact it will be Cost of Living (COL) plus L5 %; • 7. We have calculated and included with this bid that the time required per month for classroom setup is 2 hrs per month. If time exceeds this amount there will be a charge of our labour rate by the number of hours required. 8. Cost for call out services for snow removal above and beyond the RFP will be $85.00 /time; 9. Cost for salt or sanding services above and beyond the RFP will be $70.00 /time; 10. Consumables will be billed at contractor's rate plus 10 %. Sincerely, 4 �i athy Weil Owner /Pre ' ent KW/ct _ xxr_- ,.suer. - R ('� qq99 • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School 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 im Staff relevant empioyment history and Phone Number I agree that all costs as detailed in this R.F.P. document are included in the total R.F.P. price, noted on page 15. I will complete all work as per the contract within 90 calendar clays of commencement. I have received and allowed for Addenda number N/A in preparing my R.F.P... (Insert #'s or "NONE ") i Weiler's Cleaning & Restoration Ltd . Company Name Signa re • Kathy Weiler Owner Print Name Title 5 Ontario Rd Box 267 Walkerton/ NOG 2V0 Street Address City/Town Postal Code 519 -8E41 -2205 519- 881 -3776 21 Aug 12 Telephone No. Fax No. Date Page 19 • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School 4.2 — FORM OF R.F.P. — DECLARATION JTO BE SIGNED AND SUBMITTED WITH R.F.P.) THIS R.F.P. IS SUBMITTED BY Weiler's Cleaning & Restoration Ltd TO THE MUNICIPALITY OF KINCARDINE 1. 1, Kathy Weiler OF Weiler's Cleaning & Restoration Ltd DECLARE that no person, firm or corporation over 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 R.F.P. or in the contract proposed to be taken. • 2. 1 FURTHER DECLARE That this R.F.P. is made without any connection knowledge, comparison of figures or arrangement with any other company, firm or person making a R.F.P. for the same project and is in all respects fair 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 R.F.P., 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 R.F.P. are in all respects true. 5. 1 FURTHER DECLARE that I have carefully examined the R.F.P., Information for Bidders, General Conditions, the Scope of Work/Special Provisions, the Form of R.F.P., 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 R.F.P. — Price Bid Form. 6. 1 FURTHER DECLARE that t have a clear understanding of all the work involved in this contract. 7. 1 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 dosing date, whichever first occurs and that the Municipality may, at any time, within that period, without notice, accept this R.F.P. whether any other R.F.P. has been previously accepted. 8. 1 FURTHER DECLARE that the awarding of the contract based on this R.F.P. 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 I also agree to pay to the said Municipality the difference between this R.E.P. 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 R.F.P.; 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 or failure on our part. Weiler's Cleaning & Restoration Ltd ,' / Kath Weiler (COMPANY NAME) (SIG • RE) (PRINT NAME) 5 Ontario Rd Box 267 Owner (ADDRESS) (TITLE) Chris Taibinger (SIGNATURE) (WITNESS) NOG 2V0 21 Aug 12 (POSTAL CODE) (DATED) Page 20 III CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School 4.3 — FORM OF R.F.P. BIDDER'S RESUME Name of Bidders Company: Weiler's Cleaning & Restoration Ltd. How many years experience in subject industry? 26 years List below the three largest and most recent contracts which are similar: COMPANY NAME CONTACT PHONE NO. YEAR • Worley Parsons Nicole 519 - 396 -5575 2012 Honeywell Shelley Leboeuf (Walkerton & Mt Forest OPP Det) 705- 549 -1732 2012 Bruce Telecom Collin Alcock 519 - 368 -1253 2011 Is any beneficial Owner of the Bidder's company an employee of the Municipality of Kincardine or a member of Municipal Council? Yes: No: XX If yes, submit the following data regarding the employee: NAME OF EMPLOYEE POSITION PLACE OF WORK LOCATION This resume has been submitted by: Kathy Weiler (NAME) 1 /"J i� 1 . 11 / .1- :. L Owner (SIQNATURE) 7 r (TITLE) Page 21 • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School 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 R.F.P. envelope. Please check { /) the items required and return with your R.F.P... • CX Signed and completed Form of R.F.P. — Price Bid Form CX All Addenda acknowledged on the Form of R.F.P. — Price Bid Form DX Signed and witnessed Form of R.F.P. — Declaration OX Signed and completed Form of R.F.P. — Bidder's Resume DX Work Plan; EX Site Inspection by Bidder • Page 22 r CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School UMW...PU.1TV or i EQNCARPINF- 'mot - +e.pl. boloond UM. Accessibility for Ontarians with Disabilities Act, 2005 (AODA) Accessibility Regulations for Contracted Services In accordance with Ontario Regulation 429/07, Accessibility Standards for Customer Service, Section 6, every provider of goods or services shall ensure that the following persons receive training about the provision of its goods or services to persons with disabilities: 1. Every person who deals with members of the public or other third parties on behalf of the provider, whether the person does so as an employee, agent, volunteer or otherwise. 2. Every person who participates in developing the provider's policies, practices and procedures goveming the provision of goods or services to members of the public or other third parties. • The training must include a review of the purposes of the AODA and the requirements of Regulation 429/07 and instruction about the following matters: 1. How to interact and communicate with persons with various types of disability. 2. How to interact with persons with disabilities who use an assistive device or require the assistance of a guide dog or other service animal or the assistance of a support person. 3. How to use equipment or devices available on the provider's premises or otherwise provided by the provider that may help with the provision of goods or services to a person with a disability. 4. What to do if a person with a particular type of disability is having difficulty accessing the provider's goods or services. 5. Information on the policies, practices and procedures goveming the provision of goods and services to people with disabilities. Contracted employees, third party employees, agents and others that provide customer service on behalf of The Corporation of the Municipality of Kincardine must meet the requirements of Ontario Regulation 429/07 with regard to training. Website training at www.mcss.aov.on.ca or another pre - approved training source of your choice would be considered an acceptable form of training. A copy of the Municipality of Kincardine Accessibility Standards for Customer Service is attached and must be reviewed with any employee that will provide customer service on behalf of the Municipality. A document describing the training policy, a summary of the contents of the training and details of training dates and attendees must be submitted to the Municipality of Kinc rdin sm r quest. I acknowledge receipt of this notice and confirm that g will comply with its requirements. Kathy Weiler Restoration Ltd. 21 Ati 12 il Signatures i ce. ' .. Da l I have th - - utho . ' • 'oration POLICY Page 24 • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School POLICY GG.2.17 APPENDIX "X" MUNICIPALITY OF KINCARDINE OCCUPATIONAL HEALTH AND SAFETY COMPLIANCE FORM 1 have read Appendix F of Policy #GG.2.17 Purchasing and Procurement "Notice to All Contractors, Corporate Statement of Occupational Health and Safety" and agree to comply with it. • Kathy Weiler '� . ` 4 21 Aug 12 Contractor's Name Date - r Weiler's Cleaning & Reation Ltd. • Page 33 • i Work Plan for RFP 2012 - CAO -01 Provision of Professional Maintenance Services in the space of the former WE Thompson Public School Daily Weekly Montly Spring Fall As Required Vacuum floors and chairs xx Clean tables and counters xx Empty garbage xx Check projector, OHP, Computer xx Lock doors, close and latch windows xx Restock supplies - i.e. cutlery, napkins, soap xx mop or vacuum floor xx Clean appliances xx • Clean urnial, sink, mirrors xx Place garbage in dumpster xx check lights xx check and resupply water coolers as needed xx check thermostat xx check for damage to building and furnature xx Set alarm xx secure electrical and material storage room xx Clean offices and meeting rooms xx Wipe chairs xx check exterior lighting xx Visual check of thermostats xx clean windows and sills xx pickup garbage, litter and debris from parking lot and grounds xx empty cigarette disposal • containers xx • C5 Work Plan for RFP 2012 - CAO -01 Provision of Professional Maintenance Services in the space of the former WE Thompson Public School Daily Weekly Montly Spring Fall As Required Thorough clean of offices including desk tops xx clean boot mats xx wipe lockers, cabinets, coat racks xx inspect all emergency lights and dates of inspection xx inspect all fire extinguishers and dates of inspection xx check all heating and cooling equipment including filters xx III inspect and maintain UVEX Lens cleaning station and eye wash xx wipe out cupboards xx clean fridges inside and out xx remove gum from kitchen tables and chairs xx Thorough clean of classrooms including desk tops xx remove gum from classroom tables and chairs xx carpets cleaned xx xx exterior upper windows cleaned xx xx inside windows cleaned xx xx water treatment inspection xx xx HVAC inspection xx xx pest contral arranged xx Strip and wax floors xx xx sweep floors xx • grass cutting, weeding, snow removal, sanding and salting xx remove snow from entry roofs xx power wash entry roof xx routine or emergent Building maintenance xx • . ............................... . ��;tctngi,Ip gmof errorgy, balanced life. IQNCARDINL • � 3 :space at thie t o aer W:'E � _ � M oP1R DUE BY: 3:00 PM (Local Time) Aug - t--1- 2012 A ugust 22 2012 �( Formatted: Superscript Deliver To: Murray Clarke • C.A.O Municipality of Kincardine Municipal Administration Centre 1475 Concession 5, RR #5 Kincardine, ON N2Z 2X6 Tel: 519- 396 -3468 Fax: 519- 396 -8288 Website: www.kincardine.net Aft • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School 1.0 — INFORMATION FOR BIDDERS 1.1 OVERVIEW The Corporation of the Municipality of Kincardine invites Contractors to submit bids to provide professional maintenance services at the former W.E. Thompson Public School located at 705 Princess Street, Kincardine, ON. 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 R.F.P., sealed in an envelope, clearly marked, will be received at the office of the C.A.O. at the Municipal ill iiministration Centre Concession 5, RR #5 Kincardine, ON, N2Z 2X6 until: _•. - el 2012 . 3:OOPM — August 22 2012 Formatted: Superscript _ _J • Late bids will NOT be accepted and will be returned unopened to the Bidder. The Department clock at the Municipal Administrat Centre determines the official closing time for th R.F.P. • Facsimile (fax) or e-mail responses for this R.F.P. will NOT be accepted. • The Municipality reserves the right to accept any response to this R.F.P. which it deems to be in its own 1 responses. or to reject all res onses. 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 R.F.P. 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. • R.F.P. 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 R.F.P. • The terms and conditions of this R.F.P. 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 R.F.P. • The Municipality reserves the right to cancel the R.F.P. call and not accept any R.F.P. at all and /or re- issue the R.F.P. in its original or revised form. • The Municipality reserves the right to cancel this R.F.P. call and not accept any R.F.P. at all if the costs exceed the budget amount. • The Municipality reserves the right to reject any R.F.P. that fails to comply with the response requirements. Adherence to the response requirements is required to ensure an effective evaluation of all R.F.P.'s. • The lowest or any R.F.P. will not necessarily be accepted. Page l • ....... _ ................ .......... . CORPORATION OF THE MUNICIPALITY OF KIN R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School 1.3 RESPONSE REQUIREMENTS The response to this R.F.P. must be submitted in str accordance with the requirements of this document and is to include the following: 1.3.1 Include a signed and completed Form of R.F.P. — Price Bid Form as required in section 4.1. 1.3.2 Include a signed and witnessed Form of R.F.P. - Declaration as required in section 4.2. 1.3.3 Include a signed and completed Form of R.F.P. — Bidder's Resume as required in section 4.3. D OTE: Failure to include the response requirements listed above may result in your bid being disqualified. 1.4 QUESTIONS 1 DISCREPANCIES Bidders who find any discrepancies or om in this R.F.P., or who have any doubt as to the intent or meaning of anything contained therein, shall direct questions to the following: R.F.P. Terms and Conditions: Murray Clark C.A.O. Municipal Administration Centre cao @kincardine.net 1.5 SITE VISIT Bidders must have a man datory site visit of the former W.E. Thompson Public School. Please contact Stephen Murray at 519- 396 3468 ext 1 o email smu rravcr kincardin to register. The form W.E. Thompson Public School is located at 705 Princess Stree Kincardine, ON. The uitc v i s it is scheduled #or Friday July 27 from 1 2pm, i'lc\asc meet at the cast door of nth building. The site visit is scheduled for Friday August 10t ", from 1 m — 2pm. Please meet at the east door of the buildino ---1 Formatted: superscript Bidders may be advised by addenda, of required additions, de or alterations in the requirements of the R.F.P. documents. All such changes shall become an integral part of the R.F.P. documents and shall be allowed for in arriving at the total R.F.P. price. Bidders shall insert and state on the F orm of R.F.P. — Price Bid Form, in the space provided, any addenda received by them during the R.F.P. period. • Page 2 ID CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School 1.6 R.F.P. / PROJECT SCHEDULE The schedule for this R.F.P. is as follows: Issue Date: July 23` 2012 —�- _....... - -- Closing Date: August 1', 2012 August 22 2012 – 3:OOpm .-{ Formatted. Superscript , R.F.P. to Council: August 8, 2012 September 5 2012 -r( Formatted Superscript Project Start: August 15 2012 October 15 2012 _ . =� Formatted: Superscript i 1.7 PUBLIC OPENING II bids will be opened and read at The Municipality of Kincardine, 1475 Concession 5, RR #5, Kincardine on August 1 e '-- - - -e'. - ,t _ -- - - August 2 2012 immediately following close at - -j Formatted Superscript f, 3:OOpm. 1.8 BIDDER'S CHECKLIST To assist Bidders with completing a response to this R.F.P., a Bidder's Checklist is included as Appendix A of this R.F.P. document. 1.9 ACCESSIBILITY STANDARDS The Contractor must comply with the Owner's Accessibility Standards for Customer Service as attached. 1.10 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. 15% b)Cost; Comprehensive costs, including all Labour components Canada statutory obligations of the Contractor. 50% 411 (The cost is to be sealed in a separate envelope please) c) Experience; Proponents must have a proven track record of providing Professional Maintenance Services. 35% 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 maybe 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 bes m eets the needs of the Municipality. Page 3 Ilk • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School 2.0 - GENERAL CONDITIONS The following section forms an integral part of this R.F.P. and must be considered in completing a response to this R.F.P. The Bidder must agree to abide by all the clauses and conditions laid out in this R.F.P. 2.1 DEFINITIONS Wherever the words "Owner" o r "Municipality" are used in these documents, it shall be understood that it means The Corporation of the Municipality of Kincardine. 111/herever 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 p rovi de s otherwise, "satisfactory to the owner", "approved by the owner, "adequate to the Owner's satisfaction " "suitable to the Owner", etc. Whenever the word "R.F.P." iso used, it shall mean and i nclude the agreement to do the work entered into w the Corporation, the Information for Bidders, General Conditions, Scope of Work / Special Provisions, Form of R.F.P. , the R.F.P. and other documents referred to or connected with the said R.F.P.. Whenever the word "Bidder" is used it shall mean the individual, firm, company or corporation who has 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 R.F.P., the General Conditions, the Scope of Work /Special Provisions, R.F.P. and all other documents referred to or connected with the said R.F.P.. 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 R.F.P. 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 R.F.P.'s received shall be vocable. 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 R.F.P. 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 Munic the Municipality reserves the right to reject all R.F.P.'s. The R.F.P. will be awarded in whole. Page 4 CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Public School e Services the former W.E. Thompson Professional M aintenanc S ' 2.4 CONTRACTOR'S 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 Ale Owner or others; caused by the Contractor or their staff, resulting from any cause whatsoever deriving from e 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 pent of any or all labour, materials and equipment required to carry out and complete the work. Materials rocurem and equipment shall be subject to Owner's approval. The Owner reserves the right to reject R.F.P.'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 U pon 24 hours notification (weekdays) and 48 hours (weekends) the Municipality of Kincardine will provide a P urchase Order for the goods as described in Appendix B. 2.8 TOOLS .he hompson Contractor must provide his /her own tools to complete all repairs /maintenance at the former WE Publ S 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. Page 5 • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School 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 tot supply to the Municipality a valid Clearance Certificate by the WSIB, of if applicable, a letter from WSIB verifvina 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 i required to have unexpired Material Safety Data Sheets for all Hazardous Materials on site at a lt 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 are 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: Page 6 CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School 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; 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 •ereto, 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 Page 7 CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School Corporation, or in prosecuting any claim against the Corporation. 2.14 DOCUMENT REQUIREMENTS AT TIME OF CONTRACT EXECUTION General Subject to an award of the R.F.P., 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. 2.15 AGREEMENT Should the Bidder's R.F.P. be acceptable to the Owner then the Bidder shall enter into an agreement with the Owner. 2.16 R.F.P. 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 R.F.P. — 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 R.F.P. 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. •17 PAYMENTS The overall R.F.P. 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 safety of the project. 2.18 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 Page 8 0 CORPORATION OF THE MUNICIPALITY OF KINCARDINE R. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School contract. 2.19 RESTORATION The Contractor shall be responsible for the re 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. 2.20 DEFECTIVE WORK AND NON - PERFORMANCE S e 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. 2.21 FAILURE TO PERFOR 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 alternate sources. Any extra costs as a result of this action are to be borne 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. 2.22 TERM The term of this contract shall be for a period of five (5) years commencing upon approval by the Council of the Municipality of Kincardine. 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 i u t by these contract documents. The Contractor shall remedy any defects in workmanship to the satisfaction 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 Page 9 • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional. Maintenance Services the former W.E. Thompson Public School workmanship appearing within a period of one (1) year from the date of substantial completion. 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 R.F.P. O sponses to this R.F.P., which do not, in the sole opinion of the Municipality of Kincardine, adequately dress all the requirements listed in this R.F.P., 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 R.F.P. 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 R.F.P. for this project. The person submitting this R.F.P. consents to such collection and use of the information. The person submitting this R.F.P. acknowledges that the information contained in the R.F.P. 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 R.F.P... 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) Discussions between the C.A.O. 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. Page 1 • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School 3.0 - SCOPE OF WORK & SPECIAL PROVISIONS 3.1 OVERVIEW This R.F.P. is for contractual services for Professional Maintenance Services the former W.E. Thompson Public School in the Municipality of Kincardine. The Scope of Work: The Council for the Corporation of the Municipality of Kincardine wishes to receive proposals for professional maintenance services for the former W.E. Thompson Public School. 3.2 ELIGIBILITY Contractor must: a) Have experience in providing maintenance services to large facilities b) Have labour resources and support services available c) Have experienced, qualified staff; d) Demonstrate comprehensive knowledge of facility maintenance e) Must have equipment available for all labour components, including snow removal and lawn care equipment. The successful bidder will, on a contract basis, provide all Labour Services required to provide Professional Maintenance Services the former W.E. Thompson Public School. The contractor will endeavor to faithfully execute all the duties as follows: - 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 3.3 PROVISION OF SERVICES A. SERVICES Throughout the Term, The Contractor (or a third party s erv i ce pr ovider engaged by The Contractor (each, a "Service Provider" and, collectively, the "Service Providers ") shall provide the Municipality of Kincardine with all services commonly provided by providers of the facilities services contemplated herein, to manage and � aintain the Property including, without limitation, arranging for and supervising all of the services listed in this ction 1 or otherwise included or referred to in this Appendix (collectively, the "Services "). The Services shall be provided in compliance with this exclusive license and Applicable Law. In addition, the Services shall be provided using the care, diligence and skill of a prudent and qualified manager of a property of similar size and condition to that of the Property and in keeping with the image and reputation of the Municipality of Kincardine. Notwithstanding that the Services may be provided by third party serv providers, as between Contractor and the Municipality of Kincardine, the Contractor shall be primarily respons for the provision of the Services and as such shall be responsible for the acts and omissions of all Service Providers it engages to provide any Services. Page 11 Ark • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School For clarity, at all times the Contractor shall be contractors of the Service Provider, and not the Municipality of Kincardine The Contractor shall be acting in all respects as principal and not as agent of the Municipality of Kincardine in connection with the Service Providers. The retention of Service Providers by The Contractor shall not relieve the Contractor of any of its obligations to the Municipality of Kincardine under this exclusive license. The Services shall include: (i) Facilities management services including but not limited to: (A) providing food vending machines as requested by tenant; (B) classroom set -up as requested via an agreed -to process; (C) directing the work of facilities staff; • (D) performing all required maintenance of the Property and ensuring that all maintenance work is performed in compliance with Applicable Law; (E) planning, organization and direction of the work of professional building managers assigned, if any; (F) planning and determination of work programs and schedules for the maintenance of the Premises that, for clarity, does not include planning and work programs related to training which shall be tenant prerogative; the Building is to be maintained to a facilities condition index (FCI) at or better than starting FCI as determined by a third party assessment (VFA) (G) evaluation of the work performance of staff; (H) investigation and taking prompt and necessary action to resolve problems involving issues, conflicts, building defects and other problems raised by tenant; (I) provision of all repairs including electrical and mechanical; (J) handling of emergency repairs to protect property; and (iii) Without limiting the generality of any of the other provisions of this Appendix, The Contractor itself or using a Service Provider shall: (A) provide, manage and maintain the Property in a clean, tidy and safe condition; (B) adequately heat the facility and adequately cool the facility so as to provide a comfortable environment for all occupants; (C) keep all interior and exterior areas of the Building in a neat and clean condition; (D) keep landscaping of the Property in good order; and (E) promptly remove snow and ice from walkways, driveways and parking areas of the Property and sand those areas as necessary. (F) lawn care maintenance when necessary SUPERVISION The Contractor o cto or the Service Provider shall employ, discharge, supervise and pay all employees or contractors for the efficient rendering of the Services. The selection of persons who will perform the Services from time to time shall be at the discretion of The Contractor, provided that the Services will be delivered using only suitable qualified and experienced personnel who possess a standard of professional competence and thoroughness normally exercised by persons providing facilities services similar to the Services; and, all Services shall be provided or arranged by or on behalf of Municipality of Kincardine. Notwithstanding the foregoing and subject to any other rights of the Municipality of Kincardine under this exclusive license, if any Service Provider fails to provide any of the Services in accordance with this exclusive license and continues to do so after Notice of such failure is given to The Contractor, The Contractor will replace such Service Provider. Page 12 • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School For clarity, all individuals performing Services shall be employees of the The Contractor or a Service Provider, as applicable, and shall not for any purpose be considered as employees of the Municipality of Kincardine. The ye Contractor shall ensure that it and all Service Providers promptly remit all employee source deductions and maintain all workers compensation payments up to date and in good standing. The Contractor shall indemnify, and save the Municipality of Kincardine harmless from all Claims that any such employee is an employee of the Municipality of Kincardine or that arise as a result of it or a Service Provider failing to remit source deductions or keep workers compensation payments up to date as hereinbefore provided. ADMINISTRATION: acilit Y Staffing Staffin - Included in the Services Fee and as part of the Services, the Contractor or a Service Provider shall provide, or arrange for the p rovision of staff to provide a facilities manager in respect of the Property. D. BUSINESS HOURS: The tenant anticipates that most of its actual use of the Building and Property will occur during Business Hours. If The tenant determines to use the Licensed Premises during Off Hour The tenant will give reasonable prior notice (which includes for the purposes of this section, oral notice) to th i e Contractor or the Service Providers representative or if they are not available, Notice will be given to any other employee of The Contractor or the Service Provider at the Property. Upon receipt of such Notice, The Contractor or the Service Provider shall take commercially reasonable steps necessary to provide those Services necessary to accommodate The tenant's Off Hours use. The Contractor or the Service Provider shall invoice the Municipality of Kincardine for any additional staff costs associated with providing such Services during Off Hours at premium rates. E. AUDIT: The Contractor shall keep (and shall cause all Service Providers to keep) full and adequate books of accounts and other records reflecting all transactions relating to services provided or any other amounts paya b y the Municipality of Kincardine to The Contractor under this Lease ( "Records "). Records shall be maintained in accordance with appropriate accounting principles consistently applied; in sufficient detail to facilitate adequate audit and review thereof; and shall be maintained as a prudent property or facilities manager would keep. he Municipality of Kincardine shall have the right to audit the Records by giving two weeks' prior Notice and audit will be conducted during Business Hours. Audits, if any, will focus on the payment or reimbursement expenses billed to the Municipality of Kincardine, and /or documents relevant to disputed invoice s. F. REQUIRED TASKS; Note: Although some overlap with our normal business hours is acceptable - most of the cleaning and maintenance work is best done when the building and classrooms are not in use (e.g., early mornings and /or late afternoon /evenings). Cleaning /maintenance supplies, and other consumables such as toilet paper, paper towels, hand soap will be supplied by The Contractor or the Service Provider and invoiced to the Municipality of Kincardine. Page 13 • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School a. DAILY TASKS CHECK CLASSROOMS /MEETING ROOMS • Vacuum floor & chairs if required • Wipe tables, as required • Empty Garbage • Check In- Focus, Overhead Projector, Computer, remotes for VCR & In- Focus /easels • Change In- Focus, Projector bulbs /lamps as required • Ensure computers & infocus, VCR shut down • Lock doors 41/ ALL OFFICES • Empty Garbage and recycling/lock ALL KITCHENS /LUNCHROOM • Empty garbage and recycling • Paper Towels /Soap supplied as needed • Restock napkins, plastic cutlery, salt & pepper, coffee supplies (e.g., cups, stir sticks, tea bags, sugar), etc.; put out milkettes /creamers in moming and put in fridge in evening; advise tenant when such supplies reach re -order level • Dry /wet Mop floor or vacuum (if needed) • Wipe tables & counters, disinfect sink • Appliances (including toasters and microwaves) cleaned outside & inside LUNCHROOM • Vacuum flies out of lunchroom at 11:00 a.m. during fly season ALL WASHROOMS • Empty Garbage • Check Towels, Soap, toilet paper and supply as needed • Clean Toilets, Urinals, Shower, sink, mirrors, stall partitions & mop floor if need BUILDING • All garage placed in dumpster; recyclables in appropriate bins • • Check lights /stairwells & floors for flies /bugs- vacuum as needed • Dry/Wet Mop entrance & halls (as needed) • Water Coolers Full and check cups - supply as needed • Vacuum entry Mats and ramp as needed • Check windows closed & latched • Overhead doors closed & locked • Check Tight bulbs /fixtures working • Check heat/cooling temps; thermostats set appropriately • Check broken chairs & tables, repair or identify for replacement as needed • Check lights /stairwells & floors for flies /bugs- vacuum as needed • Mop entrance & halls (as needed) • Water Coolers Full and check cups - supply as needed Page 14 r • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School • Check windows closed & latched • Overhead doors closed & locked • Set alarm. Bypass if necessary • Check light bulbs/fixtures working • Check heat/cooling temps • Check broken chairs & tables • Ensure electrical rooms locked • Material Storage -as needed • Secure and close building, including check windows closed and latched, all interior security — sensored doors and exterior doors closed and locked, set alarm WEEKLY TASKS ALL OFFICES/MEETING ROOMS • Vacuum offices and meeting rooms ALL KITCHENS /LUNCHROOM • Clean coffee station • Wipe Chairs • Disinfect sinks and thorough clean of counters BUILDING • Check outside /sign /lights; exit lights (replace bulbs as needed) • Re -cycle material put out (for municipal collection per municipality schedule) • Check heaters (Sept. — May) • Check that floor thermostat is at min of 66 °F • Visual check on thermostats to ensure working • Check thermostats in mechanical room. • Clean windows & sills, clean glass in doors and entryways OUTSIDE /GROUNDS • Pickup Garbage & Litter & Debris from Parking lot and grounds • Empty cigarette disposal containers C. MONTHLY TASKS • ALL OFFICES • Thorough clean of offices, including: notify staff cleaning & request move stuff on floor & clear desk as much as possible. Clean & remove any marks on entire desk area, clean any items left on desk, clean computer, dust shelves, wipe down any tables, cabinets, other furniture, heater, radiators, clean chairs, clean inside & outside window, window sills, clean boot mat BUILDING • Clean boot mats • Wipe lockers, cabinets, coat racks, other surfaces • Inspection of All Emergency Lights & Date of Inspection marked on card. Submit • form to front office • Clean windows & sills, clean glass in entryways • Inspection of All Fire Extinguishers & Date of Inspection marked on card Page 15 CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School • Check all heating & cooling equipment including filters & any cleaning needed • Inspection /Maintenance of UVEX Lens Cleaning Station & eye washing station • Flammable Cabinet -if applicable (update list of contents) • Rinse out garbage and recycle bins KITCHENS • Wipe out cupboards • Clean all fridges inside and out • Remove gum from bottom of tables and chairs CLASSROOMS / MEETING ROOMS • • Thorough cleaning of classrooms including notifying staff of cleaning & request move stuff on floors & tables as much as possible. Clean & remove any marks on tables, clean computer, dust shelves, disinfect tables, chairs, phones, clean inside & outside window, window sills, shelves, etc. • Remove gum from bottom of tables and chairs d. AS NEED BASIS TASKS • Arrange for Carpets to be cleaned • Arrange to have exterior upper windows cleaned spring & fall • Clean all inside windows spring & fall • Arrange water treatment system Inspection springffall • Arrange HVAC inspection spring/fall • Arrange for pest control • Clean water coolers • Sweep Floor in the Building • Ground Maintenance including grass cutting, weeding, raking, gardening, tree trimming, etc. • Areas around propane tanks /air conditioning units kept clear • Clear all entrances & emergency exits • Snow and Ice removal and control. Provide equipment and operators to safely remove snow and apply sand and salt on the Property. Application of sand and salt shall be in agreement with the Applicable Law as it pertains to the environment. Areas of application include roads, parking lots and designated paths /walkways. Application of sand and salt shall be spread appropriately to keep parking lots, slopes, roads and walkways from freezing and creating slipping hazards. Ploughs and equipment shall be dispatched via Landlord typically when the snow accumulation reaches 7.5 cm (3 ") during a single winter event on Property. Ice / road conditions will be salted and sanded at discretion of the Landlord. All snow clearing, salting, sanding and other work as contemplated in this item will be completed 30 • minutes prior to the start of Business Hours or Reduced Hours as applicable. • Remove snow off entry roofs • Power wash entry roofs when required • Order cleaning and equipment supplies • Make and post signs on defective equipment and report to facility manager • Maintenance on lawn tractor, mower & weed eater • Routine or emergent Building Maintenance" Page 16 • CORPORATION OF THE MUNICIPALI OF KINCARDINE R.F.P. 2012 C.A.O. - Ol P ro f e ssi onal Maint Services the f W.E. T hompson Public School 3.4.1 MUNICIPAL REPRESENTATIVE The Municipality's Representative for the term of this contract is: Murray Clarke, C.A.O. Phone: 519- 396 -3468 • • Page 17 0 CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P.2012CAO. -01 Professional Maintenance Services t he f FORM ormer W.E. Thompson Public School 4.1 -FORM O F R.F. — PRICE BID FO I, the undersigned, have carefully read and examined the entire set of R.F.P. 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 R.F.P., 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 otherwi throughout this R.F.P.: Please review section 3. Scope of Work Price Breakdown Conditions: ervrces sks As needed tasks The bid price on the R.F.P. is $ Price H.S.T. $ $ sion of Qu Total Site Inspec by Bidders is Mandatory Pr to Subm isote. i i it i Tc hcdulcd fo r Fr €day July 27 1 pm 2p S ite visit is s c heduled for Friday Auqust 1e, (rrormatted_ supe rscript 2012 1 R.F.P. Deadline: Auguct 1 ', 2012 by 3:, Au 2 " d , 2012, 3:OOpm � wattea: superscri ` ) : Mr. Murray Clark C.A.O. Municipality of Kincardine Municipal Administration Centre 1475 Concession 5, RR #5 Kincardine, Ontario • N2Z 2X6 Page 18 CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School 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 ill Staff relevant employment history and Phone Number I agree that all costs as detailed in this R.F.P. document are included in the total R.F.P. 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 R.F.P... (Insert #'s or "NONE ") Company Name Signature Print Name Title Street Address City/Town Postal Code Telephone No. Fax No. Date Page 19 • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School 4.2 - FORM OF R.F.P. - DECLARATION fTO BE SIGNED AND SUBMITTED WITH R.F.P.) THIS R.F.P. IS SUBMITTED BY TO THE MUNICIPALITY OF KINCARDINE 1. 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 R .F.P. or in the contract proposed to be taken. 2. I FURTHER DECLARE that this R.F.P. is made without any connection knowledge, comparison of figures or arrangement with any other company, firm or person making a R.F.P. for the same project and is in all respects fair and without collusion or fraud. 3. I FURTHER DECLARE that no, Employee of the Municipality Elected Officials, other than the persons) shown on the Form of R.F.P., 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 R.F.P. are in all respects true. 5. I FURTHER DECLARE that I have carefully examined the R.F.P., Information for Bidders, General Conditions, the Scope of Work/Special Provisions, the Form of R.F.P., 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 R.F.P. — Price Bid Form. 6. I FURTHER DECLARE that I have a clear understanding of all the work involved 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 fora period of sixty (60) days after the closing date, whichever first occurs and that the Municipality may, at any time, within that period, without notice, accept this R.F.P. . whether any other R.F.P. has been previously accepted. 8. I FURTHER DECLARE that the awarding of the contract based on this R.F.P. 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 tot 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 R.F.P. 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 R.F.P.; 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 or failure on our part. 1 (COMPANY NAME) (SIGNATURE) (PRINT NAME) (ADDRESS) (TITLE) (SIGNATURE) (WITNESS) (POSTAL CODE) (DATED) Page 20 • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School 4.3 - FORM OF R.F.P. - 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 21 Alk • CORPORATION OF THE MUNICIPALITY OF ffiNCARDINE R.F.P 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompso Pub School 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 R.F.P. envelope. P lease check (4) the items required and retu with your R.F.P... ❑ Signed and completed Form of R.F.P. — Price Bid Form ❑ All Addenda acknowledged on the Form of R.F.P. — Price Bid Form ❑ Signed and witnessed Form of R.F.P. — Declaration ❑ Signed and completed Form of R.F.P. — Bidder s Resume ❑ Work Plan; ❑ Site Inspection by Bidder • Page 22 • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School APPENDIX B Supplies/Expenses that the Municipality of Kincardine will provide in order to facilitate the ongoing use of this facility: - washroom supplies - cleaning supplies -light bulbs -waste management (removal of garbage) Please note that it is not the responsibility of the contactor to pay utility bills (propane, hydro, water, fire alarm). Maintenance /Repairs The Contractor will be responsible for all minor repairs /maintenance at the former WE Thompson Public School. Minor repair /maintenance definition is a repair costing less than $300.00. The Contractor will fund all minor repairs /maintenance and be reimbursed upon submission of the receipt to the Municipality of Kincardine.. - The Contractor will obtain Purchase Orders from the C.A.O.s department for all major repairs /maintenance costing over $300.00. The Municipality will fund major repairs /maintenance. The Contractor will contact an authorized repair agent of the Municipality and a follow -up Purchase Order will be obtained from the C.A.O.s department within a 48 hour period Page 23 r■ • CORPORATION OF THE MUNICIPALITY OF KINCARDINE RF.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School TM' 1141INICIPAIATV or L NCATJDINr Accessibility for Ontarians with Disabilities Act, 2005 (AODA) Accessibility Regulations for Contracted Services In accordance with Ontario Regulation 429/07, Accessibility Standards for Customer Service, Section 6, every provider of goods or services shall ensure that the following persons receive training about the provision of its goods or services to persons with disabilities: 1. Every person who deals with members of the public or other third parties on behalf of the provider, whether the person does so as an employee, agent, volunteer or otherwise. 4 2. Every person who participates in developing the provider's policies, practices and procedures goveming the provision of goods or services to members of the public or other third parties. The training must include a review of the purposes of the AODA and the requirements of Regulation 429/07 and instruction about the following matters: 1. How to interact and communicate with persons with various types of disability. 2. How to interact with persons with disabilities who use an assistive device or require the assistance of a guide dog or other service animal or the assistance of a support person. 3. How to use equipment or devices available on the provider's premises or otherwise provided by the provider that may help with the provision of goods or services to a person with a disability. 4. What to do if a person with a particular type of disability is having difficulty accessing the provider's goods or services. 5. Information on the policies, practices and procedures governing the provision of goods and services to people with disabilities. Contracted employees, third party employees, agents and others that provide customer service on behalf of The Corporation of the Municipality of Kincardine must meet the requirements of Ontario Regulation 429/07 with regard to training. Website training at www.mcss.gov.on.ca or another pre- approved training source of your choice would be considered an acceptable form of training. A copy of the Municipality of Kincardine Accessibility Standards for Customer Service is attached and must be reviewed with any employee that will provide customer service on behalf of the Municipality. A document describing the training policy, a summary of the contents of the training and details of training dates and attendees must be submitted to the Municipality of K upon request. I acknowledge receipt of this notice and confirm that will comply with its requirements. 1111 Signature Date 1 have the authority to bind the Corporation POLICY Page 24 • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School POLICY NO: GG.3.8 SECTION: GENERAL GOVERNMENT TITLE /SUBJECT: ACCESSIBILITY STANDARDS FOR CUSTOMER SERVICE (Pursuant to Accessibility for Ontarians with Disabilities Act, 2005; Ontario Regulation 429/07) • ADOPTED DATE: August 5, 2009 REVISION DATE: November 4, 2009 PURPOSE The Municipality of Kincardine is committed to being responsive to the needs of the community. To do this, we must recognize the diverse needs of individuals and respond by striving to provide services and facilities that are accessible to all. As a provider of goods and services, and as an employer, the Municipality of Kincardine is committed to ensuring its goods or services are provided in an accessible manner. The Municipality of Kincardine will promote accessibility through the development of policies, procedures and practices and by ensuring they consider persons with disabilities. To do so, the Municipality must ensure the policies, procedures and practices address integration, independence, dignity and equal opportunity. PRINCIPLES Reasonable efforts will be made to ensure the following: (i) That goods or services be provided in a manner that respects the dignity and independence of persons with disabilities. (ii) The provision of goods or services to persons with disabilities and others will be integrated unless an alternate measure is necessary, whether temporarily or on a permanent basis, to enable a person with a disability to obtain, use or benefit from the goods or services. (iii) Persons with disabilities will be given an opportunity equal to that given to others to obtain, use and benefit from the goods or services. PROCEDURES AND PRACTICES: Procedures and practices will strive to reflect or achieve the following: (i) When communicating with a person with a disability, the Municipality will do so in a manner that takes into account the person's disability. (ii) Persons with disabilities requiring a support person or a service animal should not be restricted in obtaining, using or benefiting from the Municipality's goods or services. (iii) Notice is required when facilities or services that people with disabilities rely on to access Municipality of Kincardine goods or services are temporarily disrupted. Page 25 I i • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School (iv) Training of staff about provision of goods or services to persons with disabilities will facilitate the delivery of those goods or services. (v) The public should have an opportunity to provide feedback on the provision of goods or services to persons with disabilities. (vi) The public should have the opportunity to be aware of the availability of documents related to this policy. (vii) Municipal documents should be available in formats that take in to account a person's disability. (viii) Persons with disabilities should be allowed to use their own personal assistive devices to obtain, use or benefit from the goods and services offered by the Municipality. • PROCEDURES Support Persons Support person means, in relation to a person with a disability, another person who accompanies him or her in order to help with communication, mobility, personal care or medical needs or with access to goods or services. The Municipality of Kincardine will ensure that a person with a disability, who is accompanied by a support person, to enter municipal owned and operated public facilities with their support person and will not prevent the person with the disability having access to the support person while on the premises. The Municipality reserves the right to require the person with a disability be accompanied by a support person when on the premises, if it is considered necessary to protect the health and safety of the person with a disability or others on the premises. The Municipality of Kincardine will waive admission fees for support persons who accompany a person with a disability, into facilities where admission is charged. (a) The Municipality may require advance notice to facilitate availability, etc. (b) Member of public should notify a staff member the presence of the support person. (c) If there is confidential information to be disclosed, consent must be received from the person with the disability. Service Animals For the purpose of this policy, a 'service animal' is defined as either: • (i) A "guide dog," as defined in section 1 of the Blind Persons Rights' Act, or (ii) A "service animal" for a person with a disability. For the purpose of this policy, an animal is a service animal for a person with a disability, (a) if it is readily apparent that the animal is used by the person for the reasons relating to his or her disability; or (b) if the person provides a letter from a physician or nurse confirming that the person requires the animal for reasons relating to the disability. The Municipality of Kincardine will ensure that a person with a disability is permitted to enter all Municipality of Kincardine owned and operated public facilities with the service animal and allowed to keep the service animal with him or her unless the service animal is otherwise excluded by law from the area. Page 26 CORPORATION OF THE MUNICIPALITY OF KINCARDINE R. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School If a service animal is excluded by law from the premises, the Municipality will ensure that other measures are available to enable the person with a disability to obtain, use or benefit from the Municipality's goods or services. Temporary Service Disruptions If , in order to obtain us e or benefit from a provider's goods or services, persons with disabilities usually use particular facili or services of the Municipality (i.e. elevator) and if there is a temporary disruption in those facilities or services in whole or in part, the Municipality of Kincardine shall give notice of the disruption to the public. Notice of the disruption must include information about the reason for the disruption, its anticipated duration and a description of alternative facilities or services, if any, that are available. Aft Notice will be given by posting the information at a conspicuous place on premises owned or IF operated by the Municipality, as well as by posting it on the municipal website. If the Municipality of Kincardine website should expect a temporary service disruption, advance notice shall be provided on the website where possible, keeping with the conditions of the service disruption section of this policy. Training The Municipality of Kincardine shall ensure that the following persons receive training about the provision of its goods or services to persons with disabilities: (a) Every person who deals with members of the public or other third parties on behalf of the Municipality, whether the person does so as an employee, agent, volunteer or otherwise. (b) Every person who participates in developing the Municipality's policies, practices and procedures governin g the provision of goods or services to members of the P ublic or other third part. The training will include a review of the purposes of the Accessibility for Ontarians with Disabilities Act and the requirements of applicable regulations and instruction about the following matters: (a) How to interact and communicate with persons with various types of disability, as outlined in this policy. (b) How to interact with persons with disabilities who use an assistive device or require the assistance of a guide dog or other service animal or the assistance of a support person, as outlined in this policy. (c) How to use equipment or devices available on the Municipality's premises or • otherwise provided by the Municipality that may help with the provision of goods or services to a person with a disability. (d) W hat to do if a person with a particular type of disability is having difficulty accessing the Municipality's goods or services. The training will be provided to each person as soon as practicable after he or she is assigned the applicable duties. The Municipality of Kincardine will retain records of the training, including details of the training provided, as well as the name of the persons trained, the location of training, and the date of the training.. The Municipality of Kincardine will customize the training going forward, based on the actual experiences of the persons with disabilities in Municipality of Kincardine owned or operated facilities Page 27 I • CORPORATION OF THE MUNICIPALITY OF ffiNCARDINE R. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School and will provide training on changes to the policies, practices and procedures governing the provision of goods or services to persons with disabilities. Feedback Proce The Municipality of Kincardine will receive and respond to feedback about the manner in which it provides goods or services to persons with disabilities. While the Municipality will provide a form for submitting feedback, it may be provided in person, by telephone, in writing, or by delivering an electronic text by email or on diskette or otherwise Should a member of the public wish to provide a suggestion on how to improve provision of goods or • services to persons with disabilities: (a) Member of the public will inform Clerk of the suggestion, who will discuss with the Manager responsible for the department. (b) Staff member will assist member of the public in filling out the form, should they require assistance. (c) Member of the public will be notified in a timely manner of how the Municipality of Kincardine will proceed with their suggestion. (d) Staff response should include: an explanation of how we will implement the suggestion, a response indicating further investigation or an explanation why we are unable to implement the suggestion. Should a member of the public wish to make positive feedback regarding provision of goods or services to persons with disabilities: (a) The feedback will be handled pursuant to the Municipality's Mail Procedure policy. Should a member of the public wish to make a complaint regarding the provision of goods or services to persons with disabilities: (a) The member of the public with the complaint or concern should have a discussion with the Manager of the staff person who was involved in the situation. • (b) Should the discussion not resolve the complaint or the member of the public is uncomfortable discussing the issue, the member of the public should fill out a complaint form. A staff person can assist the member of the public with the complaint form in a manner that takes into consideration their disability. (c) The information to be documented on the complaint form by the member of the public shall include their personal contact information, the date, a description of the complaint, and what the member of the public requests to resolve the complaint. (d) The complaint shall be forwarded to the Clerk's Department to be dealt with as set out in the Municipality's Citizen Complaint policy, keeping i n mind the principles of this policy when communicating with a person with a disability. Page 28 AI. • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School Notice of Availability of Documents The Municipality of Kincardine will notify persons to whom it provides goods or services that documents associated with this policy are available upon request. This notice will be given by posting the information at a conspicuous place at the Municipal Administration Centre, by posting it on the municipal website, or by such other method as is reasonable in the circumstances. Format of Documents Should the Municipality of Kincardine be required to give a copy of a document to a person with a disability, the Municipality shall give the person the document, or the information contained in the document, in a format that takes into account the person's disability. . Material printed in -house and publications produced on behalf of The Corporation of the Municipality of Kincardine should contain a note indicating, "alternate formats are available upon request" and include relevant contact information. The Municipality of Kincardine and the person with a disability will try to agree upon the format to be used for the document or information, subject to feasibility requirements of this policy. Alternative formats that should be considered by the Municipality of Kincardine and the person with the disability will include, but are not limited to: (i) Print Requests: Requests for alternative formats should be honoured in the most practical manner depending on the media chosen, the size and complexity of the document, the quality and source of the documents, the feasibility of the request (including the cost) and the number of documents to be converted. It should be noted that when request for one of these formats is received and deemed feasible, staff should make every attempt to respond to the request in the most practical manner and to the satisfaction of the requestor. If it is determined that the format requested is not feasible, then other alternative methods of providing the information should be explored that will still meet the needs of the requestor (e.g. Audio CD or explaining the information verbally etc.). (a) Staff members receives request from member of the public for alternative format. (b) Employee fills out alternative format request form. (c) Forwards request to the responsible Manager. (d) The responsible Manager and the Clerk will determine feasibility, and i) if feasible, proceed with alternative format request; ii) if not feasible; contact individual with feasible solution. 40 (ii) ASL Interpreter Request: (a) Employee receives request from public for ASL Interpreter. (b) Employee fills out alternative format request form. (c) Forwards request to the responsible Manager. (d) The responsible department contacts Canadian Hearing Society to make request. (e) Once Canadian Hearing Society confirms attendance of ASL Interpreter, the responsible department contacts individual. (f) If ASL Interpreter is not available, individual will be contacted with an alternative Page 29 • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School solution. Feasibility will be determined based upon cost in relation to size of document and time associated with processing document requests. The time frame attached to the conversion process varies depending on the media chosen, the size, complexity, quality of source documents and number of documents to be converted. Documents shall be returned in a timely manner depending on the factors previously noted. Conversion shall be processed in -house wherever possible. When a member of the public requests a record of the Municipality in a multiple format, the department of origin shall be responsible for the cost of the conversion, materials and distribution, not the public requestor. In -house printing, where possible, should adhere to the CNIB's Clear Print Standards. • Assistive Devices The Municipality of Kincardine will allow persons with disabilities to use their own personal assistive devices to obtain, use or benefit from the goods or services offered by the Municipality of Kincardine. Should a person with a disability be unable to access the Municipality's goods or services through the use of their own personal assistive device, the Municipality of Kincardine will ensure the following steps are taken: (a) Determine if service is inaccessible, based upon individual requirements. (b) Assess service delivery and potential service options to meet the needs of the individual. (c) Notify person with disability of altemative service and how they can access the service, temporarily or on a permanent basis. Contact Informa For more information about this policy, or questions related to accessibility at the Municipality of Kincardine, please contact us: Clerk Municipality of Kincardine 1475 Concession 5 RR #5 Kincardine, ON N2Z 2X6 Phone: 519.396.3468 Fax: 519.396.8288 Email: clerk @kincardine.net • Links Customer Service Standard, Ontario Regulation 429/07: http : / /www.e- laws.gov.on.ca/html/ source /regs /english /2007 /elaws_src regs_r07429_e.htm Accessibility for Ontarians with Disabilities Act, 2005: http: / /www. a -laws. gov. on. ca/htm I/ statutes /english /elaws_statutes_05a 11 _e. htm Ministry of Community and Social Services: http: / /www. moss. gov. on. ca/mcss/ english /pi Ilars /accessibilityOntario AccessON: www.accesson.ca Page 30 • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School POLICY GG.2.17 APPENDIX "F„ MUNI CIPALITY OF KINCARDINE NOTICE TO ALL CONTRACTORS CORPORATE STATEMENT OCCUPATIONAL HEALTH AND SAFETY • The Corporation of the Municipality of Kincardine is committed to ensuring that a hi standard of health and safety is provided and maintained for all employees, visitors, guests, contractors, agents and others on our p remises. ALL CONTRACTORS /SUPPLIERS SHALL: 1. Demonstrate estab and maintenance alth and safety program with objectives and standards consistent with applicable legislation. This information will b e he documented in a meeting where at least one representative of the municipality and contractor are in attendance. 2. Submit a copy of past accident records and Workers' Compensation Board Number. 3. Include health and safety provisions in their management systems to reach and maintain consistently a high level of health and safety. 4. Ensure that workers in their employ are aware of hazardous substances that may be in use at their place of work and wear al protective equipment as may be required. 5. Upon req uest at any time from awar d to completion of contract, submit proof of fulfilm of above responsibilities. This appropriate person proof may but is not limited to a copy of the organization's own Health &Saf Policy, copies o training sessions, copies of logs documenting training /discussions. 6. �vlust comply with Workplace Safety Insurance Board (WSIB) premiums. — {Formatted Font: 10 pt _ �', 7. The Contractor /Supplier shall sign -off on the corporate occupational health & safety form stat his agreement to comply. • Your co- operation and assistance in this matter is appreciated and vital to the Health and Safety of all. Page 31 al CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School POLICY GG.2.17 APPENDIX "G" MUNICIPALITY OF KINCARDINE NOTICE TO BIDDERS In accordance with Policy GG.2.17 Purchasing and Procurement the following information is required to be obtained prior to the final ill awarding of the contract to the successful bidder: 1. Clearance Certificate or Letter of Independent Contractor Status issued by the Workplace Safety Insurance Board (WSIB) directly to the Municipality 2. Certificate of Insurance naming the Municipality as an additional insured and evidencing Liability Insurance in an amount of not less than $2,000,000 ($2 Million) as well as showing all other types and limits of insurance issued by their broker /insurer directly to the Municipality (to be obtained upon each expiry 3. Signed copy of the Municipality of Kincardine Occupational Health & Safety Compliance form. In accordance with the above policy, the following information is required to be obtained before work can commence /continue. Failure to provide this information will result in stoppage of work. 4. Clearance Certificate issued by the Workplace Safety Insurance Board (WSIB) directly to the municipality at intervals of 60 days from first issuance. 5. Certificate of Liability Insurance as above for the current policy and for each renewal period • Page 32 • CORPORATION OF THE MUNICIPALITY OF KINCARDINE R.F.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School POLICY GG.2.17 APPENDIX "H" MUNICIPALITY OF KINCARDINE OCCUPATIONAL HEALTH AND SAFETY COMPLIANCE FORM I have read Appendix F of Policy #GG.2.17 Purchasing and Procurement "Notice to All Contractors, Corporate Statement of • Occupational Health and Safety" and agree to comply with it. Contractor's Name Date • Page 33 • CORPORATION OF THE MUNICIPALITY OF KINCARDINE RF.P. 2012 C.A.O. - 01 Professional Maintenance Services the former W.E. Thompson Public School • • Page 34 • • 1 Return Address Label (Please affix this page to the front of your sealed envelope.) FROM: Contact: DELIVER TO: The Municipality of Kincardine Municipal Administration Centre 1475 Concession 5, RR #5 Kincardine, ON N2Z 2X6 ATTN: C.A.O. TENDER - SEALED BID Tender Number: R.F 2012 C.A.O. - 01 Date & Time Received: Description: Professional Maintenance Services the former W.E. Thompson School Closing Date: Wednesday August 22 " 2012 3:OOpm Late Tender will NOT be accepted — NO EXCEPTIONS! Staff Initial: