MUNICIPALITY OF GREENSTONE BOX 70, 1800 Main Street Geraldton, Ontario P0T 1M0 Telephone 807-854-1100 Facsimile 807-854-1150 PUBLIC SERVICES DEPARTMENT TENDER NO. PS-2016-2 INSPECTION OF FIRE ALARM SYSTEMS & KITCHEN SUPPRESSION SYSTEMS
INSTRUCTIONS TO BIDDERS 1. GENERAL DESCRIPTION This Tender is issued for the procurement of contracted services for annual fire alarm system inspections and biannual kitchen fire suppression system inspections. Testing, reporting and certification of multiple municipal facilities (as specified) is required. 2 DATE AND PLACE FOR RECEIVING TENDER SUBMISSIONS Tenders are to be submitted in duplicate in a sealed envelope by 4:00 p.m., local time, Wednesday, March 9, 2016, marked as shown in the box below: TENDER FOR INSPECTION OF FIRE ALARM SYSTEMS & KITCHEN SUPPRESSION SYSTEMS Gabrielle Lecuyer, Clerk Administration Office Municipality of Greenstone P.O. Box 70, 1800 Main Street Geraldton, Ontario P0T 1M0 Tenders will be opened publicly at the next scheduled Regular Council Meeting. The Regular Council Meeting schedule is posted on the Greenstone municipal website www.greenstone.ca. Council meeting dates can also be verified by the Municipal Clerk at Tel. (807) 854-1100. Tenders received after 4:00 p.m., Wednesday, March 9, 2016, will be returned unopened. Bids must be submitted on the attached Tender Form. The complete tender document is to be submitted, (in duplicate), unless otherwise specified. The Corporation of the Municipality of Greenstone will not be responsible for any submission which is lost or misplaced as a result of failure to address or seal the envelope as instructed. All unit prices must be clearly indicated and all extensions and lump sum prices written in legible figures. The bid must not be restricted by a statement added to the submission or by a covering letter, or by alterations to the Tender Form, as supplied by the Municipality of Greenstone unless otherwise provided herein. Municipality of Greenstone 2
The Tender Form must be signed in the space provided on the Tender Form, with the signature of the bidder and/or responsible official of the firm. If a joint tender form is submitted, it must be signed and addressed on behalf of each of the bidders. 3. CONFIDENTIALITY Refer to By-law 05-27 and By-law 15-81, posted on the municipal website under the Tenders heading. 4. CLARIFICATION It will be the bidder s responsibility to clarify any details in question before submitting a bid. Any inquiries must be in writing and addressed to both: 1) Alan Clarke, Manager of Facilities & Parks 2) Katherine Alton, Public Services Executive Secretary Municipality of Greenstone 1800 Main Street, PO Box 70 Geraldton, Ontario P0T 1M0 Phone number (807) 854-1100 Fax number (807) 854-1150 Email: al.clarke@greenstone.ca katherine.alton@greenstone.ca An addendum will be issued for items that require clarification or if an error is identified. It is the bidder's responsibility to check the municipal website at http://www.greenstone.ca/content/tendersrequests-proposalsurplus-property for any Addenda or updates prior to submitting a bid. 5. WITHDRAWAL OF TENDER Refer to By-law 05-27 and By-law 15-81, posted on the municipal website at http://www.greenstone.ca/content/tendersrequests-proposalsurplus-property 6. DISQUALIFICATION OF BIDDERS Refer to By-law 05-27 and By-law 15-81, posted on the municipal website at http://www.greenstone.ca/content/tendersrequests-proposalsurplus-property Municipality of Greenstone 3
7. ERRORS AND CORRECTIONS Refer to By-law 05-27 and By-law 15-81, posted on the municipal website at http://www.greenstone.ca/content/tendersrequests-proposalsurplus-property 8. ANNOUNCEMENT Tenders are officially approved and awarded by resolution of Council. No announcement concerning the awarding of any Tender will be made until approval is granted by Council. 9. ACCEPTANCE OR REJECTION OF TENDERS Refer to By-law 05-27 and By-law 15-81, posted on the municipal website at http://www.greenstone.ca/content/tendersrequests-proposalsurplus-property 10. INDEMNITY The Contractor shall indemnify and save harmless the Corporation of the Municipality of Greenstone from and against all liens, damages, losses, claims, demand payments, suits, actions, recoveries and judgments of every nature and description brought against him and/or the Municipality by reason of any act or omission of the said contractor, his agents, or employees in the execution of, or as a result of the work or in the guarding of it. All permits and fees applicable shall be acquired and paid for by the Contractor. 11. HEALTH & SAFETY The Corporation of the Municipality of Greenstone recognizes and promotes good health and safety in order to prevent injuries and occupational illnesses. Successful bidder(s) must be prepared and will be expected to demonstrate, illustrate and make aware of all applicable features of the equipment being purchased by the Municipality of Greenstone in regards to health and safety concerns. Municipality of Greenstone 4
SPECIFICATIONS 1. SCOPE AND PURPOSE The Municipality of Greenstone seeks to procure contracted services in respect of the servicing of fire alarm systems and kitchen fire suppression systems, in compliance with the Ontario Fire Code, Ontario Building Code, and any other legislated regulations with which the Municipality must comply. 2. TERM OF CONTRACT OR COMPLETION DATE The contract is for a 3 year term. The contract will commence upon tender award in 2016, and shall expire on December 31, 2018. 3. DETAILS OF THE ITEM(S) AND/OR SERVICE(S) REQUIRED Services required include annual fire alarm system inspection, testing, reporting and provision of certification, and biannual commercial kitchen fire suppression system inspection, testing, reporting and provision of certification, as provided herein. 1) Fire Alarm System Inspection Fire alarm inspection and testing shall be conducted in accordance with the most current in force versions of CAN/ULC S536; maintenance and testing of smoke alarms as prescribed by CAN/ULC S552; inspection and testing of manual pull stations as prescribed by CAN/ULC S528; inspection and testing of smoke detectors as prescribed by CAN/ULC S529; verification of fire alarm systems as prescribed in CAN/ULC S537; and all other Legislative requirements including but not limited to the Ontario Fire Code and Ontario Building Code. The fire alarm system written report shall be formatted similar to CAN/ULC S536 templates, and outline detailed inspection results of all associated equipment, including but not limited to control, transponder, power supply, annunciator and field devices. Municipality of Greenstone 5
Municipal facilities that shall be serviced are identified in Table 1. Table 1 Facility Type Address 1. Longlac Daycare Notifier CFP-241 153 Kenogami Road, Longlac, ON 2. Longlac Public Works Garage & Municipal Ward Office Edwards Fireshield 105 Hamel Avenue, Longlac, ON 3. Longlac Sportsplex & Curling Club Notifier SFP-5UD 200 Picnic Point Road, Longlac, ON 4. Geraldton Daycare Edwards 6604 403 3 rd Street West, Geraldton, ON 5. Geraldton Community Centre & Curling Club Edwards 6235 200 Wardrope East, Geraldton, ON 6. Geraldton Interpretive Centre Notifier SFP-400B 1 Barrick Drive, Geraldton, ON 7. Geraldton Municipal Administration Office Notifier NFS-320C 1800 Main Street, Geraldton, ON 8. Beardmore Community Centre & Curling Club Edwards ESTI- 121C 100 Main Street, Beardmore, ON 9. Beardmore Multi-Purpose Building Notifier NFS-320 285 Main Street, Beardmore, ON 10. Nakina Sportsplex & Curling Club Mircom FA-265 206 North Avenue, Nakina, ON 11. Nakina Heritage Building Edwards Fireshield 101 Railway Avenue, Nakina, ON 12. Nakina Airport Terminal (R. Elmer Ruddick Nakina Airport) GE Eastar B92 Fireshield 450 Cordingley Lake Road, Nakina, ON 2) Commercial Kitchen Fire Suppression System Inspection Commercial kitchen suppression system inspections shall be conducted in accordance with UL 300 and NFPA 96 2014 and all other Legislative requirements including, but not limited to, the Ontario Fire Code and Ontario Building Code. The commercial kitchen suppression system inspection written report shall outline inspection results in detail of all associated equipment and systems condition, and identify and explain any deficiencies. Biannual commercial kitchen suppression system inspections are required for the following locations: a) Geraldton Community Centre 200 Wardrope Avenue East, Geraldton, ON Municipality of Greenstone 6
b) Longlac Sportsplex 200 Picnic Point Road, Longlac, ON c) Nakina Heritage Building 101 Railway Avenue, Nakina, ON Contract Details All repair work shall have written approval from the Manager of Facilities & Parks prior to work being performed, and will be contracted outside of this tender. A separate procurement process will be conducted by the Municipality for repair work; the successful bidder of this tender does not have exclusive rights to repair work. The contractor must contact the Manager of Facilities & Parks to agree upon a mutually convenient date and time for the inspection(s) and any repair work. The contractor must designate a single point of contact through which all communications will flow. The Municipality of Greenstone point of contact will be the Manager of Facilities and Parks. Contractor Qualifications In addition to Proof of Insurance and a valid WSIB Clearance Certificate, Contractor qualifications shall be submitted with the tender bid. Maintenance, servicing, recharging and repairs shall be performed by trained, qualified and licensed personnel as required by NFPA-10, Ontario Fire Code and all other applicable codes and regulations. Municipality of Greenstone 7
TERMS & CONDITIONS 1. The price quoted on the Tender Form is a FIRM PRICE. 2. The price IS TO INCLUDE all duty, taxes (other than HST), customs, clearances, cartage, freight and all other charges now or hereafter imposed or in force. 3. The price IS TO INCLUDE all travel, accommodation and disbursement costs associated with service. 4. HARMONIZED SALES TAX (HST) to be EXTRA. 5. All taxes must be SHOWN SEPARATELY on invoicing i.e. Harmonized Sales Tax (HST). 6. Proof of Insurance, valid WSIB Clearance Certificate, and Contractor qualifications shall be submitted with the tender bid. Municipality of Greenstone 8
HEALTH & SAFETY The Corporation of the Municipality of Greenstone recognizes and promotes good health and safety in order to prevent injuries and occupational illnesses. Successful bidder(s) must be prepared and will be expected to demonstrate, illustrate and make aware of all applicable features of equipment being purchased by the Municipality in regards to health and safety concerns. A. INSURANCE RISK AND INJURY 1. LIABILITY INSURANCE The Contractor shall obtain and maintain Comprehensive General Liability Insurance against Bodily Injury and Property Damage claims. a) Such insurance shall include coverage for: i. Completed Operations, ii. Non-Owned Automobile Liability, iii. Occurrence Property Damage. b) Shall contain a clause stating that such insurance shall remain in force and not be amended, cancelled or allowed to lapse without thirty (30) days prior written notice being given to each of the named insured. c) Be subject to an inclusive limit of not less than $2,000,000.00. 2. AUTOMOBILE INSURANCE The Contractor shall insure and maintain against liability for Bodily Injury and Property Damage caused by automobiles owned or leased by the Contractor. a) Such insurance shall be subject to an inclusive limit of not less than $2,000,000.00. Municipality of Greenstone 9
3. INSURANCE CERTIFICATE a) Prior to the issuance of a purchase order and the commencement of any work under this contract the Contractor must have filed with the Municipality of Greenstone, the CERTIFICATE OF INSURANCE which forms part of this document (as a requirement of the tender bid), evidencing full compliance with the clauses pertaining to INSURANCE. b) The Certificate of Insurance MUST be signed by AN INSURANCE AGENT. c) Any updated Certificate of Insurance MUST be forwarded to the Municipality. d) $2,000,000.00 Certificate of Insurance SHALL BE REQUIRED from the Contractor. B. WORKERS SAFETY INSURANCE BOARD (WSIB) REQUIREMENTS 1. CONTRACTORS (WITH EMPLOYEES) a) The Contractor shall provide to the Municipality of Greenstone a valid CERTIFICATE of CLEARANCE, from the Workers Safety Insurance Board (WSIB), as a requirement of the tender bid. b) Contractors must maintain a valid Certificate of Clearance. The Municipality will not issue a purchase order to any contractor until CONFIRMATION from the WSIB is received. 2. CONTRACTORS (WITHOUT EMPLOYEES - INDEPENDENT OPERATORS) (An "independent operator" is a person who carries on an industry set out in Schedule 1 or Schedule 2 of the Act and who does not employ any workers for that purpose.) a) The Independent Operator shall obtain a Determining Worker / Independent Operator Status form from the Municipality of Greenstone to apply for an INDEPENDENT OPERATOR LETTER from the Workers Safety Insurance Board (WSIB). Municipality of Greenstone 10
b) The Municipality will not issue a purchase order to any contractor until CONFIRMATION from the WSIB is received. If further information on WSIB is required, please contact the local WSIB office at Telephone: 1-800-387-0750. C. NON-OPERATED EQUIPMENT (i.e. Compressors/Generators) a) All non-operated equipment shall be subject to a mechanical condition inspection prior to acceptance of such equipment being tendered upon. b) The Municipality reserves the right to be the sole judge of the acceptability of any nonoperated equipment and to rent such equipment which in its opinion most closely meets the operating requirements of the using department. All decisions by Municipal personnel with respect to mechanical fitness of equipment shall be final. CONFIRM/ACKNOWLEDGE THE ABOVE: D. HIRING OF EQUIPMENT a) Equipment will be hired on an as-needed basis. b) Equipment selected will be based on lowest hourly rate. When the equipment with the lowest hourly rate is not available, the next lowest rate for similar equipment will be hired. c) Any equipment other than the specified in the Municipality of Greenstone Equipment Rates may be considered for hire after all attempts to hire from the Equipment Rates have been exhausted. d) All equipment shall be in good mechanical condition and meet the requirements of the Highway Traffic Act and the Occupational Health and Safety Act. The Municipality reserves the right to cancel agreement if frequent mechanical failure occurs. e) The Municipality reserves the right to be the sole judge of the acceptability of any equipment and to rent such equipment which in its opinion most closely meets the operating requirements of the using department. All decisions by Municipal personnel with respect to mechanical fitness of equipment shall be final. f) The Municipality reserves the right to not hire the lowest bidder due to non-performance and unsatisfactory service. Municipality of Greenstone 11
g) The Municipality reserves the right to call in an alternate Contractor if the Contractor is unable to provide the service when requested. h) The Municipality reserves the right to hire equipment outside the terms of these specifications if the Contractor s equipment is not suitable for the work to be done. i) The Municipality reserves the right to hire equipment from any source available when the Municipality deems that it is appropriate on the basis of timing, cost, etc., to obtain services outside of the Equipment Rate Tender. This clause will only be utilized upon the approval of the Director of Public Services or his designate. E. OPERATOR OR DRIVER a) A competent operator shall be provided by the Contractor for each piece of equipment covered by these specifications. b) All Contractors that are hired to engage in Surface Mining must have SURFACE MINER CERTIFICATION, a copy of which shall be provided to the Municipality of Greenstone. c) Drivers shall be the holders of valid DRIVER S LICENSES covering the size of vehicles utilized. d) All Contractors must supply their Operators with HARD HATS, VESTS, JACKETS/OVERALLS or COVERALLS as per Section 69.1 Construction Projects O.Reg. 213/91. e) All Contractors that are hired to work on Municipal roads are required to provide their own TRAFFIC CONTROL and must conform to Book 7, The Ontario Traffic Manual Temporary Conditions as required. F. INDEMNITY The Contractor shall indemnify and save harmless the Corporation of the Municipality of Greenstone from and against all liens, damages, losses, claims, demand payments, suits, actions, recoveries and judgments of every nature and description brought against him and/or the Municipality by reason of any act or omission of the said contractor, his agents, or employees in the execution of, or as a result of the work or in the guarding of it. All permits and fees applicable shall be acquired and paid for by the Contractor. Municipality of Greenstone 12
G. CONTRACTOR S UNDERSTANDING It is understood and agreed that the Contractor has by careful examination, satisfied himself as to the nature and location of the work, the quality of materials to be encountered, the character of equipment and facilities needed in the completion of the work. H. HEALTH & SAFETY a) Contractors will follow the Occupational Health and Safety Act and Regulations for Industrial Establishments and Construction Projects. b) Contractors will follow the Policies and Procedures set out in the Municipality of Greenstone Health and Safety Manual, available on the Municipal website at http://www.greenstone.ca/content/tendersrequests-proposalsurplus-property c) Contractors will follow the Policies and Procedures set out in their own Health and Safety Operations Manual. d) Contractors, workers, operators and drivers shall be competent workers. e) Contractors are fully trained in the operation of their equipment and can provide documentation to prove so. f) Contractors will provide their own traffic control personnel, devices, signs and traffic protection plans in accordance with The Ontario Traffic Manual Temporary Conditions Book 7, and sections 67, 68 and 69 of O.Reg. 213/91 - Construction Projects. g) Contractors have training files on all employees. h) Where applicable, all excavator operators are trained in trenching and will follow the correct trenching protocol as indicated in the OHSA. I. ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES ACT, 2005 In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 Accessibility Standards for Customer Service, every provider of goods and services (Contractor) who interact with the public or other third party on the Municipalities behalf, must have Accessible Customer Service Training. Municipality of Greenstone 13
Contractors are fully responsible for providing Accessible Customer Service Training to all of their staff who provides these services. Training shall include but not limited to: How to interact and communicate with persons with various types of disabilities How to interact with persons with disabilities who use assistive devices or require assistance of a guide animal, or a support person How to use equipment that is available on the premises that may help in the provision of goods or services What to do if a person with a particular type of disability is having difficult accessing the provider s good or services Information on the policies, practices and procedures governing the provision of goods and services to people with disabilities Contractors are also responsible to ensure that their subcontractors who may interact with the public or other third party on the Municipalities behalf have been trained to the same standards as outlined above. Free AODA Customer Service training resources are available at: http://www.greenstone.ca/content/accessibility Training Records: Contractors must keep records of all training, including dates when training is provided, the number of employees who receive training and individual training records. Contractors are required to ensure that this information will be made available if requested by the Municipality of Greenstone or by Ontario s accessibility authorities. Municipality of Greenstone 14
TENDER FORM INSPECTION OF FIRE ALARM SYSTEMS & KITCHEN SUPPRESSION SYSTEMS I/We, the undersigned, do hereby tender and offer to enter into contract with the Corporation of the Municipality of Greenstone for the INSPECTION OF FIRE ALARM SYSTEMS & KITCHEN SUPPRESSION SYSTEMS in accordance with the attached Terms and Conditions and all the specifications and terms of the Corporation's tender which are set forth below and attached at the prices indicated in the space provided for that purpose. DESCRIPTION BID HST TOTAL A) Annual Inspection of Fire Alarm Systems B) Biannual Inspection of Kitchen Suppression Systems $ Per annual service of all facilities identified $ Per biannual service of all facilities identified $ $ $ $ TOTAL BID PRICE (A + B) $ $ $ ALL BID RATES MUST SHOW TAXES SEPARATELY Page 1 of 2 Municipality of Greenstone 15
PROJECT: INSPECTION OF FIRE ALARM SYSTEMS & KITCHEN SUPPRESSION SYSTEMS NAME COMPANY NAME ADDRESS TELEPHONE SIGNATURE DATE I hereby confirm/acknowledge that I have read and understand the instructions, specifications and terms and conditions contained in this document. Signature of Bidder ANY OR ALL TENDERS MAY NOT NECESSARILY BE ACCEPTED Page 2 of 2 Municipality of Greenstone 16