Town of Saugeen Shores Department of Community Services

Transcription

1 Town of Saugeen Shores Department of Community Services TENDER- Supply and Delivery of Janitorial/ Maintenance Supplies (Reference No: ) Purpose: The Town of Saugeen Shores invites companies to submit a bid in response to this Tender for the Supply and Delivery of Janitorial/ Maintenance Supplies for municipally owned facilities in Saugeen Shores, for a three year term. Issue Date: Tuesday, January 27, 2015 Submission Deadline: 2:00pm Tuesday, February 10, 2015 Tender will be received by: Town of Saugeen Shores Attention: Clerk, Linda White 600 Tomlinson Drive Port Elgin, ON N0H 2C0 Town of Saugeen Shores Contact: Kristan Shrider Parks and Facilities Supervisor, Town of Saugeen Shores shriderk@saugeenshores.ca (REFERENCE NO: ) Page 1

2 Table of Contents A. General Page 3 B. Submission Guidelines Page 3 C. Addendum information Page 4 D. Tender Evaluation Page 5 E. Negotiation of Contract and Award Page 5 F. Bidding Company Expenses Page 6 G. Solicitation of Council, Staff and Consultants Page 6 H. Submission Label Page 7 I. Contract Draft Page 8 Bid Submission Form A Page 10 Bid Submission Form B Product Price Chart Page 11 Bid Submission Form C Product Price Chart Page 12 Bid Submission Form D Product Price Chart Page 13 (REFERENCE NO: ) Page 2

3 A. General A1. It is the intent of these specifications to describe the desired products in detail to secure bids based on comparable supplies. This specification is a guideline and companies may quote on additional options if they consider it in the interest of the municipality. A2. The municipality reserves the right, at its own discretion, to accept or reject any bids and that the lowest or any bid will not necessarily be accepted. The bidding companies understands that fundamental to this competition is the selection of a bid that, in the municipality s opinion, is in the best interest of the Town of Saugeen Shores. A3. The supply and replacement of dispensers is not included in the Tender and will not be part of the three year contract. A4. The municipality has streamlined the process for purchasing janitorial/ maintenance supplies. Delivery to one location weekly by the successful company is expected and disbursement to other facilities will be the responsibility of the municipality. A5. Companies are advised that the town reserves the right to purchase products not included in the contract from another supplier. The bid submission forms indicate the most used products by the municipality and submitted bids for these products will be used to determine the lowest bid. A6. This Tender includes the following: Tender Document (13 pages) SSHS 13 Package- SSHS 1 (1page) SSHS 13- FORM 2 (2 pages) SSHS 13- FORM 3 (3 pages) SSHS 13- FORM 4 (1 page) SSHS 13- FORM 5 (1 page) NOTE: Bidding companies do not have to complete SSHS 13 and attach with submitted bid. It will be required to be completed by successful company after the contract is awarded. A7. By submitting a bid and participating in the process as outlined in this Tender, companies agree that no contract of any kind is formed under, or arises from, this Tender, prior to the signing of a formal written contract. B. Submission Guidelines B1. Tender Timetable Issue Date of Tender 2:00pm Tuesday, January 27, 2015 Bidder s Deadline for Questions 12:00pm Friday, February 6, 2015 Deadline for Issuing Addenda 12:00pm Monday, February 9, 2015 Tender Submission Deadline 2:00pm Tuesday, February 10, 2015 Negotiation of Contract and Award Week of February 23, 2015 (REFERENCE NO: ) Page 3

4 B2. Submission Instructions Bids must be submitted in a sealed package with the Submission Label proved (Section H) affixed to the outside containing the following: Bid Submission Form A- completed. Bid Submission Form B- completed. Bid Submission Form C- completed. Bid Submission Form D- completed. Sample of black garbage bag (3mil). Sample of clear bag (3mil). Failure to affix the Submission Label to your submission envelope/package may result in submission not being recognized as a tender submission. This could result in your submission arriving late at the prescribed office and will be deemed late and disqualified. Bids received by fax, or any other electronic submission will not be accepted. Bids received after the Submission Deadline will be deemed late, disqualified and returned unopened to the bidder. B3. Address for Delivery of Tender Bid Submission Town of Saugeen Shores Attention: Clerk, Linda White 600 Tomlinson Drive Port Elgin, ON N0H 2C0 B4. Inquires All inquiries related to this Tender should be directed by to the person named below (town representative). Information obtained from any person or source other than the town representative may not be relied upon. Attention: Kristan Shrider Parks and Facilities Supervisor, Town of Saugeen Shores shriderk@saugeenshores.ca Inquiries should be made no later than 12:00pm Friday, February 6, The municipality reserves the right not to respond to inquiries made later than the deadline. C. Addendum Information If the municipality determines that an amendment is required to this Tender, the town representative will post the addendum on the Town of Saugeen Shores website Each addendum shall form an integral part of this Tender. Bidding companies are responsible to check the municipal website up to and including the closing date for all addenda issued by the Town of Saugeen Shores. If any addendum is required after the Deadline for Issuing Addendum, the municipality may, at its discretion, extend the Submission Deadline for a reasonable amount of time. (REFERENCE NO: ) Page 4

5 D. Tender Evaluation The municipality will compare and evaluate all submitted bids to demonstrate the company s abilities to provide the products and services in order to determine the bid which is most advantageous to the town, using, but not limited to the following criteria: D1. Financial Preference will be given to bids that meet all specifications, with cost being a major factor. If companies bid in different increments, cost per unit will be calculated. D2. Availability of Products and Supplies Preference will be given to the company that can provide the desired products on a weekly basis and if required, short notice deliveries. D3. Contractor Pre-Approval and Health and Safety Practices Preference will be given to companies that satisfy the Town Policy SSHS 13. If the successful company is not on the approved service providers/ contractors list, they will be required to complete all necessary forms to be acknowledged that they meet the Town of Saugeen Shores Health and Safety Program and work performance requirements. Bidding companies do not have to complete and submit SSHS 13 with their bid package. An annual performance review of service providers/ contractors is a component of the Town Policy SSHS 13 and the successful company will be evaluated and documentation kept on file. D4. Experience and Conformation with Specifications Preference will be given to companies with a proven history of supply and delivery of janitorial/ maintenance supplies to a similar organization. D5. Quality of Products and Supplies Preference will be given to the company that can provide the requested products as described. D6. MSDS Sheets Preference will be given to the company that can provide current MSDS Sheets for all supplied products. E. Negotiation of Contract and Award Evaluation of submitted bids, negotiation of contract and awarding will occur the week of February 23, All bidding companies will be notified in writing of the outcome of the procurement process, after the contract has been awarded. Town of Saugeen Shores has implemented electronic payments for our Vendors. All payments will be made via Electronic Funds Transfer (EFT) directly into the Vendor's preferred bank account. The successful Bidder shall complete the required EFT Form after notification of contract award. (REFERENCE NO: ) Page 5

6 Depending on the initial evaluation, a short list may be selected to meet with the municipality to discuss their bids in detail. If the Town of Saugeen Shores selects a preferred company then it may: E1. Enter into a contract with the preferred company; or E2. Enter into discussions with the preferred company to attempt to finalize the terms of the contract, including but not limited to the following topics: a) Clarification of any outstanding issues from the submitted bid. b) Negotiation of amendments to the submitted bid. c) Financial items. E3. Provide written notice to terminate negotiations/discussions with the preferred company if the Town of Saugeen Shores is of the opinion that a mutually acceptable agreement is not likely to be reached within a reasonable time and obtain the required services in some other manner. F. Bidding Company Expenses Companies are responsible for their own expenses in preparing, submitting bids, any meetings, negotiations or discussions with the Town of Saugeen Shores and consultants relating or arising from the Tender. G. Solicitation of Council, Staff and Consultants Bidding companies and their agents will not contact any member of the Town of Saugeen Shores Council, Town Staff or Town Consultant with respect to this Tender, other than the town representative, at any time prior to the award of a contract or cancellation of this Tender. (REFERENCE NO: ) Page 6

7 H. Submission Label Affix this page to your submission package envelope TENDER- Supply and Delivery of Janitorial/ Maintenance Supplies (Reference No: ) Submission Deadline: 2:00pm Tuesday, February 10, 2015 Bidding Company to complete the following: NAME: ADDRESS: CONTACT: PHONE: Tender will be received by: Town of Saugeen Shores Attention: Clerk, Linda White 600 Tomlinson Drive Port Elgin, ON N0H 2C0 (REFERENCE NO: ) Page 7

8 I. Contract Draft March 1, 2015 Town of Saugeen Shores, Department of Community Services Supply and Delivery of Janitorial/ Maintenance Supplies (Reference No: ) Contract between the Town of Saugeen Shores and AWARDED COMPANY This agreement together with the Tender, Addendum Issued and AWARDED COMPANY Submitted Bid will form the contract. AWARDED COMPANY will provide the products and services outlined in the attached schedule: Term One March 1- December 31, 2015 See Attached Bid Submission Form B Term Two January 1- December 31, 2016 See Attached Bid Submission Form C Term Three January 1- December 31, 2017 See Attached Bid Submission Form D There will be no charge for scheduled or emergency short notice deliveries to Saugeen Shores. AWARDED COMPANY will provide MSDS Sheets for all supplies products. The Town of Saugeen Shores reserves the right to purchase products not included in the contract from another supplier. The supply and replacement of dispensers is not included in the contract. No cheater rolls will be delivered to Town of Saugeen Shores for the duration of this contract. AWARDED COMPANY will complete and return the SSHS 13 Contractor and Service Agreement Policy components prior to first delivery. (REFERENCE NO: ) Page 8

9 Any issues or concerns will be dealt with by the Kristan Shrider, Parks & Facilities Supervisor and AWARDED COMPANY CONTACT. If the Town of Saugeen Shores is not satisfied with the products and services provided by AWARDED COMPANY and a minimum of documentation of three complaints, the municipality will end the contract with AWARDED COMPANY and seek the services elsewhere. Reference Documents Attached: Tender, January 27, 2015 Addendum, (IF REQUIRED) AWARDED COMPANY Bid Submission Forms A, B, C and D, February 10, 2015 AWARDED COMPANY AWARDED COMPANY CONTACT Town of Saugeen Shores Parks & Facilities Supervisor Kristan Shrider (REFERENCE NO: ) Page 9

10 Bid Submission Form A TENDER- Supply and Delivery of Janitorial/ Maintenance Supplies (Reference No: ) Name of Company Address Postal Code Telephone Company s Business # (HST) Contact Person Contact Person Contact Person Cell Phone Contact Person Signature Read, understand and have the ability to be eligible for qualification of the Health & Safety Yes No Policy SSHS 13 Received and carefully reviewed the Tender and any related addendum information via or Yes No town website Have the ability to provide MSDS Sheets for all products Yes No Have the ability to deliver once per week and when required, short notice deliveries Yes No Paper products 100% recycled Yes No Reference #1 Reference #2 Reference #3 (REFERENCE NO: ) Page 10

11 Bid Submission Form B Product Price Chart TENDER- Supply and Delivery of Janitorial/ Maintenance Supplies (Reference No: ) Name of Company Item Estimated Annual Usage Product Description Brand Name Quoted Cost Per Unit (HST not included) cases Kraft Roll Paper Towel 8-12 rolls/ cases Household Paper Towel 11 x9-30 rolls/ 90 sheets cases Toilet Tissue 2 Ply Jumbo 12 rolls/ cases Toilet Tissue 1 Ply Jumbo 12 rolls/ cases Household Toilet Paper 48 rolls/ 500 sheets cases 30x38 3mil Garbage Bags X-Strong Black/ 125 bags cases 35x50 3mil Garbage Bags X-Strong Black/ 100 bags 8 60 cases 42x48 3mil Clear Bags X-Strong Clear/ 100 bags cases Disposable Powder Free Vinyl Gloves. All Sizes. 100 gloves & 10 boxes per case (1000 gloves) L Jugs Liquid Hand Soap L Jugs Glass Cleaner L Pails Pine Disinfectant Cleaner L Jugs Meadow Fresh Cleaner mL Jugs Bowl Cleaner (Acid & Non- Acid) Per pail Extended Total (unit cost x usage) (REFERENCE NO: ) Page 11

12 Bid Submission Form C Product Price Chart TENDER- Supply and Delivery of Janitorial/ Maintenance Supplies (Reference No: ) Name of Company Item Estimated Annual Usage Product Description Brand Name Quoted Cost Per Unit (HST not included) cases Kraft Roll Paper Towel 8-12 rolls/ cases Household Paper Towel 11 x9-30 rolls/ 90 sheets cases Toilet Tissue 2 Ply Jumbo 12 rolls/ cases Toilet Tissue 1 Ply Jumbo 12 rolls/ cases Household Toilet Paper 48 rolls/ 500 sheets cases 30x38 3mil Garbage Bags X-Strong Black/ 125 bags cases 35x50 3mil Garbage Bags X-Strong Black/ 100 bags 8 60 cases 42x48 3mil Clear Bags X-Strong Clear/ 100 bags cases Disposable Powder Free Vinyl Gloves. All Sizes. 100 gloves & 10 boxes per case (1000 gloves) L Jugs Liquid Hand Soap L Jugs Glass Cleaner L Pails Pine Disinfectant Cleaner L Jugs Meadow Fresh Cleaner mL Jugs Bowl Cleaner (Acid & Non- Acid) Per pail Extended Total (unit cost x usage) (REFERENCE NO: ) Page 12

13 Bid Submission Form D Product Price Chart TENDER- Supply and Delivery of Janitorial/ Maintenance Supplies (Reference No: ) Name of Company Item Estimated Annual Usage Product Description Brand Name Quoted Cost Per Unit (HST not included) cases Kraft Roll Paper Towel 8-12 rolls/ cases Household Paper Towel 11 x9-30 rolls/ 90 sheets cases Toilet Tissue 2 Ply Jumbo 12 rolls/ cases Toilet Tissue 1 Ply Jumbo 12 rolls/ cases Household Toilet Paper 48 rolls/ 500 sheets cases 30x38 3mil Garbage Bags X-Strong Black/ 125 bags cases 35x50 3mil Garbage Bags X-Strong Black/ 100 bags 8 60 cases 42x48 3mil Clear Bags X-Strong Clear/ 100 bags cases Disposable Powder Free Vinyl Gloves. All Sizes. 100 gloves & 10 boxes per case (1000 gloves) L Jugs Liquid Hand Soap L Jugs Glass Cleaner L Pails Pine Disinfectant Cleaner L Jugs Meadow Fresh Cleaner mL Jugs Bowl Cleaner (Acid & Non- Acid) Per pail Extended Total (unit cost x usage) (REFERENCE NO: ) Page 13

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15 SSHS 13-FORM 2 January 2013 TOWN OF SAUGEEN SHORES P.O. Box 820, 600 Tomlinson Drive, Port Elgin, ON N0H 2C0 PHONE: FAX: CONTRACTOR/SERVICE PROVIDER GENERAL INFORMATION The Town of Saugeen Shores is committed to providing a safe and healthy place for employees, contractors and the public. Under the Town of Saugeen Shores, Work Well Program, any contractor desiring to work as a service provider for repair, maintenance and/or a short term contractor for the municipality must be pre-qualified to ensure compliance with the Town of Saugeen Shores requirements. Once a contractor is approved for the list, the approval will remain valid for (36) months at which time the approval may be renewed based on past experience, ongoing monitoring and evaluation of performance. Inclusion on an approved list will not by itself guarantee work; the Town will continue to engage a contactor and/or service provider based on the requirements of the town To be eligible for the pre-qualification list, the contractor must at a minimum meet the following conditions where applicable: 1. Have read, understand and will abide by the Town of Saugeen Shores Health & Safety Policy. 2. Provide a documented Health, Safety Program/Policy that at a minimum meets the legislated requirements applicable to the work performed. (*Applicable to any employer) 3. Complete the contractor/service provider approval form SSHS 13-FORM 3 4. Sign an Occupational Health and Safety Statutory Declaration SSHS 13-FORM 4 to comply with the Occupational Health and Safety Act, R.S.O Complete a Job Hazard Assessment Form SSHS 13-Form 5 provided by the Town of Saugeen Shores. 6. Provide proof of comprehensive general insurance in the amount not less than $2,000,000 and shall maintain such insurance in force to remain qualified If required by law to be covered by WSIB, provide proof of current registration and proof of good standing with the Workplace Safety Insurance Board by providing a W.S.I.B. Independent Operator Status to the department contracting the service. 1 Tender document may supersede this document Page 1 of 2

16 SSHS 13-FORM 2 8. The contractor/service provider shall indemnify and hold harmless the Corporation of the Town of Saugeen Shores, its officers and employees from and against any and all liabilities, damages, costs, claims, suits or actions by third parties directly or indirectly arising out the Contractors activities. 9. If any information provided by the Contractor/service provider changes, the Contractor/service provider must immediately notify the Town of Saugeen Shores and provide updated, accurate information. 10. Contractors agree that any subcontractor utilized will meet the requirements listed above. 11. If at any time the contractor/service provider fails to comply with the above listed requirements or provides sub-standard work or is not in compliance with the Town of Saugeen Shores By-laws or policies, the Contractor may be removed from the approved list. In anticipation of your participation in the pre-qualification program the Town has attached the following: 1. Town of Saugeen Shores Health & Safety Policy 2. Pre-qualification submittal package Although, the requirements may appear daunting, the Town is hopeful that you can and will fulfill the requirements to be pre-qualified and continue to be a preferred contractor or service provider to assist the Town of Saugeen Shores. If you have questions regarding the pre-qualification program contact the department that usually engages your services. Yours truly, 1 Tender document may supersede this document Page 2 of 2

17 Contractor and Service Providers Approval Form SSHS 13-FORM 3 Department: Corporate Prepared By: Management Original Issue Date: November 9, 2011 Revised Date: March 14, 2013 Review Date: March 14, 2016 SECTION 1: ADMINISTRATION Contractor/service provider name and full address: Date: WSIB Registration # (*If Required) Main Contacts: Phone: (Daytime) (After Hours) Cellular: Office Personnel: a) Site Supervision: New Contractor/Service Provider Existing Contractor/Service Provider SECTION 2: TYPE OF SERVICE A) Type of services to be provided by Contractor to the Town of Saugeen Shores. *Append relevant promotional or descriptive information. SECTION 3: CONTRACTOR QUALIFICATIONS A) Check off applicable boxes held by the contractor relevant to the services provided. *Append relevant copies to this application: Permits Licenses Insurance Liability details Approvals B) Certifications and accreditations held by qualified contractor/service provider. *Append copies of each to this application: Certifications Accreditations C) Check off applicable Legislation, standards, or code of practice to which the contractor/service provider complies. Occupational Health and Safety Act CSA Standards WSIB Others *List of Others Page 1 of 3

18 Contractor and Service Providers Approval Form SSHS 13-FORM 3 D) Completion submission and approval of pre qualifications listed on General information letter (SSHS 13-FORM 4). Yes No E) Have read, understand and will abide by the Town of Saugeen Shores Health & Safety Policy. Yes No If at any time the Contractor/Service Provider fails to comply with the above listed requirements or provides sub-standard work or is not in compliance with the Town of Saugeen Shores By-laws or policies, the Contractor/Service Provider may be removed from the approved list. *Append additional pages, materials and information as necessary to respond to the above SECTION 4: CONTRACTOR/SERVICE PROVIDER TRAINING A) Type of training(s) acquired WHMIS Accessibility in Ontario Hazard Identification & Control Hot Work Violence and Harassment Transportation of Dangerous Goods First Aid Material Handling Confined Space Awareness Lock Out/Tag Out Fall Protection Elevating Work Platform Fire Extinguisher Trenching/Excavation Hoisting and Rigging Safety Others Trade Certificate(s) List Other Trainings Not Listed Above: B) Summarize content of safety training and describe systems established to update and monitor the effectiveness of training. *Append additional pages, materials and information as necessary to respond to the above SECTION 5: SAFETY MANAGEMENT A) Have there been any incidents (safety or environmental) which occurred during contractors/service provider operations during the past three years. Yes No Page 2 of 3

19 Contractor and Service Providers Approval Form SSHS 13-FORM 3 If yes summarize all reportable safety incidents which occurred during contractors/service provider operations during the past three years. Indicate follow up and corrective action taken for each incident. B) Describe safety systems in place for identifying hazards, assessing and minimizing risks of operations. By signing below you declare as a Contractor/Service Provider that your company will comply with the Occupational Health and Safety Act and the Town of Saugeen Shores Policies and Procedures. Name of Contractor/Service Provider Representative Completing this Form Signature Position within Company SECTION 6: (To be completed by Municipality of Saugeen Shore) Areas of review, inspection & approval A) Comments: B) Reviewed and Approved by: Title Name Signature H&S Coordinator Department Director Date of Approval: Date of Performance Evaluation: Expiry Date: Note: All sections of this form, where applicable, must be completed for the application to be considered. If assistance is required to fill out this form, contact the H&S Coordinator at the Town of Saugeen Shores. Page 3 of 3

20 SSHS 13-FORM 4 TOWN OF SAUGEEN SHORES P.O. Box 820, 600 Tomlinson Drive, Port Elgin, ON N0H 2C0 PHONE: FAX: OCCUPATIONAL HEALTH AND SAFETY STATUTORY DECLARATION In submitting this proposal, I/we, on behalf of, (legal name of company) certify the following: (a) I/We have a health and safety policy and will maintain a program to implement such policy as required by Clause 25(2)(j) the Occupational Health and Safety Act, R.S.O. 1990, c.o.1, as amended (the OHSA ). (b) With respect to the services being offered in this proposal, I/We and our proposed subcontractors, acknowledge the responsibility to, and shall: (i) Fulfil all of the employer obligations under the OHSA and ensure that all work is carried out in accordance with the OHSA and its regulations. (ii) Ensure that adequate and competent supervision is provided as per the OHSA to protect the health and safety of workers; and (iii) Provide information and instruction to all employees to ensure they are informed of the hazards inherent to the work and understand the procedures for minimizing the risk of injury or illness. (iv) Ensure all work is carried out in accordance with the Occupational Health and Safety legislation. (c) I/We agree to take every precaution reasonable in the circumstances for the protection of worker health and safety, as required under the OHSA. Dated at this day of, 20 (Authorized signing officer for the Contractor) (Title) (Phone Number) Page 1 of 1

21 Contractor/Service Providers Job Hazard Assessment SSHS 13-FORM 5 Department: Corporate Prepared By: Management Original Issue Date: Nov 9, 2011 Revised Date: March 15, 2013 Review Date: March 15, 2016 Contractor/Service Provider: Date: Phase: Task: Activity: Hazards Example of Physical Hazard: Falling as a result of working at elevated heights Physical Hazards Chemical Hazards/ Designated Substances Biological Hazards Applicable Legislative Requirement(s) Clause 25(1)(d) of the OHSA S.26 of O.Reg 213/91 Applicable Legislative Requirements Applicable Legislative Requirements Applicable Legislative Requirements Control/Protective Measures Fall arrest systems will be provided and used by employees working at heights above (3) meters and a competent trainer will train such employees. Copies of the training materials and attendance forms are attached. Control/Protective Measures Control/Protective Measures Control/Protective Measures