· Bid Deposit: Yes Amount ___ No Agreement to Bond (or approved equivalent): Yes No If Yes,...

Tender Number F18-INF-2020-006 Storm Sewer Cleaning and the Closed Circuit TV Inspection Services of 57

THE CORPORATION OF THE CITY OF CLARENCE-ROCKLAND

REQUEST FOR TENDERS

Tender Number F18-INF-2020-006 TAKE 2 Storm Sewer Cleaning and the Closed Circuit TV Inspection

Services

Request for Proposals Issued On: June 9, 2020

Proposal Submission Deadline: 2:00:00 p.m. on June 30, 2020 Local Time in Clarence-Rockland

Ontario, Canada

Deliver to:

The Corporation of the City Clarence-Rockland

1560 Laurier Clarence-Rockland

Client Service Center Rockland, ON

K4K1P7

F18-INF-2020-006 take 2 F18-INF-2020-006 Take 2 Storm Sewer Cleaning and the Closed Circuit TV Inspection Services of 57

INFORMATION FOR CONTRACTORS – SUMMARY SHEET NOTE: Contractors must consult every section of this RFT/RFP/RFQ to ensure that they have included all information required. Bid submission forms in Section 6 must be completed, executed, and submitted at the time of closing.

Project Description: Storm Sewer Cleaning and the Closed Circuit TV Inspection Services Reference Number: F18-COM-2020-006 Take 2 Term of Agreement: N/A Closing Date: 2:00:00 p.m., Local Time, June 30, 2020 Opening Location: 1560 Laurier, Rockland, ON, Client Services Submission Requirements: Original in sealed envelope and indicating the Contract number Documents to be submitted: All forms in Section 4 Site Meeting: Yes No Date and Time: Mandatory: Yes No Location: Bid Deposit: Yes Amount ___ No Agreement to Bond (or approved equivalent): Yes No If Yes, Performance Bond Yes 25% ♦ Labor/Materials Bond Yes No 10% Holdback Applicable: Yes No ♦ Fidelity Bond: Yes No Prices Read out at Public ♦ Schedule of Prices to be

Opening: Yes No completed in whole: Yes No Sample Products: Yes No ♦ References Mandatory: Yes No Subcontractor Form: Yes No ♦ WSIB Certificate required: Yes No Other Certifications: Yes No Accessibility for Ontarians with Disabilities Act (AODA) Applies: Yes No

Insurance Requirements: Commercial General Liability Insurance Yes Amount: $2,000,000/occurrence or $5,000,000/occurrence No Automobile Insurance not less than $2,000,000/occurrence Yes No Professional Liability not less than ____________________ Yes No Inquiries: Buyer Name: Yves Rousselle C.E.T.

Telephone No: 613-446-6022 Ext: 2235 Email: [email protected]

The following is a summary of some of the key requirements included in the attached document. The details of each requirement are provided in the attached document. This information summary is

provided for the convenience of the Contractors only. It is not necessary to return this summary sheet with your submission.

mailto:[email protected]


TABLE OF CONTENTS

INFORMATION FOR CONTRACTORS – SUMMARY SHEET ....................................................................................... 2

COMMUNICATIONS ............................................................................................................................................... 5

SECTION 1.0 INSTRUCTIONS TO BIDDERS .......................................................................................................... 6

1. ELIGIBILITY TO PARTICIPATE ............................................................................................................................. 6 2. PROPOSAL TIMELINE ........................................................................................................................................ 6 3. SUBMISSION OF BID .......................................................................................................................................... 6 4. GENERAL DESCRIPTION .................................................................................................................................... 6 5. SCHEDULED OR (MANDATORY) MEETING: ........................................................................................................ 6 6. LATE BIDS .......................................................................................................................................................... 6 7. OPENING OF BIDS ............................................................................................................................................. 7 8. WITHDRAWAL OF BIDS ..................................................................................................................................... 7 9. ADDENDUM / ADDENDA .................................................................................................................................. 7 10. REJECTION OF BIDS ........................................................................................................................................... 7 11. BID IRREGULARITIES ......................................................................................................................................... 8 12. BIDS IRREVOCABLE ......................................................................................................................................... 10 13. BID SUBMISSION FORM .................................................................................................................................. 10 14. REQUIREMENTS OF BID .................................................................................................................................. 10 15. PRICING .......................................................................................................................................................... 10 16. COVID-19 ........................................................................................................................................................ 11 17. AWARD ........................................................................................................................................................... 11 18. REQUIREMENTS UPON ACCEPTANCE ............................................................................................................. 11 19. BIDDERS INVOLVED IN LITIGATION WITH THE CITY OF CLARENCE-ROCKLAND ............................................... 12 20. TRAINING REQUIRED ABOUT ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES ......................................... 12

SECTION 2.0 STANDARD TERMS & CONDITIONS ............................................................................................. 13

1. CITY NOT BOUND ............................................................................................................................................ 15 2. MATHEMATICAL ERRORS (UNIT PRICES PREVAIL) ................................................................................................ 15 3. OWNERSHIP OF SUBMISSION MATERIAL ........................................................................................................ 15 4. INCURRED COST .............................................................................................................................................. 15 5. TAXES AND DUTY ............................................................................................................................................ 15 6. NON-RESIDENTS ............................................................................................................................................. 16 7. GOVERNING LAW............................................................................................................................................ 16 8. DECLARATION OF AN EMERGENCY – NO DAMAGES ...................................................................................... 16 9. COPYRIGHT ..................................................................................................................................................... 17 10. ABILITY AND EXPERIENCE OF BIDDERS ............................................................................................................ 17 11. FREEDOM OF INFORMATION .......................................................................................................................... 17 12. WORKPLACE SAFETY AND INSURANCE BOARD ............................................................................................... 17 13. CONFLICT OF INTEREST ................................................................................................................................... 18 14. INSURANCE / INDEMNIFICATION .................................................................................................................... 18 15. DEFAULT ......................................................................................................................................................... 20 16. TERMINATION ................................................................................................................................................ 21 17. SUSPENSION OF BIDDERS / CONTRACTOR PERFORMANCE ............................................................................ 21 18. VENDOR RESPONSIBILITIES ............................................................................................................................. 22 19. CONTRACT AND VENDOR REQUIREMENTS ..................................................................................................... 23 20. INVOICE REQUIREMENTS ................................................................................................................................ 23 21. PAYMENT TERMS ............................................................................................................................................ 23 22. UNPAID ACCOUNTS ........................................................................................................................................ 23

SECTION 3.0 GENERAL REQUIREMENTS .......................................................................................................... 24

1. OCCUPATIONAL HEALTH AND SAFETY ACT (OHSA) REQUIREMENTS .............................................................. 24 2. TOXIC AND HAZARDOUS SUBSTANCES ........................................................................................................... 25


3. LICENCES AND PERMITS .................................................................................................................................. 25 4. EVIDENCE OF QUALITY .................................................................................................................................... 26 5. LABOUR DISPUTES .......................................................................................................................................... 26 6. EXISTING SERVICES ......................................................................................................................................... 26 7. CONTRACTOR'S USE OF SITE/TRAFFIC CONTROL ............................................................................................ 26 8. EMERGENCY AND MAINTENANCE .................................................................................................................. 27

SECTION 4.0 SPECIAL PROVISIONS .................................................................................................................. 28

1.0 BACKGROUND ..................................................................................................................................................... 28 2.0 SCHEDULE .......................................................................................................................................................... 28 3.0 TERM OF CONTRACT ............................................................................................................................................ 28 4.0 OBJECTIVES ........................................................................................................................................................ 28 5.0 WORK OUTLINE .................................................................................................................................................. 29 6.0 DELETION OF SECTIONS ........................................................................................................................................ 30 7.0 URGENT / IMMEDIATE INTERVENTION ..................................................................................................................... 30 8.0 PROJECT MANAGEMENT ....................................................................................................................................... 30

SECTION 5.0 SPECIFICATIONS .......................................................................................................................... 31

SECTION 6.0 BID SUBMISSION FORMS ............................................................................................................ 44

SCHEDULE A - PRICING SCHEDULE ........................................................................................................................... 46 APPENDIX B - BIDDER'S EXPERIENCE IN SIMILAR WORK .......................................................................................... 47 APPENDIX C – KEY PERSONNEL ................................................................................................................................ 48 APPENDIX D - REFERENCE INFORMATION ............................................................................................................... 49 APPENDIX E - NOTICE OF “NO BID” .......................................................................................................................... 50 APPENDIX G – ACCESSIBILITY STANDARDS FOR CUSTOMER SERVICE TRAINING ACKNOWLEDGEMENT FORM ...... 51 APPENDIX H – CONTRACTOR / VENDOR PERFORMANCE EVALUATION................................................................... 52 APPENDIX I – COURTESY LABEL................................................................................................................................ 57


COMMUNICATIONS All questions related to this Tender, or for clarification on completing the Bid Submission Form, are to be directed in writing to: Single Point of Contact: Buyer : Yves Rousselle C.E.T.

Tel: 613-446-6022, Ext.2235

E-mail: [email protected]

All questions relating to this Request for Tender or any clarification with respect to this Tender should be made in writing no later than 7 calendar days prior to closing date. We cannot guarantee a response to any questions received after this deadline. The City of Clarence-Rockland (the “City”), reserves the right to extend the closing deadline if required. Written answers or clarifications to issues of substance shall be shared with all Bidders and will be issued as part of the Tender Documents in the form of an Addendum. Replies in any other manner will not be legally binding. All Addenda should be acknowledged on the Bid Submission Form. No verbal communications shall modify the terms, conditions, or specifications, unless they are confirmed in writing to all potential bidders by the City of Clarence-Rockland Procurement Services in the form of an addendum. Should a Bidder find omissions from or discrepancies in any of the RFT documents, unnecessary restrictions in the specifications, or should he/she be in doubt as to the meaning of any part of this document, he/she should notify the contact named above in writing prior to submitting a bid. An addendum will be issued if it is determined that a correction, explanation or interpretation is necessary or desirable. Addenda will be posted on the City’s Web site and on Merx Web site at www.Clarence-Rockland.com and www.merx.ca. If Bidders fail to report any discrepancies, errors or omissions to the Buyer as specified, Bidders will be deemed to have accepted all such specifications as being accurate, and the City will not approve any alternatives or extra charges subsequent to acceptance of the bid. Therefore, Bidders are encouraged to review the document in full before the deadline for questions.


SECTION 1.0 INSTRUCTIONS TO BIDDERS 1. ELIGIBILITY TO PARTICIPATE

Open competition.

2. PROPOSAL TIMELINE

Event Anticipated Date Request for Tender issued June 9, 2020 Last Day for submitting e-mail inquiries

June 23, 2020

Proposals due from firms June 30, 2020 2:00:00 p.m. Evaluations July 2020

3. SUBMISSION OF BID

Sealed Bids, one original and one copy, in a clearly marked envelope which includes the prescribed form(s) as instructed are to be delivered to City Hall, 1560 rue Laurier, Client Service Center, Rockland, Ontario, no later than 2:00:00 p.m. Local Time on June 30, 2020.

Bids received after the deadline, whether delivered personally, or if mailed, regardless of postal markings, will not be opened and returned to the bidder. Fax or electronic (email) submissions will not be accepted.

4. GENERAL DESCRIPTION

The intent of this Bid call is to invite and receive bids to furnish all labour, materials, services, transportation and incidentals to perform the following work: Storm Sewer Cleaning and the closed circuit TV inspection services to the City in accordance with the terms and conditions of this tender.

5. SCHEDULED or (MANDATORY) MEETING: NONE 6. LATE BIDS

Only Bids that have been time stamped by City staff and received at the Client Service Center will be considered. It is the responsibility of the Bidder to ensure that their Bids arrive on time at the Client Service Center. The City of Clarence-Rockland takes NO responsibility for Bids submitted via third parties and will NOT guarantee placement in the Bid Deposit box by closing time.


7. OPENING OF BIDS

Due to COVI-19 circumstances, Bids will not be opened publicly. Procurement Services manager and the treasurer will open the bids right after the submission dead line; the names and all Bid totals will be posted on the City and Merx website once the project has been awarded.

Time 2:00:00 p.m. on June 30, 2020 Site; City Hall

8. WITHDRAWAL OF BIDS

A Bidder may withdraw their Bid by written notice on business letterhead, clearly identifying the project, signed by an authorized individual and received by Procurement Services UNTIL 1:59:59 PM Local Time on the closing day. Faxes will be accepted (613) 446-1497 with the receiving time at Procurement Services being the "Official" time of receipt. Procurement Services takes NO responsibility for fax transmittals NOT being received on time, regardless of when they were transmitted. If more than one (1) bid is received under the same name for the same contract and no Bid Withdrawal Form has been received, the Bid contained in the Bid Envelope bearing the latest date and time shall be considered the intended Bid. The first Bid received shall be considered withdrawn and returned to the Bidder.

9. ADDENDUM / ADDENDA

All clarifications, and/or modifications to the bid documents will be made by written addendum. All such modifications shall be incorporated into the bid documents and shall be considered when determining the base bid. Replies to questions and modifications in any other manner will not be legally binding and the City of Clarence-Rockland will assume no responsibility for oral instruction or suggestion provided by any City representative or consultant. N.B. It is the responsibility of the vendor to check the Cities Web site and Merx Web Site for any possible addenda. Bidders will be allowed the opportunity to acknowledge Addendum / Addenda 48 hours after the closing date and time. Bidders will not be allowed to alter their submission in any way after the closing date and time has elapsed.

Bidders should acknowledge receipt of all Addendum / Addenda by inserting in the space provided on the Bid Submission Form, the numbers of all Addendum / Addenda received during the bidding period.

10. REJECTION OF BIDS

The City of Clarence-Rockland reserves the right to reject any, or any part of, or all Bids, or cancel this Bid at any time for any reason whatsoever and also reserves the right to award the contract to other than the lowest compliant bidder.


The City of Clarence-Rockland will not consider Bids where the Bid Submission Form is improperly or incompletely filled out. The Bid Submission Form is supplied by the City of Clarence-Rockland. Bids submitted to the Client Service Center, City Hall, Clarence-Rockland, Ontario, after the designated closing time on the due date will not be considered, regardless of the circumstances which resulted in the late arrival to the Bid Deposit Box, and regardless of any postal cancellation date that may be imprinted on them. The Bid Submission Form must bear a signature of an authorized person(s) of the bidder.

11. BID IRREGULARITIES All bids received by the City of Clarence-Rockland are governed by its Procurement By-law, which in part provides staff with guidance in determining the validity of all Bids. Bid irregularities will be dealt with in accordance with the following table:

SCHEDULE “A” – BID IRREGULARITIES

The Manager of Supply has the authority to apply this table to the procurement processes that they are administering. Bid irregularities will be dealt with in accordance with the following table: Item Irregularity Consequence 1 Late bids Automatic rejection, returned unopened to

bidder 2 Bids received in an unsealed envelope Automatic rejection 3 Bid submitted in a form other than the original

Bid Form provided Automatic rejection, unless in the opinion of the City the information provided is complete and it is not a financial schedule that has been submitted in a form other than the original Bid Form provided

4 Bid Form not signed or witnessed Automatic rejection

Bid Form signed by an authority to bind the company, but not witnessed

Upon notification, two (2) business days to seal or witness or bid shall be rejected

Bid Form witnessed, but not signed by an authority to bind the company

Upon notification, two (2) business days to sign or bid shall be rejected

5 Incomplete Bid Automatic rejection, unless:

a) the competitive bid opportunity state that partial bids are acceptable, and the bid is complete in respect to the portion of the scope of work or deliverable(s) bid on; or


b) in the opinion of the City, the omission is of a minor nature and is remedied by the bidder within two (2) business days of notification. Incomplete pricing shall not be considered minor in nature and shall result in automatic rejection, with the exception of the irregularities stated in accordance with Item 6 and 7

6 If a unit price has been provided but the corresponding extended total has been omitted

The extended total will be calculated from the unit price and the quantity specified, by the Owner

7 If an extended total has been provided but the corresponding unit price has been omitted.

The unit price will be calculated from the extended total and the quantity specified, by the Owner

8 Mathematical errors which are not consistent with the Unit Price, such as tax calculation errors

Upon notification, two (2) business days to correct or bid shall be rejected

9 Unit Price, which has been changed, not initialled but the corresponding extension is consistent with the amended Unit Price

Upon notification, two (2) business days to initial or bid shall be rejected

10 Unit price, which has been changed, not initialled and the corresponding extension is not consistent with the amended Unit Price

Automatic rejection

11 Transfer of an amount from one part of the submission to another is incorrect or incomplete

Upon notification, two (2) business days to correct or Bid shall be rejected

12 Bid Bond, in the form, amount and irrevocability outlined in the Contract documents, not submitted

Automatic rejection, unless the Bid Bond submitted is in excess of the competitive bid document requirements

13 Bid Bond not signed or sealed, as applicable Automatic rejection

14 Bids not completed in ink or typed format Automatic rejection

15 Alterations, additions, deletions or qualifying statements made to or provided with the Bid Form

Automatic rejection, unless in the opinion of the City the statements provided do not qualify any pricing but are included for clarity purposes

16 Strikeouts, erasures, whiteouts or overwrites made to the Bid Form that are not initialled

Automatic rejection, unless in the opinion of the City, the failure to initial is minor in nature and is capable of being remedied; upon notification, bidders shall have two (2) business days to initial or the bid shall be rejected. Un-initialled alterations to pricing shall be dealt with in accordance with Items 8, 9 and 10

17 Failure to have a representative in attendance and registered at a mandatory site visit

Automatic rejection


18 Bidder has not been previously prequalified under a related prequalification process, where applicable

Automatic rejection

19 Addenda have not been acknowledged:

a) which have financial implications Automatic rejection

b) which have informational content Two (2) business days to acknowledge or bid shall be rejected

12. BIDS IRREVOCABLE

Bid submissions are an offer to the City, are irrevocable for a period of one hundred and twenty (120) calendar days, and may not be withdrawn by the Bidder after closing. Bids are open for acceptance by the City for a period of one hundred (120) calendar days.

13. BID SUBMISSION FORM

The unaltered Bid Submission Form must be completed in full, bearing a signature of an authorized person(s), and submitted in a sealed envelope, which should clearly identify both the project description and Bid # and identifies the Bidder. Bids must be typewritten or legibly written in ink with any erasures/corrections being initialled by the Bidder in ink. The City of Clarence-Rockland will not accept bids containing changes, erasures, overwriting, whiteouts, cross outs, or strikeouts, which are not initialled by the bidder, or bids with any alterations to the original bid request document.

14. REQUIREMENTS OF BID

Bidders are required to submit the following with their Bid: ∼ Bid Submission Form (Section 6) ∼ Pricing Schedule (Section 6) ∼ Bidder's Experience in Similar Work (Section 6) ∼ Key Personnel (Section 6) ∼ Reference Information (Section 6) ∼ Notice of No Bid if Applicable (Section 6) ∼ Accessibility Standards Acknowledgement (Section 6)

15. PRICING

All prices as submitted shall include all costs such as, but not limited to, labour, travel time, equipment, truck charges, materials, overheads, warranty and profits, disbursements and other related charges in the performance of the work. No further changes shall be permitted by any Bidder beyond the prices provided in the Bid.


All prices must be quoted in Canadian Funds, inclusive of all applicable duties, taxes, any and all foreseeable costs required for the fulfillment of this contract. (Exclude HST) All prices are F.O.B. destination, freight prepaid to Clarence-Rockland, Ontario unless otherwise specified.

16. COVID-19

Successful proponents will be required to submit a work plan that outlines how the company will address COVID-19 social distancing and personal hygiene directives for their employees, Clarence-Rockland staff, their suppliers, subcontractors and the public.

17. AWARD

The lowest or any Bid shall not necessarily be accepted.

Award of this Bid shall be as recommended by the designated City of Clarence-Rockland Department in conjunction with Procurement Services, and as approved by Council (if applicable), and conveyed as a PO by Procurement Services to the successful contractor or an executed agreement which has been signed by the City and the successful contractor.

18. REQUIREMENTS UPON ACCEPTANCE

Prior to award, the recommended Bidder is required to submit the following in a form satisfactory to the City for execution within ten (10) business days after being notified by the City. i) Should the recommended Bidder either; attempt to withdraw their Bid, or fail to or

refuse to execute the Contract and/or provide the necessary documentation, within the time specified, the recommended Bidders’ Bid Deposit (if applicable) shall be forfeited and applied for use by the City.

ii) The following documents, as listed, shall be submitted prior to or at the time of

signing an agreement or prior to the issuance of a PO:

a) Insurance Certificate;

b) a current copy of the Workplace Safety and Insurance Clearance Certificate, and

c) Accessibility Standards for Customer Service Training Acknowledgement Form (see Section 6)

d) COVID-19 Work Plan


19. BIDDERS INVOLVED IN LITIGATION WITH THE CITY OF CLARENCE-ROCKLAND

It is a matter of great importance to the City in the administration of this contract that the City’s relationship with the successful bidder should be as productive, amicable and harmonious as is reasonably possible. For the purposes of this section:

(a) “Threatening Litigation” refers to the transmission of a written threat to commence a judicial proceeding; and;

(b) “Pursuing Litigation” means actually commencing and / or continuing a judicial proceeding.

When: (i) A bid is received from a bidder who is threatening litigation or is pursuing

litigation against the city in relation to previous contracts awarded to that bidder by the City; or,

(ii) A bid is received from a bidder, against whom the City is pursuing litigation,

Active or pending litigation against the City by a vendor will prevent consideration of any bid submitted by that vendor. Each bidder expressly agrees in submitting a bid for this contract that, it shall have no claim for damages from the City in consequence of such rejection whether or not the litigation, or threatened litigation with the City which occasioned the rejection of the bid, has any merits, and whether or not it is successful or unsuccessful.

20. TRAINING REQUIRED ABOUT ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES

Section 6 of Ontario Regulation 429/07 (Accessibility Standards for Customer Service), made under the Accessibility for Ontarians with Disabilities Act, 2005, requires that the contractor (successful bidder/proponent) shall ensure that its employees, agents, volunteers, or others for whom it is at law responsible, receive training about the provision of the goods and services to persons with disabilities.

The training must be provided in accordance with the Regulation and shall include,

without limitation: • a review of the purposes of the Act and the requirements of the Regulation • instruction about all matters set out in Section 6 of the Regulation.

This training is available to you on-line at https://www.accessforward.ca/ . The on-line

training takes about twenty minutes. The contractor (successful bidder/proponent) will be required to provide a signed

acknowledgement form to City of Clarence-Rockland Procurement Services or Engineering staff (specified in this document) that confirms their compliance with Section 6 of the Regulation.

https://www.accessforward.ca/


SECTION 2.0 STANDARD TERMS & CONDITIONS DEFINITIONS: 1) Award is when the contract has been signed by both the

vendor and the City or a PO has been issued. 2) Bid is a Quote, Tender or Proposal submitted to the

City in response to a Bid Solicitation. 3) Bidder is a legal entity that submits a Bid. 4) Bid Irregularity is a defect contained within a response to a Bid

Solicitation. 5) Bid Solicitation is an invitation for Bids from the City for the

purpose of entering into a Contract. 6) Black Out Period is the period of time that starts when the Bid

Solicitation is issued, and ends at the Award. 7) City is the Corporation of the City of Clarence-Rockland. 8) Compliant means the response to the Bid Solicitation

conforms to the mandatory requirements contained in the Bid Solicitation.

9) Conflict of Interest a) is defined as a situation or circumstances,

real or perceived that could give a Bidder or potential Bidder an unfair advantage during a Competitive Procurement Process or compromise the ability of a Contractor to perform its obligations under their Contract.

b) is a situation when City employee or a member of their family has a direct financial interest in a Contract or proposed Contract with the City, and where the City employee could directly influence the decision made in the course of performing their job duties, and also where they could indirectly influence the decision through exerting personal influence over the decision-makers.

10) Contract is a binding agreement between two or more legal

entities, awarded under this Procurement Bylaw. 11) Contractor is any legal entity to which a Contract is awarded. 12) Council is the City Council of the Corporation of the City of

Clarence-Rockland.


13) Litigation (Pending) is whereby a potential claimant has demonstrated or manifested an intention to assert a possible claim.

14) Procurement Services means the section of the Finance that is

responsible for the Procurement of Goods and/ or Services for the City.

15) Purchase Order means; a) a written confirmation of the

Procurement of Goods and / or Services at a specific cost and required for any Procurement of Goods and / or Services greater than $25,000;

b) may be used as the City’s Contract with the Vendor to formalize all the terms and conditions of a proposed transaction, such as a description of the requested items, delivery schedule, terms of payment, and transportation.

16) Tender is a submission received in response to a Request

for Tender.

17) Vendor is a supplier / seller of Goods and/or Services.


1. CITY NOT BOUND

The City reserves the right to accept or reject any or all Bids, in whole or in part, to accept a Bid other than the lowest and/or to NOT accept any Bid for any reason whatsoever, and to accept any Bid if, upon evaluation analysis, it is considered to be in the City of Clarence-Rockland’s best interest. Award of the contract in its entirety or in part shall be in accordance with City of Clarence-Rockland requirements.

2. MATHEMATICAL ERRORS (Unit Prices Prevail)

Should there be any error in extensions, additions or computations, The City of Clarence-Rockland shall be entitled to correct such errors based upon the unit prices supplied, and the corrected total shall be considered as representing the intention of the bidder, and shall be used as the basis for comparison of bid submissions.

3. OWNERSHIP OF SUBMISSION MATERIAL

In consideration of the right to bid being offered, the bidder (by responding) releases all rights to the bid documents, which, on acceptance by Procurement Services, become the property of the City of Clarence-Rockland.

4. INCURRED COST

The City of Clarence-Rockland will not be liable, nor reimburse any bidders for costs incurred in the preparation of bids, or any other services that may be requested as part of the bidding process.

5. TAXES AND DUTY

i) The City is subject to payment of Provincial and Federal (excise and H.S.T.) taxes imposed by the Provincial and Federal Governments. Should there be any approved variation in any tax or duty imposed by the Province of Ontario or the Government of Canada which becomes directly applicable to the goods/services or construction to be procured or provided during the term of this contract, the Bidder and the City mutually agree to allow the appropriate increase or decrease in the prices as of the date they become effective. The onus is on the Bidder to bring to the City's attention any such changes.

ii) The Bidder shall allow in their prices for all Sales Taxes that may be required to pay on materials and equipment to be utilized or expended in construction and other works. Exception being; where the Bidder is in the position to claim for Sales Tax Rebates or input Tax Credits (ITCs) on the material used.

iii) The Total Bid price shall be deemed to be inclusive of all Duties, Federal and Provincial taxes applicable to the vendor’s charges to the City.

iv) It is the Bidder’s responsibility to investigate and otherwise familiarize themselves with all applicable federal and provincial tax laws as they relate to the specifications, and include related costs and the effect of available rebates / ITCs accordingly in the charges for all options.


6. NON-RESIDENTS

Canada Revenue Agency (CRA) Regulation 105, regarding Withholding Tax, is applicable to payments made to non-residents who provide their services in Canada. Further information on the income tax filing requirements for non-residents may be obtained on the CRA website www.cra.gc.ca and in the CRA guide T4058, Non-Residents and Income Tax:

Federal Withholding Tax regulations require that the City withhold 15% from amounts paid to non-resident contractors for services provided in Canada, unless a waiver has been provided. These amounts are remitted to the Canada Revenue Agency (CRA) and are considered a “payment on account” of the non-resident’s Canadian tax liability. Non-residents may apply to CRA for a waiver or reduction of the Withholding Tax.

7. GOVERNING LAW

The obligations of the parties and resolutions of any disputes shall be governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada, both as to interpretation and performance, and shall be treated, in all respects, as an Ontario contract. The parties shall attorn to the exclusive jurisdiction of the courts of the Province of Ontario.

8. DECLARATION OF AN EMERGENCY – NO DAMAGES

1. The Respondents acknowledge that at the time of the release of this bid call document, the Province of Ontario has declared an emergency pursuant to Order in Council 518/2020 (Ontario Regulation 50/20) and section 7.0.1 of the Emergency Management and Civil Protection Act, R.S.O. 1990, chapter E.9 (the “Act”) in response to the outbreak of the Coronavirus disease (“Covid-19”); 2. The Respondents expressly agree that under no circumstance will the municipality, its members, employees, officers or agents be liable to the respondents for any indirect, incidental, special or consequential damages, expenses, costs (including cost of labour or materials), liability, loss or damage, whatsoever, including loss of anticipated profits, loss of opportunity, loss revenue, or any other commercial or economic loss, or for any delay or termination of the contract whether arising in tort, statute, equity, contract, common law, or negligence or any other cause of action that is in any way related to Covid-19: 3. The Respondents acknowledge that the municipality, in its sole discretion, may direct the contractor to delay or cease its work under the contract at any time for any reason that is in any way related to Covid-19: 4. The Respondents further acknowledge and agree that the municipality in its sole discretion, may amend the timelines established in this bid call document at any time and without prior written notice to the respondents: and 5. The Respondents agree, acknowledge and confirm that the limitations of liability and damages set out in this section are fair and reasonable in the

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


commercial circumstances of this Agreement and that the municipality would not have entered into this Agreement but for the respondent’s agreement to limit the Town’s liability in the manner, and to the extent, provided herein.

9. COPYRIGHT The copyright for respective procured concepts and/or materials will become the

property of the City of Clarence-Rockland unless otherwise mutually agreed upon by the successful Bidder and the City.

10. ABILITY AND EXPERIENCE OF BIDDERS

The City reserves the right to reject any BID unless the bidder is known to be skilled and regularly engaged in work of a character similar to that covered by the specifications of the work. The City also reserves the right to reject a Bid submitted by a bidder who has defaulted on, or failed to satisfactorily complete, other similar work in the past. In order to aid the City in evaluating submissions, it may be necessary for each bidder to supply the City with additional information as specified in any special conditions. These may include, but not be limited to, references for similar work, background, a list of equipment to be used, or evidence of appropriate licences, evidence of financial stability.

11. FREEDOM OF INFORMATION

All information supplied to the City in this document becomes the property of the City of Clarence-Rockland and is subject to the provisions of the Municipal Freedom of Information and Protection of Privacy Act. The names and bid amount of all bidders will be disclosed in accordance to our Procurement By-law.

Bidders agree that all documentation and information contained in any Bid Submission become the property of the City of Clarence-Rockland and as such, may be subject to disclosure under the terms of the Municipal Freedom of Information and Protection of Privacy Act. Although the City of Clarence-Rockland can in no way be responsible for any interpretation of the provision of this Act, if any Bidder believes any part of its Bid Submission reveals any trade secret of the Bidder, any intellectual property right, scientific, technical, commercial, financial or labour relations information, or any other similar secret, right or information belonging to the Bidder and if the Bidder wishes the City of Clarence-Rockland to attempt to preserve confidentiality of same, the particular trade secret, property right or information should be clearly designated as confidential.

12. WORKPLACE SAFETY AND INSURANCE BOARD

The Contractor shall provide the municipality with a current “Clearance Certificate” from the Workplace Safety and Insurance Board and the municipality may, at any time during performance of the contract or upon its completion, require a further declaration that assessments or compensation required to be paid pursuant to the Workers’ Compensation Act have been paid.

Safety in the workplace is accomplished by: removal of, or safeguarding against, environmental health and physical hazards,


establishment of safe working practices, provision of safety devices, provision, use and maintenance of personal protective devices, provision and participation in appropriate training Compliance with the Occupational Health and Safety Act and Regulations.

13. CONFLICT OF INTEREST

The Contractor, all of the Subcontractors, and any of their respective advisors, partners, directors, officers, employees, agents, and volunteers shall not engage in any activity or provide any services where such activity or the provision of such services creates a conflict of interest (actually or potentially, in the sole opinion of the Owner) with the provision of the Work pursuant to the Contract. The Contractor acknowledges and agrees that a conflict of interest includes the use of Confidential Information where the Owner has not specifically authorized such use.

The Contractor shall disclose to the Owner, in writing, without delay any actual or potential situation that may be reasonably interpreted as either a conflict of interest or a potential conflict of interest, including the retention of any Subcontractor or Supplier that is directly or indirectly affiliated with or related to the Contractor.

The Contractor covenants and agrees that it will not hire or retain the services of any employee or previous employee of the City of Clarence-Rockland where to do so constitutes a breach by such employee or previous employee of the previous employer’s conflict of interest policy, as it may be amended from time to time.

A breach of this Article by the Contractor, any of the Subcontractors, or any of their respective advisors, partners, directors, officers, employees, agents, and volunteers shall entitle the Owner to terminate the Contract, in addition to any other rights and remedies that the Owner has in the Contract, in law, or in equity.

14. INSURANCE / INDEMNIFICATION

The successful bidder shall at their own expense within 10 days of notification of acceptance and prior to the commencement of work, obtain and maintain until the termination of the contract or otherwise stated, provide the City with evidence of:

Commercial General Liability Insurance issued on an occurrence basis for an amount of not less than $5,000,000.00 per occurrence / $5,000,000.00 annual aggregate for any negligent acts or omissions by the bidder relating to their obligations under this Agreement. Such insurance shall include, but is not limited to bodily injury and property damage including loss of use; personal injury; contractual liability; premises, property & operations; non-owned automobile; broad form property damage; owners & contractors protective; occurrence property damage; products; broad form completed operations; employees as Additional Insured(s); contingent employer’s liability; tenant’s legal liability; cross liability and severability of interest clause Such insurance shall add the Corporation of the City of Clarence-Rockland as Additional Insured subject to a waiver of subrogation with respect to the operations of the bidder. This insurance shall be non-contributing with and apply as primary and not as excess of any insurance available to the City.


Automobile liability insurance with respect to owned or leased vehicles used directly or indirectly in the performance of the services covering liability for bodily injury, death and damage to property with a limit of not less than $2,000,000 inclusive for each and every loss. Environmental Liability with a limit of not less than $2,000,000. Per Incident /Annual Aggregate. Coverage shall include Third Party Bodily Injury and Property Damage including on-site and off-site clean-up. If such insurance is issued on a claims made basis, coverage shall contain a 24-month extended reporting period or be maintained for a period of two years subsequent to conclusion of services provided under this Agreement. The bidder shall provide evidence of WSIB or its equivalent. Any and all deductibles applicable to the above noted insurance shall be the sole responsibility of the bidder and the City shall bear no cost towards such deductible. The bidder is responsible to keep their property / assets insured – failure to do so shall not impose any liability on the City. The City reserves the right to require the bidder to purchase such additional insurance coverage as the City may reasonably require. The City also reserves the right to request higher limits of insurance or otherwise alter the types of insurance coverage requirements as the City may reasonably require from time to time. The bidder shall provide the City with a certificate of insurance in compliance with the insurance requirements as stipulated in the agreement. The Policies shown above shall not be cancelled, materially changed or lapsed unless the Insurer notifies the City in writing at least thirty (30) days prior to the effective date of the cancellation. The insurance policy will be in a form and with a company licensed to carry on business in Ontario which are, in all respects, acceptable to the City. INDEMNIFICATION: The successful bidder shall defend, indemnify and save harmless the Corporation of the City of Clarence-Rockland, their elected officials, officers, employees and agents from and against any and all claims, actions, losses, expenses, fines, costs (including legal costs), interest or damages of every nature and kind whatsoever, including but not limited to bodily injury or to damage to or destruction of tangible property including loss of revenue arising out of or allegedly attributable to the negligence acts, errors, omissions, whether willful or otherwise by bidder, their officers, employees, agents, or others who the bidder is legally responsible. This indemnity shall be in addition to and not in lieu of any insurance to be provided by the bidder in accordance with this agreement and shall survive this agreement.

Upon notification of intent to award the Contract and within ten (10) business days, the Contractor shall provide to the City of Clarence-Rockland proof of insurance on a form of a certificate of insurance which has been signed by an authorized representative of the insurer which references the appropriate bid number. The Contractor will make


available complete certified copies of all applicable insurance policies for examination if required by the City. Certificates of Insurance evidencing renewal or replacement of policies shall be delivered to the City within fifteen (15) business days prior to the expiration or replacement of the current policies, without demand by the City. It shall be the sole responsibility of the contractor to determine what additional insurance coverage and limits are necessary to fulfill its obligations in accordance to the contract.

INSURANCE CLAIMS

Claims or alleged claims received by the Contractor shall be dealt with immediately by the Contractor.

(a) The Contractor shall report all claims to their Insurer or retain an independent adjuster who will determine the Contractor’s liability for all third party claims, and advise the claimant in writing of the determination of liability within sixty (60) days of service of the claim on the Contractor. Copies of such determination of liability shall be forwarded to the City of Clarence-Rockland. (b) If the Contractor or the Contractor’s independent adjuster fails to respond within the time noted in (a) or responds in a manner inconsistent with the evidence at hand, the City of Clarence-Rockland reserves the right to have another independent adjuster review the claim and determine liability therefore. Any monies incurred by the City of Clarence-Rockland to investigate, defend and satisfy any third-party claim where it was determined that the Contractor was liable will be deducted from monies owing to the Contractor by the City of Clarence-Rockland. (c) If a claim is settled to the satisfaction of the Claimant, the Contractor shall provide the City of Clarence-Rockland with a copy of the Claimant’s Release. The Claimant’s Release shall cover the interests of the Contractor and The Corporation of the City of Clarence-Rockland, its employees, agents and anyone for whom it is in law responsible.

15. DEFAULT

In the event that the successful bidder fails to properly, promptly, and fully carry out the work required by these documents, the City reserves the right to notify the successful bidder to discontinue all work under this contract, to advertise for new Bids or carry out the work in any way as the City may, at its sole discretion, deem best. The bidder further agrees to save and hold harmless the City of Clarence-Rockland and/or its officers, agents, or servants from all loss, damage, liability, cost, charge or expense whatsoever which it, they or any of them may suffer, incur or be put to by reason of such default or failure.


16. TERMINATION

In the event that the contractor fails to comply with any provision of this agreement or otherwise fails to perform its obligations hereunder in a competent manner satisfactory to the City, the City may give the contractor notice in writing of such failure. In the event that the contractor has not remedied its failure within ten (10) days of the said notice, the City shall be entitled to exercise any one or more of the following remedies: a) The City may terminate the contract without further notice, and exercise its rights

to the performance security provided by the contractor; b) The City may withhold any payment due to the contractor hereunder until the

contractor has remedied its failure; c) The City may engage the services of another contractor to remedy the

contractor’s failure, and obtain reimbursement therefore from the original contractor. The said reimbursement may be obtained either through deduction from any amounts owing to the contractor hereunder, or through any other legal means available to the City; or

d) The City may assert any other remedy available to it in law or equity.

Unless the City expressly agrees to the contrary, any failure of the City to exercise any of the foregoing remedies, or the granting of any extension or indulgences, shall not be prejudicial to any right of the City to subsequently obtain such remedies.

17. SUSPENSION OF BIDDERS / CONTRACTOR PERFORMANCE

At the discretion of Procurement Services, any Bidder may be suspended from consideration of their Bids for up to 3 years for default of delivery, unsatisfactory performance, safety concerns, lobbying and contravention of a Bid Solicitation document.

a) Following substantial Performance, the Contract Administrator will prepare a report

on the performance of the General Contractor. The report will rate performance in various categories including: organization, quality of work, public relations, supervisory staff, safety practices, clean up and time for completion. A copy of the completed report will be provided to the contractor.

b) Performance ratings will be used by the City in analysing future bids by the Contractor. Copies of the report may be provided to other Owners or their agents.

c) A Contractor who scores a failing grade (<49) on their Performance Review will not be eligible to have any City Project Awarded to them as either a General Contractor or a Sub Contractor. This suspension period may last for a period up to 3 years from the date of the completion of the Failed Project. Any bid submission made during the suspension period will be returned, unopened to the Contractor.

d) At the outset of a project, the City shall institute a performance evaluation process in all contracts.

e) The performance evaluation shall rate the performance of the Contractor on standard criteria adopted from time to time. The General Contractor shall be responsible for the performance of his Sub Contractors and will be evaluated as such. A copy of the Performance Evaluations and introductory letter shall be provided to the Contractor in advance of the contract, and shall remain constant for


the duration of the contract. Performance issues must be noted in writing with a copy to the Contractor and a copy to the departmental project file. Performance issues must also be noted in any site meeting or project meeting minutes.

f) The performance evaluation shall determine whether a Contractor will:

i. be allowed to bid for future contracts with the City of Clarence-Rockland;

ii. be suspended from bidding on any contracts with the City of Clarence-Rockland

g) No bid will be accepted from any contractor during the term of the suspension. Any

bid submitted by the Contractor will be returned, unopened to the address on the bid envelope. If the Contractor is listed as a Sub Contractor on another bid, the City will notify the General Contractor that they will be unable to accept the submitted bid unless another Sub Contractor is identified. It is the suspended Contractor’s responsibility to notify any General Contractors of their suspension with the City of Clarence-Rockland.

h) The Contractor may request a debriefing meeting to discuss the evaluation within thirty (30) calendar days following delivery of the evaluation. The request outlining any comments or concerns with the Performance Review rankings should be sent in writing to the Director of Finance and Economic Development for review. Only the comments and rankings of the Contractor Performance Review will be open for discussion. Any changes to the evaluation form and weighing criteria will not be entertained.

i) Bids will not be accepted by the Contractor for work in the City of Clarence-Rockland as a General or Sub Contractor during the review process.

j) In reaching a decision, Staff shall be entitled to rely upon the evaluation criteria determined in advance of the project and the results of prior performance evaluations relating to other contracts performed by the same contractor or consultant.

k) The results of any Performance Evaluation may be disclosed to other Municipalities or government bodies upon request.

18. VENDOR RESPONSIBILITIES

18.1 It is mutually agreed and understood that the Vendor shall not assign, transfer, convey, sublet or otherwise dispose of the Tender, or Contract or the right, title or interest therein, or the powers to execute the same, without the previous written consent of the City.

18.2 Acceptance of a purchase order issued by the City for a bid or any part of a bid shall constitute a contract between the City and the Vendor which shall bind the Vendor on his part to furnish and deliver the goods or services at the prices given and in accordance with the conditions of the bid and these Standard Terms and Conditions.


19. CONTRACT AND VENDOR REQUIREMENTS

The vendor hereby covenants and agrees that if their Tender, or any part thereof is accepted by the Corporation, they: a) Shall perform the contract in accordance with the specifications, terms and

conditions under which it is awarded. b) Shall use due care that no person is injured and that no property is damaged in

the performance of the work. c) Shall not, except with the consent of the City in writing, release information

relating to any subsequent order for advertising, promotional or technical purposes or otherwise give it publicity in any fashion, nor shall the name of the City be used for, or in connection with, any advertising or promotional purpose of the Vendor.

d) Vendors are to treat information gained while working with the City confidentially and not use it for any other project and return it to the City if requested with no copies to be retained.,

e) (i) Shall provide a complete list of all controlled products, hazardous materials, products containing hazardous materials, and all biological or chemical agents or devices or equipment producing or emitting a physical agent and any substance, compound, product or physical agent that is deemed to be, or contains, a designated substance as defined under the Act and the Regulations, which will be supplied or used in the work, before commencing. The Vendor/contractor shall provide appropriate information and Material Safety Data Sheets, where required, with the shipment

(ii) Shall ensure that contractors, sub-contractors and all of their employees are trained in W.H.M.I.S.

20. INVOICE REQUIREMENTS

The Contractor will submit to the City of Clarence-Rockland, Finance – Accounts Payable, an invoice for payment at the completion of work. All applicable taxes are to be itemized separately on invoices, i.e. H.S.T. The City of Clarence-Rockland also accepts electronic invoicing from Contractors. Invoices must be provided in PDF format and sent directly to Accounts Payable at; [email protected]

21. PAYMENT TERMS Net 45 days after receipt of invoice unless a discount for quick payment is offered. No other terms of payment will be accepted whether stated / implied without written approval. Payment may be delayed if the goods and / or services are not acceptable to the Corporation.

22. UNPAID ACCOUNTS

The Contractor must indemnify the City from all claims arising out of unpaid accounts relating to the Equipment and/or Services. The City shall have the right at any time to require satisfactory evidence that the Equipment in respect of which any payment has been made or is to be made by the City is free of and clear of construction or other liens, attachments, claims, and demands, charges or other encumbrances.

mailto:[email protected]


SECTION 3.0 GENERAL REQUIREMENTS 1. OCCUPATIONAL HEALTH AND SAFETY ACT (OHSA) REQUIREMENTS

1.1 The following requirements and conditions shall be included in all agreements with Contractors (and sub-Contractors) engaged by or on behalf of the City:

1.1.1 Contractors with known poor safety records or with inadequate qualifications or equipment will not be considered for award;

1.1.2 Contractors acknowledge that they regularly read and understand the Occupational Health and Safety Act R.S.O. 1990, C. 0.1 (“OHSA”) and regulations, made under that statute;

1.1.3 the Contractor shall comply with all health and safety requirements established by the Occupational Health and Safety Act and regulations. Any such requirements established by the City shall be included in the Bid Documents and the Contractor agrees to assume full responsibility for the enforcement of same;

1.1.4 the Contractor shall participate in a pre-project meeting to verify its full understanding of the major contractual requirements and expectations in the area of health and safety before the start of any work;

1.1.5 the Contractor shall allow access to the work site on demand to representatives of the City provided that they are in full compliance of the Occupational Health and Safety Act and Regulations;

1.1.6 the City will take all action necessary to support the Contractor’s health and safety efforts and to ensure that the City-owned and controlled environments in the vicinity of the project are free from hazards;

1.1.7 the Contractor acknowledges and agrees that any serious breach or breaches of health and safety requirements, whether by the Contractor or any of its Subcontractors may permit the City to elect to cancel the Contract; and

1.1.8 the Contractor acknowledges and agrees that any damages or fines that may be assessed against the City by reason of a breach or breaches of the OHSA by the Contractor or any of its Subcontractors will entitle the City to set-off the damages so assessed against any monies that the City may from time to time owe the Contractor under the Contract or any other contract whatsoever

SECTION 3.0 GENERAL REQUIREMENTS


1.2 The Contractor shall provide a list of all controlled hazardous materials or products containing hazardous materials, all physical agents or devices or equipment producing or emitting physical agent(s) and any substance, compound, product or physical agent that is deemed to be or contains a designated substance in accordance with the Workplace Hazardous Materials Information System (WHMIS) as defined under the OHSA and shall provide appropriate Material Health and Safety Data Sheets for these substances used for the performance of the required work, all prior to the performance of said work.

1.3 Where hazardous materials, physical agents and/or designated substances are used in the performance of the required work, the Contractor shall ensure that the requirements of the OHSA and associated regulations are complied with.

1.4 The Contractor shall follow Workplace Hazardous Materials Information Systems (WHMIS) requirements and ensure all employees are given required training and support.

1.5 The Contractor shall have a clearly defined safety plan/rescue plan for its workers involved in hazardous activities. This plan shall include, but not be limited to, procedures for entering a confined space on the work site.

1.6 The Contractor agrees at all times to comply with Occupational Health and Safety Standards in the workplace and further agrees to adhere to Health and Safety Standards set out in applicable statutes and regulations and to comply with written Health and Safety Policies of the City.

2. TOXIC AND HAZARDOUS SUBSTANCES

If the Successful Contractor encounters unidentified toxic or hazardous substances at the Place of the Work, or has reasonable grounds to believe that unidentified toxic or hazardous substances are present at the place of the Work, the Successful Contractor shall take all reasonable steps, including stopping the Work to ensure that no person suffers injury, sickness or death, and that no property is injured or destroyed as a result of exposure to the presence of the substances, and immediately report the circumstance to the City in writing.

3. LICENCES AND PERMITS

The successful bidder will be responsible for applications and fees associated with any and all licences and permits required by any and all governing bodies unless otherwise stipulated in the bid request document. A copy of all permits, and any other required documentation will be forwarded to the City’s designate for City records. The Proponent shall obtain upon award the following permit. Permis d’affaire / Business Licence THE CORPORATION OF THE CITY OF CLARENCE-ROCKLAND BY-LAW 2006-62



4. EVIDENCE OF QUALITY

It is the bidder’s responsibility to prove their product/service quality meets the City of Clarence-Rockland’s requirements and bidders may be required to submit evidence in a form acceptable to the City. Substitution of materials equipment or methods different from that outlined in the specifications / terms of reference will not be accepted unless provided for within the bid request document or without the written approval of the City of Clarence-Rockland.

5. LABOUR DISPUTES

The obligations of the successful bidder hereunder shall continue unchanged throughout the occurrence of any labour disputes (including strike or lockout), whether the same occurs with respect to the employees of the City, the contractor, or otherwise.

6. EXISTING SERVICES

The position of utility pole lines, underground conduits and services, water mains, sewers and other underground and over ground utilities and structures are not necessarily known, and the accuracy of the position of such utilities and structures on any reference documents is not guaranteed. The City of Clarence-Rockland will not be responsible for damages or extra work caused or occasioned by the Contractor relying on this or any other information or records.

Before starting work, the Contractor shall familiarize himself of the exact location of all such utilities and structures and shall assume all liability for damage to them. Where extra measures are required to support utility poles during construction either by the utility involved or the contractor himself, the costs involved shall be borne by the Contractor. The contractor will be responsible for any fees that may be associated with these services.

7. CONTRACTOR'S USE OF SITE/TRAFFIC CONTROL Limited to areas for work and storage as directed by the City.

Except where expressly permitted by the City, materials and/or equipment must not be stored within four metres of the travelled portion of any roadway. Notwithstanding the foregoing, the contractor shall, at his own expense, remove any equipment or material, which, in the City's opinion, constitutes a traffic hazard.

The Successful Contractor shall plan and schedule the routes of vehicles transporting all materials to, from or within the job, so that vehicular movements are accomplished with minimum interference and interruption to traffic as per the Ontario Traffic Manual latest edition. This will necessitate vehicles to "slip off" or "slip on" in the direction of traffic lanes.

The Successful Contractor shall maintain the adjacent side streets in a condition free from debris resulting from his operations, such as materials spilling from trucks.



It is expected that the Successful Contractor will make arrangements to regularly inspect the surface condition of these streets and promptly dispose of all the debris.

Should the Successful Contractor be unable to carry out the required remedial measures, the City may carry out the necessary maintenance and the costs for the work shall be deducted from payments due to the Successful Contractor.

8. EMERGENCY AND MAINTENANCE

The care of the works until completed, delivered to and accepted by the City rests solely with the Successful Contractor who shall assume all risk of damage to the work.

For the purpose of Emergency and Maintenance measures, the name, address, and telephone number of a responsible official of the contracting firm shall be given to the City’s contact person in charge of the project. This official shall be available at all times and have the necessary authority to mobilize workers and machinery and to take any action as directed by the City in the event emergency or maintenance measures are required, regardless of the fact that the emergency or requirement of maintenance may have been caused by the Successful Contractor's negligence, Act of God, or any cause whatsoever.

Should the Successful Contractor be unable to carry out the required immediate remedial measures, the City may carry out the necessary repairs and the costs for this work shall be deducted from payments due to the Successful Contractor.


SECTION 4.0 SPECIAL PROVISIONS 1.0 Background

This tender provides for the Storm Sewer Cleaning and the closed circuit TV inspection services to The City of Clarence-Rockland (the “City”), in accordance with the terms and conditions of this tender.

2.0 Schedule

The Owner requires that this project commence immediately following the award of this Contract. The inspection work for 2020 shall commence July 13, 2020 and conclude November 30, 2020 if weather permits. The Contractor shall upon awarding of this Contract, meet with City staff. The Contract will be reviewed along with the work schedule and work area assignments. The work shall be scheduled for continuous operation and completion at the earliest possible date. The City and the Contractor will mutually agree on an inspection schedule. The City’s Project Lead will be responsible for setting up the inspection schedule. Once set in place the Contractor must adhere to the schedule. The City expects the Contractor to inspect at least 800 or more meters per day. The City realizes that wet weather events, which can influence flows in sewers, may impact the timing of inspection work. If wet weather causes inspection delays, then the City and the Contractor will mutually agree on a revised inspection schedule. The City will make every effort to reschedule the work.

Should the Contractor need to depart from an approved work schedule, due to unforeseen circumstances, then the Contractor shall, one day prior to each working day, contact the City Representative and advise of the locations where the unit(s) will be located on the following day. Due to the nature of the work involved, night or weekend may be necessary, but work will not commence during these times until approved by the City’s Project Lead.

The Contractor’s CCTV Operator shall call the City Representative at the start and close of every day and advise the locations where the units(s) will be working. Random site compliance checks will be performed by the City.

3.0 Term of Contract

The Contract will commence upon written confirmation of award to the Successful Proponent. Due to the uncertainty of the weather, the anticipated assigned end date may not be achieved and therefore outstanding inspections may carry over into the following month.

4.0 Objectives This Contract covers the cleaning and inspection of approximately 20,000 plus meters of storm gravity sewers using standard CCTV technologies.

Approximately 20,000 meters are required to be inspected by the Contractor. The sewers identified for inspection vary in size from 200 mm to 1800 mm.


The City will require the Contractor to provide cost for Confined Space Entry and major traffic control. Refer to the “Schedule of Quantities and Prices”. All inspection data shall be collected and reported in accordance to the PACP Version 4.4. This coding schema shall be used in conjunction with the Contractor’s onboard CCTV inspection program for field data collection which will generate “mdb” files for direct use within the City’s pipe management system application (PCSWMM). I.e. Microsoft access file (.mdb) respecting the NASSCO PACP version 4.4 table structure certified for sewer pipes. The CSA Plus 4012-10 Technical Guide Visual Inspection of Sewer Pipe lays down a solid foundation for the visual assessment of sewer pipe, because it establishes best practices for the identification of distresses and defects. The lists of reports made according to the PACP program classification system must use the matrix code and the NASSCO PACP version 4.4 algorithms as defined in Annex D of the PACP program in order to be automatically calculated and generated by the software. The NASSCO PACP Version 4.4 data structure and should be considered the minimum version to be supported for the development of data import and export processes. The Contractors CCTV inspection software must be NASSCO PACP certified to ensure that PACP codes and their associated attributes are correctly implemented within video coding software thus providing high quality inspections. All inspection processes and data deliverables must conform to specifications outlined in the Contract.

5.0 Work Outline

The Contractor for this project must have a minimum of ten years’ experience in sewer cleaning and CCTV inspection. The work under this Contract shall include, but not be limited to, the supply of all materials, labour, and equipment necessary for the cleaning and the CCTV of sewers 1800 mm and less in diameter in various locations within the urban limits of the City of Rockland. The work will also include the provision of data containing PACP V 4.4 edition files, inspection imagery, digital inspection reports and other structural and service information fully describing the condition of the sewers as specified herein. The Contractor is advised that the City reserves the right to change the data collection reporting format at its discretion anytime during the Contract (See “Specifications”). The sewers to be inspected under this Contract are to be inspected under live operating conditions. The sewers to be inspected are critical components of an overall storm and wastewater system. The Contractor shall not close down, dewater, block (either fully or partially) or in any other way interfere with the existing flows in any sewers for the planned inspection work. The Contractor will be responsible for providing all equipment, ancillary support equipment, labor and consumables related to the operation of the sewer cleaning and CCTV inspection equipment in accordance with the specifications. The Contractor (including all sub-Contractors) will be fully self-sufficient in terms of operating their equipment including the provision of suitable transportation and equipment housing.


The work shall include the inspection of sewers using CCTV equipment and suitable transportation platforms (i.e. crawlers) as required depending on the size of sewer, depth of flow and specific inspection requirements. Upon commencement of this Contract, video imagery and digital data will be made available on request to the City during the first week of inspections. This information will be reviewed and assessed by the City. If the inspections fail to meet City requirements then the City reserves the right to have the Contractor make revisions. If the inspection cannot be revised, then the City reserves the right to have the Contractor re-inspect those pipes at the Contractors cost.

6.0 Deletion of Sections The Contractor is advised that the City reserves the right to delete any or all sections in this Contract before or after the award, at its discretion. The Contractor shall have no claim for any compensation against the City for the deletion of sections in this Contract.

7.0 Urgent / Immediate Intervention The Contractor shall immediately notify the City by phone when a significant structural defect is encountered that requires immediate intervention, or any situation that poses a safety hazard to the public. i.e. imminent pipe collapse, roots or debris obstructing flow. The form must be submitted by the Contractor to the City at the close of the day or sooner i.e. delivered, scanned and emailed.

8.0 Project Management

The City’s Project Lead for this Contract will be the Supervisor of Asset Performance. The Contractor will also assign a lead contact person responsible for undertaking the project. The Contractor will provide progress reports (i.e. email or hardcopy). The frequency and number of progress reports will be determined by the Project Lead. The Contractor is required to review project progress on a regular basis with City staff. Written minutes of all meetings attended by the Contractor Representative shall be provided within seven (7) working days and will address all issues on the bases of action, information or when resolution is required. These meetings will be arranged by the City’s Project Lead at his discretion. Any significant change in the Contractors assigned staff shall be approved by the City in advance. Please note that key personnel proposed for this project shall not be removed or replaced without obtaining the City’s written consent at least two weeks in advance. If any named key personnel shall be replaced for any reason, the Contractor shall promptly assign an acceptable, equally qualified replacement. Failure to do so may result in the termination of the Contract. The City shall have the right to meet with and approve any replacement of key personnel. The Contractor shall immediately notify City personnel by phone of any obstructions or constraints, survey abandons encountered in the sewers being inspected. All information associated with this project will be the property of The City of Clarence-Rockland. Metric units are to be used.


SECTION 5.0 SPECIFICATIONS S.1 Cleaning and CCTV Inspection of Sewers S.1.1 Specifications The Contractor shall perform all work and supply all equipment and labour necessary to undertake the cleaning and CCTV of wastewater and storm sewers ranging in size from 200 mm 1800 mm and provide video imagery, inspection data and reports in a digital format. The Contractor shall ensure that all equipment Operators scheduled to work on this Contract are fully conversant with all aspects of sewer inspection and capable of accurate observations and reporting of all conditions found. At the initiation of the Contract all CCTV Operators shall be required to have certification by National Association of Sewer Service Companies (NASSCO) for PACP Version 4.4 (Pipe Assessment Certification Program) which uses the CSA Plus 4012-10 Technical Guide Visual Inspection of Sewer Pipe. The Contractor’s Operator will be required to be NASSCO PACP V 4.4 certified. The Contractor shall not be permitted to commence work under this Contract until proof of certification has been provided to the Project Lead. If the Contractor cannot meet the certification requirements, then this will be considered grounds for termination of the Contract. Recertification is required every three years to ensure that consistency and familiarity with industry practice is maintained. The internal pipe inspection shall be carried out using specifically designed camera, imagery recording equipment and synchronized computer data recording. A continuous record of the internal condition of the pipe system shall be provided to the Region on a flash drive. The pipe defect coding method shall be PACP Version 4.4. This coding schema shall be used in conjunction with the Contractor’s onboard CCTV inspection program for field data collection which will generate “mdb database” files for direct use within the City’s pipe management system application (PCSWMM). The City shall provide overview maps of the work assignments. These maps will identify the areas to be inspected. Any errors or omissions on the provided maps should be revised appropriately by the Contractor and returned to the City with the biweekly deliverables as specified in the Contract. Maps updates will be provided by the City as required. S.2.0 Sewer Line Cleaning The intent of sewer line cleaning is to remove foreign materials from the lines and restore the sewer to a minimum of 95% of the original carrying capacity or as required for proper seating of internal pipe joint sealing packers. Since the success of the other phases of work depends a great deal on the cleanliness of the lines, the importance of this phase of the operation is emphasized. It is recognized that there are some conditions such as broken pipe and major blockages that prevent cleaning from being accomplished or where additional damage would result if cleaning were attempted or continued. Should such conditions be encountered, the Contractor will not be required to clean those specific manhole sections. If in the course of normal cleaning operations, damage does result from preexisting and unforeseen conditions such as broken pipe, the Contractor will not be held responsible. The Contractor shall use High-Velocity Jet (Hydrocleaning) Equipment for the sewer cleaning. All high-velocity sewer cleaning equipment shall be constructed for ease and safety of operation. The equipment shall have a selection of two or more high-velocity nozzles. The nozzles shall be capable of producing a scouring action from 15 to 45 degrees in all size lines designated to be cleaned. Equipment shall also include a high-velocity gun for washing and


scouring manhole walls and floor. The gun shall be capable of producing flows from a fine spray to a solid stream. The equipment shall carry its own water tank, auxiliary engines, pumps, and hydraulically driven hose reel. The NASSCO Jetter Code of Practice shall be consulted as a guide for the selection of different type nozzles and recommended pressure applications for various cleaning requirements. The Contractor shall ensure that during sewer cleaning operations, satisfactory precautions shall be taken in the use of cleaning equipment. When hydraulically propelled cleaning tools (which depend upon water pressure to provide their cleaning force) or tools which retard the flow in the sewer line are used, precautions shall be taken to insure that the water pressure created does not damage or cause flooding of public or private property being served by the sewer. The equipment and methods shall be satisfactory to the City. The equipment shall be capable of removing dirt, grease, rocks, sand, and other materials and obstructions from the sewer lines and manholes. If cleaning of an entire section cannot be successfully performed from one manhole, the equipment shall be set up on the other manhole and cleaning again attempted. If, again, successful cleaning cannot be performed or the equipment fails to traverse the entire manhole section, it will be assumed that a major blockage exists and the cleaning effort shall be abandoned. The City will provide one water supply access point, within the urban limits of Rockland, to the Contractor at no cost. The full coordination to the water supply shall remain the responsibility of the Contractor. The City will specify the exact location following the Contract award. S.2.1 C.C.T.V. Inspection Equipment and Process

CSA Standards recognizes the Pipeline Assessment Certification Program Version 4.4 (PACP). This includes the CSA Plus 4012-10 Technical Guide Visual Inspection of Sewer Pipe in which the City will sue to reference. The Contractors CCTV inspection software must be NASSCO PACP certified. The City reserves the right to change the provisions at any time during the Contract. S.2.2 Inspection Unit The survey unit will be comprised of two (2) totally separate areas. One section designated as the viewing area, shall be insulated against noise and extremes in temperature and be provided with means of controlling external sources of light in a manner capable of ensuring that the monitors screen display is not affected by glare. The Contractor must provide adequate facilities for a City staff to view the television monitor together with the Operator while inspection is in progress. Each unit will have an onboard computer and software program, which allows for onsite “real-time” coding of all observations. The second working area of the inspection vehicle shall be reserved for equipment, both operational and stored, and no equipment utilized within the sewer shall be allowed to be stored in the viewing area. The Contractor shall have two (2) complete survey units available at all times. In the event of a mechanical failure and the expected repair time would exceed eight (8) working hours the Contractor shall provide a backup survey unit. If the Contractor is not able to sustain the implementation of the needed equipment and personnel to meet the needs of this project, the City may at its discretion terminate the Contract. The City may also choose to use other Contractors until the Contractor is able to sustain necessary equipment and personnel.


S.2.3 Survey and Operational Equipment The inspection equipment shall be capable of surveying a length of sewer up to 225 meters in one continuous direction. The Contractor shall maintain all equipment in full working order and satisfy City staff at the commencement of each working shift that all items of equipment have been provided and are in full working order. Each survey unit shall contain a means of transporting the CCTV camera in a stable manner through the sewer under inspection. Each unit shall carry sufficient numbers of guides and rollers to assure that all bonds are supported away from the pipe and manhole structures. All CCTV cables and /or lines used to measure the cameras location within the sewer must be maintained in a taunt manner and set to right angles to run over measuring equipment. The camera must begin a survey, in the manhole, with a complete view of the full diameter of the start of the existing pipe. The Operator shall assure that the meterage counter begins to register such that the exiting face of the manhole is at 0.0. When obstructions are encountered that result in survey abandonment the Operator will immediately notify the City Representative by phone of the constraint. If the Representative cannot be reached then the Project Lead must be notified. The City Representative will record the survey abandoned and may choose to visit the site to retrieve the imagery of the abandoned inspection. The CCTV Operator will be required to transfer the video imagery to the City’s flash drive. The CCTV Operator will also be required to record the survey abandoned in the log. Abandonment of a survey may be considered in the following circumstances:

• risk to Contractor’s equipment • further progress impossible • high sewage flows

Under these circumstances, the Contractor shall fully inspect and code the problem area, abandon the survey, call the City Representative and then proceed to the next inspection setup site. The City must be notified if a reversal will be performed. A reversal inspection is considered a separate inspection. Should the Contractor deem at any time that his equipment is at risk, the Contractor shall cease surveying the sewer length and inform the City’s Project Lead of his opinion that the equipment is at risk. S.2.4 Equipment Recovery The Contractor shall be responsible for all costs relating to the recovery of or damage to the camera system or any other equipment in any sewer length forming part of the survey. The Contractor shall be liable for all costs and damages incurred by the City in the recovery of such equipment. When the Project Lead agrees that there is a serious defect in a sewer length, the Project Lead may instruct the Contractor to proceed with inspecting the sewer length, which contains the serious defect. The Contractor shall proceed and exercise all due care and attention in these conditions. The City shall bear the cost of clearing away any blockage or collapse within the sewer length or any loss of inspection equipment and consequential loss in these circumstances. S.2.5 Camera Equipment Camera equipment shall consist of a self-contained “closed circuit pan and tilt video camera and monitor”. The camera will be transported through the sewer sections utilizing a steerable self-


propelled crawler. The combined unit shall be capable of passing through sewers ranging in size from 200 mm to 1800 mm. A pan and tilt unit providing a continuous 640 x 480 or better resolution that must be used though out the Contract. The unit shall pan 275 degrees and rotate 360 degrees to enable complete inspection and view of all junctions, connections and defects. Care must be taken when viewing defects using pan and tilt cameras because images can appear larger and defects more severe (e.g., cracks can appear to be fractures). In addition, the proper use of inspection techniques must be followed. A defect should be identified and coded at the periphery. The operator must move the camera forward to the defect, stop the forward motion of the camera, and view the item of interest. Before moving the camera to continue with the inspection, the camera should be returned to its proper inspection position. The pan and tilt should never be used while the camera is in motion. It will be the responsibility of the Contractor at their own expense to re-inspect all pipes that fail to meet the requirements. S.2.6 Camera Position The inspection of each sewer shall be done in the direction of flow unless circumstances do not permit this. If a reversal is required, the Contractor will contact the City Project Lead or City Representative by phone for approval prior to the reversal. The CCTV Operator will be required to record the survey abandoned in the log. The notification log will be submitted to the City as part of the biweekly deliverables. Whenever prevailing conditions allow, the camera shall be positioned to reduce the risk of distortion. In cases of circular shaped sewers, the camera lens shall be positioned within +/- 10% of the center axis of the pipe. The appropriate tractor with extensions will be necessary to achieve the required positioning. A good visual gauge for centering the camera is when the invert and obvert of a pipe joint reach the picture periphery at the same time. Improper set up will distort the image, potentially causing inaccurate linear measurement to observations, as well as errors in estimating water level, deformation, and pipe deviation. The starting position in each manhole should be such that the entire starting diameter of the existing pipe can be inspected. It will be the responsibility of the Contractor at their own expense to re-inspect all pipes that fail to meet the requirements. At the start of every section, the CCTV Operator will have the camera pan and tilt the manhole face at 12:00 o’clock to check for shear structural problems. The camera will remain in this position for at least 20 seconds. If the CCTV Operator notices a major defect in the chamber then he is expected to zoom and view it for another 10 seconds. At the end of every section the camera will pan and tilt the face at 12:00 o’clock to check for shear structural problems. Again, the camera will remain in this position for at least 20 seconds. If the CCTV Operator notices a major defect in the chamber, then he is expected to zoom and view it for another 10 seconds. The CCTV Operator will also be required to record this information in the log. The completed logs must be submitted by the Contractor and returned to the City with the biweekly deliverables as specified in the Contract. At the start of every inspection it must be noted in the remark’s column of the inspection report, if the CCTV operator is continuing through the manhole with the next inspection. In other words, they are not setting up at the start manhole. In the event of a benching problem which prevents the viewing the manhole face, the reason must be noted in the remark’s column of the inspection report. S.2.7 Camera Speed


The camera must maintain a speed that will allow for the defects to be observed clearly. The speed of the camera traveling shall not exceed 9 meters per minute unless both the Contractor and Project Lead agree that camera traveling at a higher speed is better quality i.e. 12 m/min for pipes with a diameter larger than 900 mm. The camera shall be “stopped” when major defects are being noted on the coding input screen. A full stop pan and tilt is required at a minimum of three (3) points in every sewer section even if no defects exist. All connections, protrusions, obstructions, taps, debris and major defects etc. are to have a full stop, pan and tilt to fully view the features associated/impacting the host pipe. It will be the responsibility of the Contractor at their own expense to re-inspect all pipes that fail to meet requirements. Note that if the pipe is inspected too fast the picture can appear pixelated and defects can be missed. If the pipe is inspected too slowly, it can be frustrating to review the inspection. S.2.8 Illumination The concentration of lighting shall be at the peripheral of the image (video monitor) and illuminate approximately 2m ahead of the camera and be evenly distributed around the periphery of the pipe. Inadequate lighting resulting in loss of contrast, flare out and picture shadowing will not be accepted. Shadowing and glaring makes it difficult to see defects. S.2.9 Linear Measurement Measurements are to be conducted in metric using the manhole face as starting and ending points. Hence, the counter will be synchronized with the field of view not the camera itself. The C.C.T.V. monitor display shall incorporate an automatically updated record in meters and tenths of a meter of the actual meterage of the camera position from the calibration point, referenced to the manhole face. The City recognizes that Contractors will have their own method for calibrating the Camera start position. The method must be reviewed and approved by the City’s Project Lead. The accepted standard method, the camera is lowered down the manhole and advanced into the pipe. The point in the pipe at which the counter is zeroed will vary depending on the focal length of the camera equipment and pipe diameter. This distance can vary from 0.6 to 1.4 m or greater, depending on pipe diameter and camera optical characteristics. The camera should then be reversed and the inspection started by viewing the manhole interface of the pipe being inspected and the linear measurement set to 0.0 m. The pan and tilt can also be used to view the interior of the manhole interface. In the event that the benching configuration does not allow the camera to be positioned in this manner, the equipment can be advanced into the line until the camera can be centered correctly in the pipe. During this maneuvering process, the pipe condition should be accurately recorded by the Operator utilizing both the camera and the appropriate defect codes where applicable, despite the fact that the lineal measurement counter has not been zeroed. Once the camera is appropriately positioned, the cables can be adjusted and the slack taken up. With the cable adjusted correctly, the counter can be adjusted accurately. Accuracy of the metered distance shall be checked by using a steel tape or measuring wheel when the GIS attribute length does not correspond with the inspection length within +/- 5%. The tolerance of accuracy in sewer runs shall be +/- 1% of the distance from manhole to manhole (upstream exiting wall to downstream entrance wall). The City may at their discretion instruct the Contractor to re-survey those lengths of sewers not meeting these requirements.


The recorded linear measurement must accurately represent the true location of a defect or feature in the field. Incorrect linear measurements can result in an excavation or renovation at the wrong location in the pipe. The Contractors staff should pay close attention to the cable counter displayed at the bottom of the inspection to ensure that the cable counter does not snag or slip. Accuracy in linear measurements is highly reliant on focal length correction and camera position. S.2.10 Focus/Clarity Focus and clarity are essential to allow the Operator to properly observe and code the defects. A line resolution chart (Marconi Resolution Chart No. 1), a colour resolution chart, and a linearity chart should be used to objectively check the focus and clarity of the camera at the beginning of the Contract, periodically throughout the Contract and whenever there is any doubt about the picture quality meeting specifications. The focus and clarity on the video recording is measured, not what the Operator views in the truck. Therefore, testing with these charts should be recorded at the beginning of a video run, and recorded to demonstrate that the required focus and clarity is obtained. The line resolution chart is used to gauge the video frequency response and resolution. The converging black and white lines, and the point at which they become indistinct, are used to measure the resolution. The colour resolution chart consists of seven highly saturated colour bars and is used to adjust the TV receiver or monitor colour controls during video playback. The linearity chart is used to adjust the camera and monitor linearity. The chart is projected onto the monitor and the monitor display controls are used to ensure that the picture is aligned and fills the monitor screen. Fog, steam, or condensation also cause clarity problems in the pipes and must be evacuated from the pipe, and the pipe kept clean during inspections. If the camera fails, these tests then it shall be removed from service for repair. S.2.11 Data Generated Content At the start of each inspection, a data generator shall electronically generate and clearly display on the viewing monitor and imagery (video) recording a record of data in alphanumeric form (video header) containing the following minimum information:

Work Area #: * Work Area Description * Survey Inspection Number Provided by Contractor Name of Contractor and CCTV Operator Provided by Contractor Date of survey: YYYYMMDDHHMM (24h time format) Pipe ID number: * Street name: Provided by the Contractor Municipality Name: * From MH: * To MH: * Direction of survey: Upstream or Downstream Time of survey start: HH:MM:SS (24h time format) Weather: Sunny, rain, overcast, etc. Material: PVC, Concrete, etc.


Note: the above information must be displayed for a minimum period of 30 seconds before commencement of the survey takes place. It must be displayed with white print on a black back drop. The display must be approved by the Project Lead. Once the survey is underway the following minimum information shall be continually displayed:

• Automatic update of the camera meterage position (nearest 0.1 m) in the sewer • line

• from the manhole face (chainage); • From MH # • To MH # • Date • WA # • Pipe ID • Up or Downstream

*Note: the size and position of the data display shall be such as not to interfere with the main subject of the picture. Also, before beginning the Contract, information should be tested on a video text editor and the imagery (video) screen to ensure all information is on the viewable screen and on the resulting storage media. S.2.12 Field Log – Summery of Work Preformed The Contractor shall have the CCTV Operator maintain a worked performed log daily entitled “Summary of Work performed”. This log must be submitted with the biweekly deliverables. Billing which does not have the completed “Summary of Work Performed” form provided will not be paid. The City, at their discretion, may request the log from the CCTV Operator to review during site compliance visits. S.2.13 Quality Control Plan The Contractor shall be responsible for the quality control of all C.C.T.V. inspections. A minimum 3% of all inspections shall be re-scored by a certified Operator other than the Operator responsible for the initial report. The City, at its discretion may request a peer review from another certified Contractor. A record of the initial and re-scored grading shall be forwarded to the City for review. Operators failing the re-scoring process on two (2) occasions will be removed from the City’s Contract. S.2.14 Basement Flooding The sewer inspection shall be carried out in the appropriate manner and any basement flooding occurring adjacent to the work area resulting from the CCTV inspection work shall be the responsibility of the Contractor to rectify immediately. Any costs associated with such rectification shall be borne by the Contractor. See S2.27 Contingency Plans. S.2.15 Damage The Contractor, in carrying out any work, shall cause as little damage as possible to any adjacent (public or private), sidewalks, roadways, curbs and curb gutters, manholes, frames, covers, boulevards, grass, trees, shrubs, or any other structures. Any damage to same shall be the responsibility of the Contractor to rectify in the manner directed by and to the satisfaction of the City. Any costs associated with such rectification shall be borne by the Contractor. S.2.16 Site Investigation


The Contractor shall investigate each site and determine the sites existing conditions, obstructions or any other problem which may affect the completion of the proposed work and report complications to the City’s Project Lead immediately. No additional payment shall be made on account of difficulties to complete the work because the Contractor failed to investigate the site and notify the Project Lead. The Contractor must keep a “functioning bar finder” on the truck at all times to be used by staff as needed capable of locating buried manholes up to 1.0 m +/- deep. The Contractor must ensure that all field technicians using the bar finders have been properly trained. Buried manholes, locked lids, safety issues, and any abnormal circumstances must all be reported to the City immediately by phone and recorded in the Operators notification log sheet. The Contractor must also be able to physically mark the buried manhole locations with marker paint. Marking paint on roadways requires prior approval by the City. The Contractor shall also be required to mark the location on the map and table provided by the City. The Contractor will also keep on the truck a trundle wheel (meter wheel) for confirming meterage between manholes. The Contractor must make an attempt to uncover the buried manholes unless manholes are buried underneath pavement. If City personnel mobilize and it is determined that no attempt to uncover a manhole was made, then a fixed cost will be charged to the Contractor. The Contractor will supply the appropriate tools for opening and accessing manhole lids including locked ones and safety grates. S.2.17 Provisions for Traffic and in Accordance with the Ontario Traffic Manual Book 7 The Contractor shall be responsible for the preparation and implementation of a traffic management and control plan as specified in the Ontario Traffic Control Manual Book 7 for roadway work operations, as per the Ontario Ministry of Transportation. The Contractor shall supply all labour, sign, delineators, etc., set and maintain required detours at work sites, conforming to the latest edition of the manual of Uniform Traffic Control Devices. The Contractor shall provide vehicular access at all times to all properties with existing access. Where blocking of access is unavoidable, the Contractor shall notify the residents affected, give 24 hrs notice and shall work to keep the period of inconvenience to a minimum. Survey units shall be equipped with sufficient safety lights (flashing or strobe, and/or arrow boards) barricades and signs which may be required for complete control of both pedestrian and vehicular traffic in accordance with the MTO Manual for highway operation, Ontario Manual of Uniform Traffic. The Contractor shall provide for safe pedestrian movement from all houses and Businesses along the site. Walkways shall not be obstructed at any time. No work shall be performed on major arterial roads during Rush Hour Traffic (7 – 9 a.m. and 3 – 6 p.m.) without the written consent from the City’s Project Lead The Contractor’s traffic control plans must meet all the requirements of the Ontario Ministry of Labour and the Occupational Health and Safety Act. The Contractor must keep all completed traffic control plans on the truck and copies of the major traffic control plans must be submitted to the City with the biweekly deliverables.


The Project Lead, as an agent of the City of Clarence-Rockland, reserves the right to suspend any on-going works that do not meet the requirements outlined in the Contract. Prior to the start of the Contract, the Region’s WWW Safety Coordinator will review and approve the Contractors traffic control plan template. If it fails to meet the Regions requirement then it will be revised by the Contractor or the Region’s template will be used. Work area number must be recorded on the plan along with the GIS number for the sewers covered in the each plan. The Contractor must keep an ongoing record of all the completed traffic control plans in a binder on the truck. The City, at their discretion, may request the CCTV Operator to provide the binder for review during site compliance visits. In situations which require further traffic control, the Contractor will supply flag personnel as required to meet the MTO/MOL requirements. A separate line item in the Form of Proposal has been included for these situations. The Contractor must notify the Project Lead in advanced for plans that require major traffic control. Major traffic control should be determined during the Contractors site investigations (S2.16). Copies of the completed major traffic control plans must be submitted to the City with the biweekly deliverables. Billing which does not have the completed major traffic control plans will not be paid.

S.2.18 Confined Space Entry (CSE) The Contractor shall provide approved equipment and training to personnel working on confined spaces as may be required by this Project. The procedures the Contractor follows for Confined Space Entry must meet or exceed the requirements outlined by the Occupational Health and Safety Act. The City reserves the right to suspend any on-going works that does not meet this requirement. The City will not pay for Confined Space Entry to move manhole landings, it is expected that the Contractor has tools to move landings temporarily out of the way, so they can deploy their equipment from the surface. If the Contractor is unable to remove landings (i.e. seized), they must contact the Project Lead and the City’s Maintenance department will be notified. The Project Lead will consider a reversal inspection if Maintenance cannot respond in a timely fashion. The City’s Project Lead or designate must be notified by phone for approval prior to entering the manhole. All confined space entries must comply with all entry procedures required by the Occupational Health and Safety Act and shall be strictly adhered to. All Operators employed by the Contractor engaged in inspection/survey works shall have successfully completed a “Confined Space Entry” training program. Proof of this 3rd party training is a requirement of this Contract. The Contractor will keep an ongoing record of completed CSE plans and corresponding information in a binder on the truck and copies will be submitted to the City with the biweekly deliverables. Work area number must be recorded on the plan along with the GIS number for the manhole chamber entered. The City, at their discretion, may request the CCTV Operator to provide the binder for review during site compliance visits. All safety equipment must meet manufacturer certification requirements. A separate line item in the Form of Proposal has been included for Confined Space Entry.

S.2.19 Damage to City Assets


Under no circumstance shall the Contractor damage any City Asset or anyone else’s assets in any way while undertaking this work. If this occurs it is the Contractor’s sole responsibility to restore/reinstate City and others infrastructure property to its original condition in a timely fashion. The Contractor is to immediately notify the City’s Project Lead by phone when damage to infrastructure has occurred. S.2.21 Cleanliness of Work Areas and Street The Contractor shall at all times keep his work area in a clean and orderly condition so that there is minimum disturbance to the surrounding area. All trash, debris, waste, etc., shall be removed daily. All surplus materials, refuse, etc., shall be removed by the Contractor and disposed of at an approved Landfill site. At the end of the day the entire job site shall be left in a neat and clean condition upon the completion of the work. Cleaning of equipment in sewers, ditches or watercourses is strictly prohibited. S.2.22 Public Relations It is crucial in undertaking this Contract that good public relations be maintained between the City and its customers. Complaints and problems are to be responded to immediately by the Contractor and reported immediately by phone to the City’s Project Lead. The Contractor shall maintain a record of incidents/conflicts involving the public and all incidents must be recorded in the log. This will include incidents resolved by the Contractor. The completed forms must be submitted by the Contractor and returned to the City with the biweekly deliverables as specified in the Contract. The Contractor will hand out “Resident Notification” letters as required. Locations will be provided by the City throughout the term of the Contract. The contractor is to avoid blocking drive ways. The City’s Project Lead is to be informed by phone prior to blocking a drive way. Where blocking a drive way cannot be avoided, the Contractor is to inform the resident and make every effort to do the inspection as quickly as possible. If resident cannot be contacted then a notification letter must be left for the resident. The City’s Project Lead must be notified immediately if contact was not made with the resident. S.2.23 Sub Contracts The successful bidder will not, without the written consent of The City of Clarence-Rockland, make any assignment or Sub Contract for the execution of any work hereby quoted. S.2.24 Contractor’s Responsibility Any equipment, tools, supplies, etc., delivered to the job site by the Contractor, prior to, during or after carrying out the work will be of his own volition and he will be entirely responsible for same. The Contactor will keep a copy of the Specifications outlined in the Contract on the truck at all times. The Contractor must ensure that their staff tests gas levels prior to opening manhole chambers. These levels must be recorded in the log. The Contractor will keep an ongoing record of completed testing in a binder on the truck. Prior to removing the manhole lids, the readings must fall within acceptable limits. The City, at their discretion, may request the CCTV Operator to provide the logs for review during site compliance visits. It’s essential that Contractor staff


records the gas readings in the log for each chamber opened. The Contractor’s staff must also record whether the chamber was used as an entry point for the inspection. The Contractor shall have two (2) gas detector units available at all times. In the event of a failure and the expected repair the Contractor shall supply the backup unit. The gas testers must meet all manufacturer certification requirements. The Contractor is responsible for keeping the gas testers calibrated and in full working order. The gas testers must be equipped with an aspirator tube and it must have the appropriate tube length to meet the manufacturer requirements for testing. The Contractor is responsible for the safety of its employees. It is essential to keep safety in the forefront by the Contractor and address all concerns raised by their staff. The Contractor must ensure that the CCTV Operator fully understands the City’s requirements and that the training, equipment, and procedures are in place to meet those requirements. The Contractor must adhere to a quality assurance practice to ensure the accuracy and completeness of the inspection data and medium submitted. The quality control plan is outlined in S2.13 which includes random cross-sampling of the Operator’s rating. S.2.25 Field Reporting The Contractor’s Operator will be required to show on the map which work areas have been inspected. Any errors or omissions discovered on the maps must be logged and marked. The completed/updated maps must be submitted by the Contractor and returned to the City with the biweekly deliverables as specified in the Contract. If an undocumented manhole is found during the course of inspection, the inspection is to cease upon entrance into the undocumented manhole and a new inspection record initiated. The City is to be notified by phone immediately. A new GIS number is to be assigned to the newly discovered manhole, as well as the following pipe. If it is discovered that a manhole or pipe does not exist then the same process will apply. In both cases a new inspection header and inspection video file need to be created to complete the inspection. S.2.26 Contingency Plans The Contractor, before commencing work, will present to the satisfaction of the Project Lead, a contingency plan outlining corrective measures to be taken in the event of an emergency situation, i.e. manhole failure, tractor becomes stuck in sewer and chamber begins to surcharge etc.) In the event of an actual emergency, the Project Lead must be notified immediately. S.2.27 Working Hours Depending on location, the Project Lead may also schedule work between specific hours of the day and/or night (which may be less than 8 hours) at no extra cost to the City. The Contractor shall not be allowed to benefit at the cost of the City by delaying the beginning of work as a whole, or be starting late, or by employing less crewmen, workmen, or equipment, etc., or routinely extending working time beyond the normally scheduled hours or to weekends or holidays. The City’s Project Lead must approve any night, holiday, or weekend work. Regular hours of operation are Monday to Friday 8:30 a.m. to 4:30 p.m. The Contractor will NOT perform routine work on this Contract while the City office is closed unless otherwise directed by the Project Lead. The Contractor will hand out “Resident Notification” letters as required


S.2.28 Night Work The Contractor must notify the City well in advance of intensions for night work inspections or for any other related purposes. In the event that any night work is planned, then the Contractor shall consider the impact of any associated noise and flashing lights on residential dwellings in the vicinity of the inspection site. The Contractor must consider where the possibility exists that night work noise will adversely affect residents or result in complaints. The Contractor will be required to produce and deliver notifications to the public one week in advance of the commencement of night work. This will be done at the Contractors expense. Night is defined as any time starting at 7:00 pm and ending at 7:00 am. S.2.29 Satisfactory Completion All work must be completed to the satisfaction of The City of Clarence-Rockland. Any damage to the grounds, buildings or equipment, caused by the Contractor, must be repaired at his expense in a timely fashion, to the satisfaction of The City of Clarence-Rockland. S.2.30 Payment Payment will be made upon completion of sewer inspections that have been completed to the satisfaction of The Clarence-Rockland. Also, all billing must be accompanied by a “Summary of Work Performed”. Billing which does not have the completed “Summary of Work Performed” will not be paid. Payment is based on a unit meter rate as outlined on the schedule of quantities and prices form. This shall include all labour, materials, equipment, and other items as described within this request, but does not include travel time. A base rate per meter will be paid for Sewer Line Cleaning and shall include a maximum of (3) three passes. This base rate per meter payment shall be for all equipment, labour and materials required for the cleaning of sewers. If the desired cleaning is not achieved after the maximum of (3) passes, the Contractor must notify the Project Lead. The Project Lead may at his own discretion consider and authorize payment to the Contractor for lost time. Lost time will apply only to the above mentioned circumstances. A separate line item in the Form of Proposal has been included for Lost Time. A base rate per meter will be paid for C.C.T.V. inspections including imagery and PACP V. 4.4. inspection data and any other associated digital data. This base rate per meter payment shall be for all equipment, labour and materials required for the inspection of sewers and the preparation and supply of imagery (video) inspection and for the preparation and supply of data and reports. The City’s Representative shall certify information submitted for record purposes only and the Project Lead shall have the sole power to authorize payment if payment is due. S.2.31 Termination of Contract The City of Clarence-Rockland may terminate the Contract at any time should the Contractor fail to meet any of the following requirements:

• terms of the Contract;

• quality of work fall below PACP Version 4.4 NASSCO which uses the CSA Plus 4012-10 Technical Guide Visual Inspection of Sewer Pipe


• quality of work falls below that of the sample inspection report completed by the Operator assigned to this Contract, this sample represents the standard of quality for this Contract.

S.2.32 Deliverables The City will require the Contractor to submit the data, reports and video imagery along with all the required maps, logs and forms biweekly throughout the term of the Contract. Deliverables should be made available on Tuesdays. All deliverables must meet all the specifications of this Contract. The digital data must be in accordance with the “Digital Data Format Requirements”. The Contractor shall provide the following items biweekly: Digital information of the PACP inspections performed for the completed work areas. This information must be provided on a flash drive with a cover sheet indicating the Contractor’s name, the two-week period, and the report #’s. Each inspection will be contained within one complete single digital video file where the original raw digital file has remove pauses where inspection progress is not continuous before submission. Each inspection will contain a continuous record of the internal condition of the pipe. Digital inspection coding using PACP V4.4 includes the CSA Plus 4012-10 Technical Guide Visual Inspection of Sewer Pipe suitable to be used within the City’s Pipe Management System application PCSWMM. Completed log sheets. Revised tables and maps with work areas that have been inspected. Any errors or omissions on the provided maps and tables should be revised. Copies of completed Major Traffic Control and Confined Space Entry Plans. Submission of Deliverables All information gathered is to be submitted biweekly to the Project Coordinator of Capital Projects, Charles Bonneau. All invoices are to be made in attention to Charles Bonneau. All data gathered and results taken, as part of the Contract shall become the sole property of the City of Clarence-Rockland.


SECTION 6.0 BID SUBMISSION FORMS Bid Number: F18-INF-2020-006 TAKE 2 Bid Description: Storm Sewer Cleaning and Closed Circuit TV Inspection Services Closing Date: June 30, 2020 Time: 2:00:00 p.m. Local Time Submitted to: Corporation of the City of Clarence-Rockland

(Owner) 1560 Laurier Client Service Center Rockland, ON K4K1P7

______________________________________________ Company Name I/We the undersigned have read and understand this Bid document, and herewith agree to perform the work required in accordance with the Bid document issued by Procurement Services, at the price(s) listed below: I/We acknowledge that we have received addenda numbered to inclusive, and the prices submitted include the provisions set out in such addenda. Supply and Install: Storm Sewer Cleaning and the closed circuit TV inspection services __________________________________________________________________/100 Prices are in Canadian dollars, and including taxes (Dollars in Words to be inserted above) Dollars ($_________________) (Dollar numbers to be inserted above) Work will commence on or about July 13, 2020 and in any event should be completed by November 30, 2020 weather permitting.


We certify that: 1. The party executing this document is authorized to sign the same. 2. To the best of my/our knowledge and belief the information provided in our bid submission is

correct. 3. Except as expressly and specifically permitted in the instructions to Bidders, we shall not have any

claim for any compensation of any kind whatsoever, as a result of participating in this bid, and by submitting a bid we shall be deemed to have agreed that we have no such claim.

4. To the best of my/our knowledge and belief our bid submission is made without any connection,

comparison of figures or arrangement with or knowledge of any other corporation, firm or person submitting a bid for the same work and is in all respects fair and without collusion or fraud.

5. To the best of my/our knowledge and belief no member of the Council and no officer or employee

of the Corporation of the City of Clarence-Rockland is, will be, or has, become interested, directly or indirectly, as a contracting party, partner, stockholder, surety or otherwise in, or 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 of the money to be derived therefrom.

6. My/Our bid submission will remain open for acceptance for a period of 120 (one hundred and

twenty) calendar days after opening of the bids and the Corporation of the City of Clarence-Rockland may at any time within this period accept our bid submission.

7. To the best of my/our knowledge and belief there is not nor was there any actual or perceived

unfair advantage or conflict of interest in our bid submission or our performing of or observing the contractual obligations of the proponent as set out in the contract.

Signed and submitted for and on behalf of:

Company Name Address City Postal Code X Signature of Authorized Signing Officer Print Name, Title

( ) Telephone Number Date

( ) Fax Number Email Address HST Business Number Payment Terms Your completion of this form confirms acceptance of the City of Clarence-Rockland’s Standard Terms and Conditions. Bidders who impose restrictions on their bid using a qualifying statement risk having their bid rejected.


SCHEDULE A - PRICING SCHEDULE The Bidder hereby bids and offers to enter into the Contract referred to and to supply and do all or any part of the Work which is set out or called for in this Bid, at the unit prices, and/or lump sums, hereinafter stated. The Total Bid amount shall include all costs incurred, excluding taxes. The Bidder also understands and accepts that the quantities shown in the Bid Documents are approximate estimates only and are subject to increase, decrease or deletion entirely if found not to be required.

SECTION “1” SEWER LINE CLEANING EQUIPMENT & PROCESS

SPEC. # DESCRIPTION UNIT EST. QTY UNIT PRICE

AMOUNT

S1 S2

Sewer Line Cleaning Maximum of (3) passes

m 20,000 $

Sub Total $

SECTION “2” CCTV INSPECTION EQUIPMENT & PROCESS

SPEC. # DESCRIPTION UNIT EST. QTY UNIT

PRICE AMOUNT

S1 S2

CCTV inspection of sewers m 20,000 $

Sub Total $

SECTION “3” LOST TIME EQUIPMENT & PROCESS


PRICE AMOUNT

S1 S2

Sewer Line Cleaning

H 10 HOURS $

Sub Total $

SECTION “4” CSE TRAFFIC CONTROL


PRICE AMOUNT

S1 S2

Contractor cost to complete CSE

LS. LS. $

S1 S2

Contractor per hour cost for major traffic control i.e. flag persons

LS. LS. $

Sub Total $

(Transfer to page 43, Bid Submission form) TOTAL $

/100

Insert Dollars in words above


APPENDIX B - BIDDER'S EXPERIENCE IN SIMILAR WORK

State other Owners, which have been supplied/serviced by the Bidder within the last five (5) years for projects of a scope and nature similar to the project described in this Call for Bids. The awarded Bidder may be required to produce schedule of written references upon request. The City reserves the right to consider, during the review of Bids, information provided in response to enquiries of references provided by the Bidder; poor reference(s) and/or an unsatisfactory safety record may result in the immediate rejection of the Bidder at the discretion of the City. In addition, any information received in response to enquiries made by the City to third parties apart from those disclosed in the Bid in relation to the reputation, reliability, experience and capabilities of the Bidder may also be considered.

PROJECT DESCRIPTION

NAME AND ADDRESS OF OWNER

OWNER CONTACT / REFERENCE

c/w e-mail address :

Pursuant to Section 29(1(a) of the Municipal Freedom of Information Act, I ___________________, authorize the Corporation of the City of Clarence-Rockland to contact any person(s)/companies, be they listed above or not, for the purpose of obtaining reference information. Any questions regarding the use and/or content of this form should be directed to the Corporation of the City of Clarence-Rockland,– refer to “Communications” single point of contact on page 5.


APPENDIX C – KEY PERSONNEL The following is a list of personnel who will actively supervise the work if we are awarded the Contract, with a record of each person’s experience, knowledge and ability. It is understood that the Work will be directed by the listed personnel and that no change can be made without the prior written approval of the City.

NAME/TITLE QUALIFICATIONS/EXPERIENCE


APPENDIX D - REFERENCE INFORMATION Contractors are required to provide three (3) references listing contracts similar to the project described in this RFT and undertaken within the past three (3) years. (1) NAME (Company/Government Agency) Contract Description Contact Person Phone Number ( ) E-Mail: Email Address (if available): Number of Years at Location: Value of Contract $ (2) NAME (Company/Government Agency) Contract Description Contact Person Phone Number ( ) E-Mail: Email Address (if available): Number of Years at Location: Value of Contract $ (3) NAME (Company/Government Agency) Contract Description Contact Person Phone Number ( ) E-Mail: Email Address (if available): Number of Years at Location: Value of Contract $ The City reserves the right to check additional references and sources to those supplied by the Contractor. NOTE: THIS DOCUMENT MUST BE COMPLETED AND WILL FORM A PART OF THE SELECTION PROCESS


THE CORPORATION OF THE CITY OF CLARENCE-ROCKLAND

APPENDIX E - NOTICE OF “NO BID” It is important that the City of Clarence-Rockland receive a reply from all Contractors. Although there is no obligation to submit a Bid, should you choose not to, your completion of this form will assist us in continually improving our Bid Process. Please complete the following by checking off the appropriate statement(s) including your additional comments prior to the closing time and date indicated in the bid package. 1. We do not supply this product(s) or service. ___________ 2. We cannot supply to the specification ___________ 3. Unable to quote competitively ___________ 4. Cannot bid due to present work load ___________ 5. Quantity is too large _______ too small ___________ 6. Unable to meet delivery/completion requirements ___________ 7. Patent or licensing restrictions ___________ Other reasons/additional comments: Do you wish to bid on these goods/services in the future? Yes______ No______ Company Address: Phone: Fax: Signature: Title: Name: Date: (Print)


APPENDIX G – ACCESSIBILITY STANDARDS FOR CUSTOMER SERVICE TRAINING

ACKNOWLEDGEMENT FORM

Ontario Regulation 429/07: for Contractors and Third Party Providers to

The Corporation of the City of Clarence-Rockland Section 6 of Ontario Regulation 429/07 made under the Accessibility for Ontarians with Disabilities Act, 2005 states that: 6. (1) 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 governing the provision of goods or services to members of the public or other third parties.

We acknowledge and confirm that we are in full compliance with Section 6 of Ontario Regulation 429/07 (Accessibility Standards for Customer Service) made under the Accessibility for Ontarians with Disabilities Act, 2005. We confirm that all employees, agents, volunteers, or others for whom we are at law responsible who are required to receive training under the Act have completed the training available at https://www.accessforward.ca/. We will provide to the City any further documentation that confirms this training upon the request of the City. We will indemnify the City from and against any costs, expenses, fines, penalties, damages or losses that the City incurs or suffers as a result of our failure to comply with the Act.

Name of Contractor or Third Party Provider Signature of Authorized Signing Officer Printed Name of Person Above Date

https://www.accessforward.ca/


APPENDIX H – CONTRACTOR / VENDOR PERFORMANCE EVALUATION

City of Clarence-Rockland

VENDOR PERFORMANCE MANAGEMENT CONTRACTOR EVALUATION

copy of the completed evaluation should be placed in the project file and sent to the VPM Coordinator.

City Project Manager Contract #

Evaluation Type (please select one)

Interim

Final

Vendor Name Vendor Project Manager

Vendor Site Superintendent Vendor Project Team/Subcontractors

Project Completion Date VPM Debriefing Date

City Representatives in Attendance (at debriefing)

Vendor Representatives in Attendance (at debriefing)

Performance Indicator - Weighting: 15 Description (X) Points Rating Comments

1. PROJECT MANAGER (How well the Contractor managed the project in regards to scope, schedule, budget, and risk. Was the Contractor project manager organized, prompt and did they communicate with City staff and the Contract Administrator effectively and in a timely manner, both verbally and in writing? Were documents submitted on time? Did the project manager communicate and manage his staff and Sub-Contractors effectively? Did the project manager deal with city staff and the CA in a respectful and professional manner? Were issues dealt with quickly and efficiently in consultation with the project

100%

Outstanding Project Management - above normal standard.

15.00

0.00

85%

Appropriate Project Management that exceeds normal standard in some areas; no significant problems with project management.

12.75

70%

Satisfactory Project Management. Most project management tasks were performed according to industry standard.

10.50


team?)

50%

Many issues with Project Management that impacted scope, schedule and/or budget. Several communication problems.

7.50

25%

Serious Project Management problems that negatively affected the overall Project. Poor communication

3.75


2. SUPERVISION (The extent to which the Site Supervisor managed the site. Did the site super have a thorough understanding of the construction drawings and specs? Did the site super maintain good records on site including site instructions, change notices, as-built? Did the site super provide good supervision to staff and sub-contractors? Was the work on site done efficiently according to the project schedule? Was the site super respectful and professional in dealing with city staff and consultants? Did the site super coordinate the required inspections?)

100%

Outstanding supervision of site. Proactive approach to project and timely issue management.

10

0.00

85%

Consistent, qualified and coordinated supervision. Issue management completed in a timely and appropriate fashion.

8.5

70%

Satisfactory supervision with some issues. Issues were corrected in a reasonable time frame.

7

50%

Supervision of site needs improvement. Inconsistency in approach; slow to respond to identified issues. Negatively impacted project scope, schedule and/or budget.

5

25%

Multiple interventions required to bring supervision to adequate level. Unresponsive to identified issues. Ignored project scope, schedule and/or budget.

2.5 Performance Indicator - Weighting: 15 Description (X) Points Rating Comments

3. QUALITY (Finished product meets the defined standards for quality assurance in Contract Specifications; product delivered within project scope and in expected condition; Very few deficiencies were noted during site inspections; deficiencies were corrected promptly)

100%

Above average to extraordinary workmanship;

15.00

0.00

85%

Some areas exceed normal standard and expectations; remainder of items delivered satisfactorily.

12.75

70%

Acceptable workmanship; Average number (Less than 10% of the items) of deficiencies for project type.

10.50

50%

Below average workmanship. Above average number ( Between 10% and 30% of the items) of deficiencies.

7.50

25%

Poor workmanship. Numerous deficiencies. (More than 30% of the items)

3.75



4. HEALTH AND SAFETY (Contractor submits an appropriate Health and Safety Plan, and ensures adequate and proper safety procedures followed. Adequate safety fencing. Traffic control meeting specified standards. Adherence to Ministry of Labor standards. Notice of Project is posted in site trailer. Regular lunchbox meetings are held with workers and minutes recorded. Site is clean, adequate housekeeping. Equipment is in good working condition. Site is safely accessible by all.)

100%

Outstanding Health and Safety; exceeds OHSA standard.

15.00

0.00

85%

Commendable Health and Safety; meets OHSA standard and exceeds in some areas.

12.75

70%

Acceptable Health and Safety; meets OHSA standard.

10.50

50%

Multiple Health and Safety concerns. Several items not meeting OHSA standard(s).

7.50

25%

Significant Health and Safety concerns identified; Little to no effort made by Contractor to meet OHSA standard(s).

3.75


5. CO-OPERATION, COMMUNICATION, AND PUBLIC/CLIENT RELATIONS (Degree of co-operation with City project manager, city officials, consultants, inspectors, public utilities, and other agencies. Contractor’s consideration of and communication with general public, motorists, residents, and community associations. Professional verbal and written communication)

100%

Co-operative and proactive response to City and resident concerns. Innovative communications with public and/or City staff.

10

0.00

85%

Co-operative and timely response to City and resident concerns. At times, communication exceeds expected standard.

8.5

70%

Satisfactory response to City and resident concerns; Contractor involved in developing solutions and ensures prompt and appropriate action.

7

50%

Public/Client Relations needs improvement. Management of issues slow and inconsistent. Communications with public and City have minor issues.

5

25%

Unacceptable Public/Client Relations; Issue Management is slow, inconsistent, uncooperative. Communication(s) with the public and City are strained.

2.5 Performance Indicator - Weighting: 10 Description (X) Points Rating Comments

6. COST CONTROL (Project delivered within budget. Invoices presented in a clear manner and submitted on time. Change Notices reasonably priced, with appropriate breakdown and backup, and submitted in a timely manner. Contractor is proactive in reviewing the drawings and site conditions to mitigate certain changes. No unwarranted claims submitted.)

100%

Outstanding cost control. Reasonable pricing on Change Orders and Extra Work and processed in an expedited manner.

10

0.00

85%

Cost Control was consistent and exceeded expectations on some occasions. Change Orders and Extra Work were priced fairly and processed efficiently.

8.5


70%

Consistent and fair pricing on Change Orders and Extra Work. Prompt receipt of Change Orders.

7

50%

Inconsistent and/or unfair pricing on Change Orders and Extra Work. Change Orders priced and received in a reasonable time.

5

25% Multiple occasions of inconsistent and/or unfair pricing on Change Orders and Extra Work. Change Orders processed slowly. 2.5


7. SITE MANAGEMENT (Site is clean, accessible and safe. Degree of care taken when handling and storing materials, where applicable. Material storage area is fenced from the public. Site trailer is in good condition and adequate for its purpose (site super work area, drawing table, meeting area, etc.). Minimal to no adverse impact on ongoing facility operations, including timely isolation requests, where applicable. Traffic Control plan meets project requirements. Adherence to Contract provisions and restrictions.)

100%

Outstanding site management; site is clean, accessible and traversable by all transportation modes at all times.

10

0.00

85%

Minimal direction from City required in regards to Site Management; Issues resolved promptly and to standard.

8.5

70%

Satisfactory Site Management; Some instances of site not being tidy, accessibility issues and/or improper equipment storage. Issues resolved to standard.

7

50%

Site Management needs improvement. Multiple instances of site accessibility issues, site not being tidy and/or improper equipment storage. Some instances of issues not brought to satisfactory resolution.

5

25%

Considerable delay(s), public and/or operations inconvenienced; site not accessible; multiple directions and pressure exerted by City and issues not brought to satisfactory resolution. Multiple infractions of Contract provisions and restrictions.

2.5


8. SCHEDULE MANAGEMENT(Amount of effort required in order to deliver the project on time. Contractor worked in an efficient manner. Subcontractors hired on time. Shop drawings submitted expeditiously. Supplies and materials ordered on time. Permits obtained on time. Contractor submitted a detailed project schedule in Gantt format prior to project start, and updated on a regular basis. Contractor provided 3-week look ahead schedules during construction)

100%

Delivered ahead of schedule 15.00

0.00

85% Delivered on schedule 12.75

70%

Delivered on schedule with significant effort required by Contractor, and some cases city staff, to achieve timelines

10.50

50%

Schedule slippage but some effort made by Contractor to try to achieve timelines

7.50


25%

Schedule slippage; little to no effort made by Contractor to achieve project timelines

3.75

FINAL CONTRACTOR RATING % 0.00%

Overall Comments

Rating Guide

Outstanding 90-100

Commendab

le 80-89 Satisfactory 70-79

Signature - City Representative Date Needs

Improvement 50-69

Not

Acceptable <49


APPENDIX I – COURTESY LABEL From:

BID SUBMISSION

F18-COM-2020-006 TAKE 2

Storm Sewer Cleaning and the Closed Circuit TV Inspection Services

TO: THE CORPORATION OF THE CITY OF CLARENCE-ROCKLAND

1560 Laurier Client Service Center

Rockland, ON K4K1P7

CLOSING DEADLINE – no later than 2:00:00 p.m., June 30, 2020

· Bid Deposit: Yes Amount ___ No Agreement to Bond (or approved equivalent): Yes No If Yes,...

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Transcript of · Bid Deposit: Yes Amount ___ No Agreement to Bond (or approved equivalent): Yes No If Yes,...