THE CORPORATION OF THE CITY OF VAUGHAN

FACILITIES MAINTENANCE SERVICES DEPARTMENT

REFERENCE VOR NO. RFPQ 17–003PREQUALIFICATION OF General CONTRACTORS

DESCRIPTION:Maple C.C. Office Renovation

CLOSING DATE / Monday March26,2018 / CLOSING TIME / 15:00:00 hrs. (3:00:00pm) local time
CONTACT NAME / Jim Valin / PHONE NO. / 416 984-5519
ISSUED DATE / WedMarch 14,2018 / E-MAIL /
NUMBER OF PAGES ____5____ included with this Bid.
Return this Bid by: E-MAIL  / City of Vaughan, Facilities Maintenance Services Department 2141 Major Mackenzie Drive, Vaughan, Ontario L6A 1T1
Required Documentation upon Award /  Liability Insurance ______
 WSIB______
□ Other ______
Mandatory Site Meeting: YES x
NO / Location:Baker Homestead 91 Thornhill Woods Drive Vaughan,Ontario
Date:Monday March 19,2018@ 2pm
Shipping/Working Address: / Samples and/or Literature Required: □ YESx NO

INSTRUCTIONS:

Bid Submissions will be received by the Department at City Hall, 2141 Major Mackenzie Drive, Vaughan, Ontario, L6A 1T1, no later than 15:00:00 hours (3:00:00 p.m.) local time on the closing date.

  1. Late bids shall be rejected.
  2. The Bidder shall initial all erasure or corrections in this bid. Failure to comply shall result in a non-compliant bid.
  3. Bidders not wishing to submit a bid are requested to check off “NO BID” section and return by fax/e-mail.
  4. The Bid Form shall be returned and signed by a duly authorized signing official in the space provided. Bids not signed shall result in a non-compliant bid.
  5. NO SUBSTITUTION for brand name products or services shall be acceptable unless requested.
  6. Failure to attend a “MANDATORY SITE MEETING”, if applicable, shall declare the bid non-compliant.
  7. Award of the Bid submission shall be by a Purchase Order and/or Contract Agreement.
  8. The Corporation of the City of Vaughan reserves the right to accept or reject all or part of any bid and also reserves the right to accept other than the lowest Bid submission and to cancel this Call for Bids at any time.
  9. Failure to comply with terms & conditions as set out in this bid shall result in a non-compliant bid.

RevisedJuly 2017

RETURN THIS BID FORM

CITY OF VAUGHAN –FACILITIES MAINTENANCE SERVICES DEPARTMENT

REFERENCE VOR NO. RFPQ 17–003 PREQUALIFICATION OF General CONTRACTORS

DESCRIPTION: Maple C.C. Office Renovation

CLOSING DATE / Monday March 26,2018 / CLOSING TIME / 15:00:00 hrs. (3:00:00pm) local time
CONTACT NAME / Jim Valin / PHONE NO. / 416 984-5519
ISSUED DATE / Wed March 14,2018 / E-MAIL / Jim.valin@vaughan.ca
Company Name:
Address:
Contact Name/
Title
Telephone No.’s: / Bus No: ___ Cell no:______Fax No: ______
E-Mail Address
H.S.T. NO.
Item / Unit of Measure / Description / Bid
Price (Excluding H.S.T.)
1 / Lump Sum /

Maple C.C. Office Renovation

/ $
TOTAL BID PRICE (Excluding H.S.T.):
 INDICATE LEAD TIME/Delivery Schedule: #_____ DAYS or #___ WEEKS or By ______
 INDICATED SUB-CONTRACTOR(S) and Service Providing (if applicable)
NO BID 
Indicate Reason: / SITE EXAMINATION:
Bidders are required to satisfy themselves by personal visitations and examination of each site for the Work and of the existing conditions which may be encountered on or adjacent to the site, including without limitation, surface conditions, existing structures on or adjacent to the sites, access routes and other conditions which may affect performance of the Work. The submission of a Bid shall be deemed proof that the Bidder has satisfied itself as to all the provisions of the Bid Documents and of all the conditions which may be encountered at the site, except any condition that may not be reasonably inferred from any evidence provided to the Bidders or observable on a proper visual inspection or any other matter which may affect performance of the Work and no claims may be made by the Contractor based on the assertion by the Contractor that it was uninformed as to any of the conditions affecting the site or the provisions or conditions intended to be covered by the Contract.
The Bidder shall accept sole responsibility for any error or neglect on his part in respect to the foregoing. No after claim will be allowed or entertained for any labour, equipment or material that may be required for the proper execution and completion of the Work, due to this failure to comply with the above.

I/WE the undersigned offer to supply the above at the price and conditions hereon offered:

Authorized Signature PositionDate

THIS FORM SHALL BE COMPLETED, PROPERLY SIGNED AND RECEIVED ON OR BEFORE

THE DATE AND TIME SPECIFIED, OR YOUR BID WILL BE DECLARED NON-COMPLIANT.

GENERAL CONDITIONS

  1. The Bidder agrees to deliver and/or completely perform all services, goods, materials, equipment, or work within the contracted time period or immediately as the case may be.
  2. The Bidders understand that the bid price quoted shall be irrevocable for a period of Sixty (60) working days.
  3. The Bidder also understand 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.
  4. Unless otherwise indicated herein the prices quoted in this bid request shall be payable in Canadian dollars. The price(s) quoted shall remain firm for the term of the contract. Any decrease in prices shall be provided to the City immediately. H.S.T. Tax, if applicable, shall be shown as a separate item.
  5. Delivery shall be F.O.B. destination to any point within the boundaries of the City of Vaughan. Delivery vehicles must be clearly identified with the name of the supplier/contractor/courier. Delivery persons must have clearly visible identification stating the name of the person and the company they represent. The City reserves the right to refuse shipments or deliveries from suppliers/service providers made by vehicles or persons not clearly identified under these conditions. Delivery arrangements shall be made with appropriate staff.
  6. The Contractor shall comply with all federal, provincial and municipal legislation regarding transportation of dangerous goods, environmental protection, workplace health and safety, construction safety, and provision of Material Safety Data Sheets in the performance or delivery of the contracted goods or services
  7. The Contractor shall comply with all applicable statutes, laws, bylaws, regulations, ordinances and orders whether Federal, Provincial, Municipal or otherwise, at any time in effect during the currency of this Contract and all rules and requirements of the police and fire departments, or other governmental authorities, and all C.S.A. approvals, if required.
  8. The Contractor shall maintain and pay for Comprehensive General Liability Insuranceand submit (if required) with an insurer acceptable to the Owner. The policy shall include The Corporation of the City of Vaughan as an additional insured in respect of all operations performed by or on behalf of the Bidder. The coverage shall include premises and all operations liability to be performed by the Bidder. Where applicable, the Contractor must submit all necessary documentation for liability insurance, vehicle insurance. Failure to comply with any of the above conditions will result in the cancellation of the contract.
  9. The Contractor shall submit to the Owner, a recent WSIB Certificate of Clearance (if required) and prior to the issuance of the Contractor's final payment. Failure to comply with any of the above conditions will result in the cancellation of the contract.
  10. The City shall have the right to cancel at any time this contract or any part of the contract resulting from the official purchase order based on this quotation request, in the respect of the goods, materials, articles or equipment, work or service covered thereby not delivered or performed at that time, without incurring any liability whatsoever in respect thereto.
  11. Unless otherwise stated, all goods, materials, articles or equipment, supplied and all work or services preformed, pursuant to an official purchase order based on this bid request, shall be subject to inspection by The City at the point of unloading, of the site of work or services. No extra charge shall be made by the Bidder for packaging, packing or containers, unless otherwise indicated herein. Contractor is responsible for the removal and disposal of any exterior packaging.
  12. Any product or service found to be defective, failed, or unsuitable for its intended use shall be unconditionally replaced, repaired or returned for 100% credit. The City will not be liable for any restocking charges or additional transportation charges incurred as a result of such replacement, repair or return. Only a proven case of abuse or careless use by the end user will serve as an exception to this provision.
  13. No oral arrangement or agreement, relating to the goods, materials, articles, equipment, work or services, specified or called for under this bid request, will be considered binding, and every notice, advice or other communication, pertaining thereto, must be in writing and signed by a duly authorized person.
  14. The successful Bidder shall save, defend, keep harmless and fully indemnify The City and its servants employees and agents, from and against all actions, suits, claims, demands, loss, costs, charges, damages and expense, brought or made against or incurred by the City, its servants, employees or agents, in any way relating to goods, materials, articles or equipment, supplied, or the supplying thereof, or work or services, performed, or the performing thereof, pursuant to an official purchase order based on this quotation request, or relating to inventions, copyrights, trademarks or patents, or rights thereto, used in supplying such goods, materials, articles or equipment, or in performing such work or services, or arising out of the subsequent use or operation of such goods, materials, articles, equipment or work.
  15. In the event that the Bidder fails or neglects to comply with any of the conditions set out in this bid request, or, if in the judgment of the City, fails to provide sufficient resources to perform or deliver the contracted goods or services, any contract resulting from an official Purchase Order based on this quotation request may be unconditionally cancelled by The City without prior notice.
  16. Any contract with The City resulting from an official purchase order on this bid request is entered into on the part of the City in full faith that no employees of The City have any interest whatsoever therein, save as expected under Information for Bidders.

GENERAL CONDITIONS

  1. Any person or corporation contracting with The City pursuant to an official Purchase Order based on this bid request, their representatives and assigns, shall forfeit all claims under the contract, and for all work done, or materials, goods, wares or merchandise furnished under it, if it shall appear that an employee of The City is at any time given or agreed to be given an interest therein.
  2. Under any contract with The City resulting from an official purchase order based on this bid request, payment shall not be made until a declaration to the effect that no employee of The City is, in a private capacity, directly or indirectly, interested in such account, or in any part of the work or material, goods, wares or merchandise mentioned herein, or of the money, thereby claimed and that the amount of the account is correct.
  3. The Contractor shall comply with all health and safety requirements established by the Occupational Health and Safety Act and regulations.
  4. It is the responsibility of the Contractor to work in a safe and orderly manner so as not to constitute any safety hazards, R.S.O. 1990, C.0.1 (“OHSA”).
  5. If applicable, upon completion of the Work, the Contractor shall maintain the Work for a warranty period of Twelve (12) Months after the date of substantial completion or otherwise described to the satisfaction of the Owner/or Consultant, if any, both acting reasonably.
  6. The Contractor hereby agrees that any monies owing by the Owner to the Contractor may at any time be set-off against monies owing by the Contractor to the Owner including but not limited to, any realty taxes (or any penalties and/or interest thereon) owing at the time such monies become due and payable to the Contractor.
  7. Provide a list of Sub-contractors proposed to be used for the said work, if applicable
  8. Submit invoices to: City of Vaughan, Accounts Payable, 2141 Major Mackenzie Drive, Vaughan, Ontario, L6A 1T1. Thebid number should be referenced when submitting all invoices for payment.
  9. Payment Term is net 30 days upon receipt of an invoice and contract requirements being completed and work being deemed satisfactory.
  10. THAT I/WE acknowledge that:

a)Neither the bidder nor any of subcontractors and/or suppliers is not currently the subject of any legal proceedings by the City of Vaughan in respect of Vaughan’s Property Standards By-law or Zoning By-laws in relation to its business operations.

b)Neither the Bidder nor any of its subcontractors and/or suppliers has been convicted of such a matter where the contravention remains.

c)Neither the Bidder nor any of its subcontractors and/or suppliers is involved in litigation, judicial or arbitral proceedings or any legal claim against or by the City with respect to any other contract or business transaction.

  1. THAT the Bidder agrees that if any statement contained in Clause above, is untrue or incorrect, the municipality shall be entitled at its sole discretion to reject this bid or, if such untruth or incorrectness comes to light after the bid is accepted, or after the contract has been entered into, to refuse to enter into any Contract, to treat the Contract as at an end and to pursue any other legal recourse the municipality deems appropriate.
  2. Upon completion of, or at any time during the Contract, the Owner may complete an evaluation of the Contractors' performance. A copy of this evaluation may be given to the Contractor. The evaluation shall be placed on file. This information may be made available to persons requesting Owner references for the Contract and also may be reviewed and may form part of the criteria when awarding future bids by the Owner. The Contractor hereby authorizes the maintenance and release of this information.

INFORMATION FOR BIDDERS

Contracts in which a member of Council has an interest of which disclosure is required under the Municipal Conflict of Interest Act, R.S.O. 1990, Chapter M.50, as amended, are voidable at the instance of the Municipality before the expiration of two years from the date of authorization if such member fails to make such disclosure at the prescribed time.

Scope of Work

Work Schedule to be arranged with theCity of VaughanProject Manager.

This may involve after hours work.

All work to be completed within (10) business days.

The contractor to leave the Work Area in a clean and safe condition after each working day.

The contractor is to supply all Safety Equipment. Personal Protective Equipment and proper elevating devices used to complete the work.

Contractor to provide Working At Hights Training to the Project Manager for all employees working on this Tender.

The contractor must assign a site Supervisor from the company to over see the project and must be on site when work is being preformed.

The Contractor is responsible for any damage caused and must repair.

Specifications

Removing the existing glass and cabinets from the old registration area.

Add 5/8’ drywall double sided to same area.

Add 5ft drywall to storage area.

Creation of two walled offices. This will invole adding.

A 21ft devider wall two 4ft outer walls and two doors with windows.

Hvac diffuser will need to be relocated.

All drywall to be 5/8” and run floor to ceiling.

Paint and primer after install.

Please see attached drawing:

Page 1 of 5