Le Centre canadien des eaux intérieures (CCEI) - l’entretien paysager, la lutte antiparasitaire, l’entretien d’une propriété, l’entretien des terrains et l’enlèvement de la neige

1. REQUIREMENT

It is the intent of Environment Canada to obtain the services of a Contractor to provide landscaping, pest control, property maintenance and groundskeeping, and snow clearance in accordance with the Statement of Work detailed herein.

BACKGROUND

The Canada Centre for Inland Waters (CCIW) is an owned property of Environment Canada (EC) and houses various organizations of EC and tenants such as Fisheries and Oceans, Canadian Coast Guard and private sector companies and organizations who collaborate on an ongoing basis with EC scientists.

The complex was built on reclaimed land resulting in sandy soil conditions which can create unique growing and irrigating conditions. Presently there are large grassed areas with approximately 400 trees on the property. Our objective in the future is to make sound decisions based on existing site conditions, and while managing costs, implement a more naturalized concept for the grounds.

There are approximately 600 people working at the facility. Access to the facility is required on a 24 hour basis for emergencies and critical experiments. With the large volumes of traffic on a daily basis, snow clearance and property maintenance becomes important in maintaining easy access to the facility. Our objective is to maintain the appearance and assets of the facility through a cost effective program of maintenance and repair, while maintaining access on a 24 hour basis

SITE AUTHORITY

TBD

All services shall be performed to the satisfaction of the Manager, Properties, Accommodations & Security, Canada Centre for Inland Waters, who, for the purpose of this contract will be the Site Authority, (S.A.). At the discretion of the S.A., a delegated Officer may oversee the daily operations of this contract.

2. SITE OF WORK

2.1 Environment Canada
Canada Centre for Inland Waters
867 Lakeshore Road
Burlington, Ontario
L7R 4A6

2.2 The areas that the Contractor will be responsible for under this contract include the main grounds of the Canada Centre for Inland Waters.

3. BUILDING SECURITY

a) Personnel Security

The Contractor’s key employees assigned on a regular basis to CCIW must have enhanced reliability security clearance levels. The Contractor’s key employees will not have access to protected areas within the CCIW complex.

b) Building Security

All Contractor’s employees are to sign in and out at the main security desk when performing any service during normal working hours. The Contractor shall inform the Site Authority of the names of employees who are required to work after normal hours or on holidays or weekends and a Temporary Pass will be obtained for them. Should employees be required to perform any service on a call-back outside normal working hours, they shall sign in and out as they would do during normal working hours.

4. INDEPENDENT CONTRACTOR

The contractor is engaged as an independent Contractor for the Crown. Neither the Contractor nor any officer, servant or agent of the Contractor shall be deemed to be an employee, servant or agent to Her Majesty. The Contractor agrees to be solely responsible for any and all deductions required to be made from earnings and/or salaries, wages or other compensations paid to its’ employees or agents with respect to Canada or Quebec Pension Plans, Income Tax, Unemployment Insurance , Worker’s Compensation, or any other deduction falling within a similar category. In addition, the Contractor agrees to be solely responsible for the payments of all such deductions to the proper authorities in accordance with any laws and regulations thereto.

5. SAFETY AND ACCIDENTS

Neither the Contractor nor any of its employees are considered as being employees of the Crown and will not fall within the provisions of the Government Employees Compensation Act and are not eligible for any benefits provided by this Act in case of accident during the performance of any service under this contract. Such benefits as may be payable are a subject between the Contractor and its staff. All incidence of accidents, breakage, fire or damage whatsoever are to be reported to the Site Authority immediately after they occur. The Contractor is responsible to transport any of its’ staff to a hospital, if required, as a result of an on site accident.

The Contractor knows and understands that, although the contractual work is conducted on the Crown property, the work of the private contractor, their employees and any sub-contractors are subject to the Legislation, Regulations, Policies, Standards and Practices as established by the Province of Ontario with respect to Occupational Safety and Health. Notwithstanding this general provision the Contractor shall also comply with all applicable Occupational Safety and Health provisions as stipulated under APPENDIX “B” of the Provision of Property Maintenance Services.

6. INSURANCE

Commercial General Liability Insurance shall be effected by the Contractor and maintained in force throughout the duration of the Contract, in an amount usual for a contract of this nature, but, in any case, for a limit of liability NOT LESS THAN $2,000,000.00 per accident or occurrence.

The following clauses must be incorporated into the conditions of the Contractor's Commercial General Liability insurance policy:

A. Additional Named Insured: Canada is named as an Additional Named Insured under any liability insurance policies for Canada's respective rights and interests under the Contract."

B. "Cross Liability: Any act or omission by one or another of the Insured hereunder shall not prejudice the rights or interests of any other Insured. This policy, subject to its limits of liability, shall apply to each Insured in the same manner and to the same extent as if a separate policy had been issued to each. The inclusion herein of more than one Insured shall not operate to increase the limits of the Insurers' liability."

C. "Litigation Rights: It is understood and agreed that where any suit is instituted for or against Canada which the Insurer or Insurers would, but for this clause, have the right to pursue or defend on behalf of Canada as an Additional Named Insured under this insurance policy, the Insurer shall promptly contact the Attorney General of Canada to agree on the legal strategies by sending a registered letter to:

Senior General Counsel,
Civil Litigation Section,
Department of Justice Canada,
Kent and Wellington Streets,
Ottawa, Ontario K1A 0H8

The notification must be followed, within a reasonable period, by an information copy to the Contracting Authority.

The Insurer also agrees that Canada reserves the right to co-defend any action brought against Canada. However, all expenses incurred by Canada to co-defend such actions would be at Canada's expense."

D. Notice of Cancellation or Amendments of Insurance Coverage: The Insurer agrees to give the Contracting Authority at least fifteen (15) days' prior written notice of any policy cancellation or any changes in the policy coverage."

7. MANDATORY SITE VISIT

It is mandatory that the bidder or a representative of the bidder visit the site and examine the scope of the work and the existing conditions.

Arrangements have been made for a tour of the work site. The site visit will be held on Wednesday, 17 July, 2013, at 10:00 a.m., at CCIW, 867 Lakeshore Road, Burlington, Commissioner’s desk, front lobby. Bidders should communicate with the Contracting Authority prior to the visit to confirm attendance. Bidders who, for any reason, cannot attend at the specified date and time will not be given an alternative appointment to view the site and their bids, therefore, will be rejected as non-compliant. NO EXCEPTIONS WILL BE MADE.

Proof of attendance at the site visit must be provided to the Contracting Authority. The following forms of evidence are acceptable:

a) Canada’s signature on this clause or on a Visit Certification: or,

b) Canada’s Attendance Form submitted directly to the Contracting Authority by the person conducting the Site Visit.

_________________ ________________ _______________
Canada’s Signature Bidder’s Signature Date

Bidders are advised that any clarification or changes resulting from the site visit shall be included as an amendment to the bid solicitation document and posted on MERX.

8. DESCRIPTION OF WORK

8.1 Landscaping, Maintenance and Groundskeeping

1. Labour, Tools and Equipment

The Contractor shall provide the necessary labour, tools and equipment to complete the following essential services:

• To cut all grassed areas at CCIW property
• To prune trees, hedges and bushes.
• Responsible for opening, maintenance and winterizing the irrigation system.
• Monthly pest control of full site.
• To provide for deep watering of trees and all grassed areas as required.
• To maintain a healthy, weed and insect free lawn.
• To tend to all flower beds.
• Vehicles and lifting equipment to move grounds keeping equipment, materials and debris around the property or to off-site destinations.
• All other equipment necessary to complete the work in a timely and efficient manner.

All tools and equipment shall be safe to use and be in good operating condition.

2. Lawns, Bushes and Flower beds

The Contractor shall maintain the lawns, bushes and flower beds to provide a well kept appearance, by performing the following:

For Prime grass cutting areas, refer to Diagram A which will be distributed at the site visit.

• Grass to be cut to a uniform acceptable length subject to the requirements of the site authority.
• Grass cuttings shall be left on the lawns, but must be cleared from walkways and paved areas. Excess cuttings must be spread evenly throughout grassed areas.
• No cutting shall be done when Environment Canada has issued a smog advisory for the area.
• All lawns shall be raked in early spring.
• All lawns shall be aerated at least once a year (preferably in the spring), followed by topdressing and over seeding.
• Topdressing shall consist of finished compost, topsoil and/or composted manure.
• Grass areas around trees, shrubs, hydrants, signs and concrete walls shall be trimmed the same length as the surrounding lawns.
• Edging shall be performed to leave a clean square edge at all curbs and sidewalks.
• During the growing season, as required for healthy growth, all lawns, bushes, flowerbeds and trees shall be watered on a regular schedule. This schedule shall be discussed with and approved by the Site Authority
• As much as possible, watering shall be done using Hamilton Harbour water. At the beginning of this contract, operation of the irrigation system will become the responsibility of the Contractor. All hoses and sprinklers shall be supplied by the Contractor and maintained at his expense. Areas which cannot be watered using Hamilton Harbour water shall be reviewed with the S.A. to determine a suitable water supply.
• The Contractor shall take proper measures and precautions to prevent lawn infestation by insects, crab grass, dandelions or other weeds in an environmentally safe manner. Control methods must be discussed with the S.A. and permission shall be obtained 1 week before proceeding.
• The Contractor shall adhere to all environmental standards at the Site.
• All lawns shall be fertilized with a non-chemical fertilizer at least once per year. Consult with the S.A. one week prior to application to ensure that it doesn’t interfere with the use of the grounds.
• Lawns, bushes and flowerbeds are to be pruned or hedged on a regular schedule so as to maintain a well kept appearance.
• Plants and flowers (annual and perennial) for the planters in the front of the building and for the flowerbeds within the complex shall be recommended for the Site Authority’s approval in early spring and pruned and/or removed (where necessary) in the fall and cost included in this contract.
• To supply a selection (chosen with the SA) of perennial plants (mixture of ornamental grasses, flowering deciduous shrubs, low growing evergreen shrubs and perennials for accent and seasonal colour, similar to the rest of the CCIW complex) will be planted in the front of the WTC complex flower beds (in the first year of this contract) as shown in Diagram B.
• There will be a 10% increase of perennial plants each year of the contract.
• The soil around the bushes and in flowerbeds must be turned on a regular schedule and kept free of weeds.
• Each spring a cedar mulch and topsoil mixture shall be purchased and spread around all planters to maintain a good looking appearance.

3. Trees

• At the beginning of this contract, and annually thereafter, the Contractor shall update the inventory list of all trees on the CCIW property. These trees shall be cared for by the Contractor and concerns regarding the condition of any of the trees shall be reported to the S.A.
• The Contractor shall submit a plan of recommended pruning requirements annually to the S.A. for approval prior to performing the work.
• Fertilizing of specific trees shall be done as and when requested by the S.A. using appropriate fertilizing materials suggested by the Contractor.
• Lower branches shall be cut and removed from the Site when they interfere with persons working, walking or enjoying the grounds.
• All trees shall be watered on a weekly schedule during the growing season, using a combination of deep root watering and surface soaking methods.
• Mulched areas around trees shall be maintained weed free and replenished with mulch and wood chips as required.
• Each spring a bark mulch and topsoil mixture shall be purchased and spread around all trees to maintain a good looking appearance.

4. Grounds Keeping

• A storage area for equipment and materials has been designated; it will be the responsibility of the Contractor to keep this area clean and neat.
• The Contractor shall ensure that weeds are removed from cracks in the paved surfaces, walkways and stoned areas by using non chemical means.
• All excess grass cuttings, paper, stones, weeds, cuttings and clippings, and other foreign materials are to be removed from lawns, hedges, roadways, parking areas, dockside, flower beds, under tree clumps or any other areas within the confines of CCIW. All such debris is to be removed from Site.
• The grounds are to be kept in a clean, manicured and healthy state during the growing season.
• The Contractor shall keep the walkways swept and clean from goose droppings on an as required schedule. The launch and finger docks to be cleared daily as required.
• Particular attention is to be given to ensure all leaves are raked up and no dust, dirt and other debris accumulates in curbs, walkways, doorways, and other paved areas.
• The Contractor shall, when requested by the S.A., place road barricades and relocate picnic tables around the property.

5. Landscaping – Grounds Goods/Materials.

• Contractor must have capacity for landscaping projects (i.e. design, excavation, plant selection, etc) to be costed separately as and when required by the SA.
• Grounds goods and materials are to be environmentally friendly and to be costed separately as and when required by the S.A.

8.2 Property Maintenance

1. Labour, Tools and Equipment

The Contractor shall have the necessary labour, tools and equipment to complete the following essential services:

• To power wash boat ramp and finger dock areas
• To sweep door entrances
• To setup, take down , repair and move picnic tables
• Maintain lawn and flower beds

All tools and equipment shall be safe to use and be in good operating condition.

1. Property Maintenance

• All storm sewer grates shall be cleaned between April 15th and May 15th, each year of the contract to ensure they are all free of debris.
• The dock ramp shall be power washed on a regular basis or as required by S.A. to avoid slippage.
• All door entrances must be swept on a daily basis The Contractor shall dispose of any dead birds or other small dead animals on the site.
• In the early spring, setup approximately 20 picnic tables throughout the CCIW Complex and stack picnic tables in the late fall outside of Boiler room
• In the fall, inspect the picnic tables and provide a written assessment to S.A of damaged tables. Repair damaged picnic tables.
• Move picnic tables to designated areas throughout summer months for special occasions as specified by the S.A.
• The Contractor shall adhere to the Recycling Programs on site supplied by the S.A.

3. Parking lot minor repairs, painting, signage and speed bump installation (to be priced separately in the event the requirement arises and as determined by SA).

• The contractor will provide line painting and minor repairs in the parking lots throughout the CCIW complex when required.
• The contractor will provide and install speed bumps on the roadways of the CCIW property as and when required.
• The contractor will provide other grounds painting initiatives as and when required

8.3 Snow Clearance

1. Labour, Tools and Equipment

The Contractor shall have the necessary labour, tools and equipment to complete the following essential services in a timely and effective manner:

• To clear all paved areas and walkways of snow and sleet within the time frames indicated in these specifications, or as requested by the S.A.
• To apply treated sand/salt pickled mixture, and de-icing material to roadways, parking lots and walkways within the time frames indicated in these specifications or as requested by S.A. This must be discussed and approved by the S.A. for an environmentally friendly product as an alternative to salt on the walkway areas.
• Vehicles and equipment to remove excess snow from the site.

All tools and equipment shall be safe to use and be in good operating condition.

2. Snow Clearance

Main Snow Routes

For Prime snow clearing and sanding area refer to Diagram “C” which will be distributed at the site visit.

The following areas shall be kept clear at all times to provide a fire/emergency vehicle route to all major areas of the complex

• Main Boulevard
• Main Road
• West Dock Road
• Centre Road
• Research & Development Road
• Hydraulics Road
• Power Plant Road
• West Road
• East Road
• Road behind Wastewater Technology Centre
• Immediately following clearance of the prime areas, all parking lots, launch basin areas, open areas around the Boat shop, Wastewater Technology Centre, man and overhead doors, pedestrian cross walks, walkways to portables and chemical and gas storage areas shall be cleared and sanded/salted as required.
• Access to ships’ terminals, fire hydrants and emergency vehicles shall also be cleared.
• Commercial vehicle parking zone and areas around the ships’ gangways are to be cleared.
• The final phase will be the clearing in areas in front of the Main Entrance, man and overhead doors, areas behind government vehicles, and all other entrances leading into the buildings and portables which cannot be accessed by snow ploughs or front-end loaders. These areas shall be cleared using snow blowers or be shoveled by and de-iced as required.

3. Storm Response

• During heavy snow or sleet storms, clearance operations shall commence immediately so as to prevent accumulations from reaching a depth of two inches at any one time.
• When a storm warning is issued by the weather office, the Contractor shall be prepared to be on site at the onset of the storm. This is a mandatory requirement for this contract.
• The Contractor shall be especially aware of sleet or freezing rain warnings issued during normal hours and ensure all roadways are sanded at the outset of the storm.
• The requirement to commence snow or sleet clearance operations may be waived by the S.A. when, in his/her opinion, it is hazardous or dangerous to operate clearing equipment. However, the Contractor is obliged to commence immediately when the weather moderates and such conditions no longer exist.

4. Additional Requirements

• Snow plough activities will commence early enough to permit the clearance of the roadways and parking areas prior to the start of the workday commencing at 07:00 hours.
• Snow ploughs and front-end loaders will not come closer than six feet from any parked vehicle or boat. These areas must be cleared with snow blowers or by other means.
• Should the Contractor suspect that they have caused damage to buildings or other equipment, such damage or suspected damage shall be reported to the S.A. immediately.
• Care must be exercised to ensure treated sand and salt is not spread into any waterways, or on grass or plant material.
• Walkways are to be cleared and de-icing materials are to be spread by hand as often as the S.A. deems necessary for the safe passage of pedestrians from one paved area to another for entry into the building.
• The Contractor shall mark all sewer grates, fire hydrants and sewage lift stations and keep these areas free from snow accumulations. The Contractor shall install “T” bars to mark and remove snow from these areas.
• The Contractor shall remove snow banks from any roadway intersection when snow reaches a depth of twenty-four inches in order to offer an unobstructed view of all oncoming traffic, both vehicular and pedestrian.
• The Contractor shall remove excess snow from site when required by the S.A. but in no instance shall excess snow be dumped in the Hamilton Harbour or any water surrounding the site.
• During thaw conditions, the Contractor shall make every effort to remove as much snow and sand as possible from all paved areas and clear walk ways of ice. The Contractor shall re-sand and de-ice these areas when advised on the onset of cold weather which will cause these areas to re-freeze.
• Sand, salt and other de-icing materials are to be supplied by the Contractor. Environmentally friendly products are required to be used throughout this contract.
• Snow is not to be pushed onto the grassed area in front of the commercial parking zone or the rear of parking lot #3.
• Snow is not to be pushed into any water lots, the Hamilton Harbour or the ship canal.
• Snow is not to be dumped on flowerbeds, bushes or trees so as to cause damage to the plantings. All curbs, steps, sidewalks and paved areas damaged from snow clearance activities, shall be repaired annually in late spring by the Contractor at his expense.

5. Emergency Call-Back

• The Contractor shall ensure that the Site Supervisor or designate will respond to an emergency call-back at all times. Response must be within thirty minutes of the emergency call and the Contractor must be on site, if required, within thirty minutes from contact.
• The Contractor shall use a pager/ cell phone or other suitable system to provide for quick response to calls from the S.A.

9. Materials and Equipment

1. All machinery and equipment shall be maintained at the highest standard of appearance and efficiency. Equipment that is not maintained in a serviceable or presentable appearance shall be removed from the property.

2. The Contractor shall mark his equipment with the company name for easy identification.

3. The S.A. will not give any assistance in the procurement of materials or products required for the performance of this contract.

4. The Contractor shall supply the S.A. with a list of the names of all chemicals which are brought onto the site.

5. The Contractor shall use products and methods which are of an ‘environmentally friendly’ nature.

10. Responsibility for Damage - Buildings and Contents

1. It is the responsibility of the Contractor to ensure all products are compatible with the surface on which they are applied.

2. Any damage resulting from the misuse of such agents, materials or equipment will be assessed against the Contractor.

3. The Contractor must provide and maintain adequate and suitable means to save the grounds and building from damage and defacement during the progress of the work by providing protection where necessary or as directed by the S.A.

4. It is the Contractor’s responsibility, at time of contract award, to examine the grounds which are to be maintained in order to ascertain their condition and bring to the Site Authority’s attention, in writing, any defects within 30 days of contract award.

5. Flammable materials and containers in which they are carried or stored are to be used only when essential, and as approved by S.A. All flammable materials are to be stored in approved flammable liquid containers and kept in vendible chambers with MSDS sheets available.

11. Supervision and Liaison

1. The Contractor shall provide with the Proposal, the name and curriculum vitae of the Contractor’s Site Supervisor, or such person who will represent the Contractor while any work or service is performed. This designated person shall provide site supervision for the duration of the contract.

2. The Site Supervisor shall be required, at the expense of the Contractor, to be in possession of a pager/cell phone so that the Site Authority can have access to him/her at all times.

4. The Site Supervisor must report to the Site Authority on a weekly basis, to discuss work status, resolve any problems that may arise, and obtain special instruction, if applicable.

5. If requested by the Site Authority, the Contractor shall remove any site supervisor who, in the opinion of the S.A, is incompetent or has been conducting themselves improperly. The Contractor shall forthwith designate another site supervisor acceptable to the S.A.

6. If requested by the Site Authority, the Contractor shall remove any person employed by the Contractor for purposes of this contract who, in the opinion of the S.A., is incompetent or has conducted themselves improperly. The Contractor shall not permit this person to return to the work site.

7. The Contractor must use “Bonded” personnel only. Bonding certificates are required for personnel upon contract award.

12. Inspection and Reporting

Unsatisfactory conditions will be reported to the Contractor’s Site Supervisor and these conditions will be given immediate attention to be rectified. The Contractor’s Site Supervisor shall report actions taken to rectify the unsatisfactory conditions within 24 hours. Results of work done, which in the opinion of the S.A., is not acceptable, will be considered not done and these operations must be redone in part or in whole, until the S.A. is fully satisfied.

13. Public Signs

The Contractor shall not erect, or permit the erection of any sign or advertising to promote his services on the site.

14. Maximum Budget

The maximum budget for this requirement is $200,000.00 per year, or $800,000.00 over three years plus one option year.