The Corporation of the

Town of Tecumseh

ROADSIDE GRASS CUTTING TENDER

March 11, 2010

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The Corporation of the Town of Tecumseh 917 Lesperance Road Tecumseh, ON N8N 1W9 Phone (519) 735-2184 Facsimile (519) 735-6712 www.tecumseh.ca

Roadside Grass Cutting Tender March 11, 2010

ROADSIDE GRASS CUTTING TENDER

March 11, 2010

TABLE OF CONTENTS Section A B C D Information for Applicants Services Proposal Content Proposal Check List Page 3 6 12 15

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Roadside Grass Cutting Tender March 11, 2010

INDEX SECTION A INFORMATION FOR APPLICANTS Page 1. 2. 3. 4. 5. 6. 7. Proposal Name Scope of Work Closing Time & Date Tender Opening Contact Person General Terms & Conditions Evaluation Process 4 4 4 4 5 5 5

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Roadside Grass Cutting Tender March 11, 2010

SECTION A INFORMATION FOR APPLICANTS

1.

PROPOSAL NAME This Roadside Grass Cutting Tender will be referred to as the Roadside Grass Cutting Tender Town of Tecumseh - March 11, 2010.

2.

SCOPE OF WORK The Corporation of the Town of Tecumseh (Town) is seeking tenders for the services of Roadside Grass Cutting.

3.

CLOSING TIME AND DATE Tenders must be received no later than 2:00 p.m. on Thursday, March 11, 2010. Tenders should be returned in a sealed envelope marked: Roadside Grass Cutting Tender Town of Tecumseh - March 11, 2010 At the following address: Corporation of the Town of Tecumseh 917 Lesperance Road Tecumseh, Ontario N8N 1W9 Attention: Laura Moy, Director Staff Services/Clerk

Any tender received after the specified closing time will be returned unopened. 4. TENDER OPENING The opening of the submissions shall commence at 2:05 p.m. on Thursday, March 11, 2010, unless the Clerk or designate acting reasonably postpones the start to some later hour, but the opening shall continue once started, until the last bid is opened.

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Roadside Grass Cutting Tender March 11, 2010

5.

CONTACT PERSON Any questions or concerns arising out of this Roadside Grass Cutting Tender, should be addressed to: Bob Gilboe Area Manager Phone: (519) 735-2184 x144 Fax: (519) 735-1895 Email: bgilboe@tecumseh.ca If additional information is required, an addendum to the tender call will be issued.

6.

GENERAL TERMS AND CONDITIONS This Roadside Grass Cutting Tender is subject to the Town of Tecumsehs Procurement Policies and Procedures as outlined in the Town of Tecumseh Purchasing By-Law 2006-03. The Town reserves the right to reject any and all submissions.

7.

EVALUATION PROCESS Each response to this Request for Tenders will be evaluated by the Town to determine the degree to which it responds to the requirements as described.

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Roadside Grass Cutting Tender March 11, 2010

INDEX SECTION B - SERVICES Page 1. 2. 3. 4. General Conditions Description of Work Commencement Payment 7 10 11 11

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Roadside Grass Cutting Tender March 11, 2010 SECTION B SERVICES 1. GENERAL CONDITIONS 1.1 The Successful Respondent shall indemnify and hold harmless the Town, its officers, council members, partners, agents and employees from and against all action, claims, demands, losses, costs, damages, suits or proceedings whatsoever which may be brought against or made upon the Town and against all loss, liability, judgment, claims, suits, demands or expenses which the Town may sustain, suffer or be put to resulting from or arising out of the companys failure to exercise reasonable care, skill or diligence or omissions in the performance or rendering of any work or service, required hereunder to be performed or rendered by the company, its agents, officials and employees. Signing the acceptance, the Successful Respondent will be subject to the laws of the Province of Ontario and Canada. 1.2 The Successful Respondent shall employ a high standard of public relations and communication. 1.3 The Successful Respondent agrees that the Owner has the right to accept or reject all or any portion of this proposal. 1.4 The Successful Respondent agrees to submit a Certified Cheque or Bid Bond in the amount of 10% of the Total Price to the Owner. This Certified Cheque or Bid Bond shall be returned no later than 60 days after date of closing unless this quotation is accepted, in which case, this Certified Cheque or Bid Bond shall be held in safekeeping by the Owner until such time as the contract is executed. 1.5 The Successful Respondent to whom this Agreement is awarded will be required to supply prior to commencing any work: 1.5.1 A Certificate of Liability Insurance or a certified copy of the Successful Respondents insurance policy. The liability insurance shall:

i. Have a limit of comprehensive general liability of not less than $5,000,000.00 inclusive for any occurrence. ii. Be comprehensive liability insurance covering all operations and liability assumed under this Agreement with the Town. iii. Include insurance against liability for bodily injury and property damage caused by vehicles owned by the Successful Respondent and used on the work, and in addition, shall include insurance against liability for bodily injury and property damage caused by vehicles not owned by the Successful Respondent and used on the work. Each such insurance shall have a limit of liability of not less than $5,000,000.00 inclusive for any

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Roadside Grass Cutting Tender March 11, 2010 one occurrence. A vehicle shall be as defined in the Highway Traffic Act. iv. Be endorsed to provide that the policy or policies will not be altered, cancelled or allowed to lapse without thirty (30) days prior notice to the Town. v. Name the Town and the Municipality wherein the work is to be undertaken as insured parties. 1.5.2 A Certificate from the Workers Compensation Board will be required stating that all assessments or compensation payable to the Board have been paid and that the Successful Respondent is in good standing, before commencement of the work, annually and before the final payment is released. The Successful Respondent shall provide the Companys Health and Safety Policy prior to commencement of the Agreement.

1.6 The Successful Respondent shall carry out this project in strict accordance with the Occupational Health and Safety Acts; the regulation for construction projects, Ontario Regulation 213/91 as amended by Ontario Regulation 631/94 and other prescribed legislation and regulations as they may pertain to the work. 1.6.1 The Successful Respondent shall also provide full time supervision of on-site activities of own forces to ensure applicable regulations and specification requirements are being followed. The Successful Respondent shall take all necessary precautions to ensure the continuous safety of any contract workers, the Owner and general public at large on the Owners property. Please be advised that the Owner has a policy on Health & Safety. The Successful Respondent is requested to ensure that employees are advised and have a sound knowledge of this policy.

1.6.2

1.6.3

1.7 The Successful Respondent shall be, or shall become, familiar with all such laws, regulations and policies which in any manner affect the performance of the Agreement, those engaged or employed in the work, or affect facilities or equipment used in the work, or which in any way may affect the conduct of the work and no plea of misunderstanding will be considered on account of ignorance thereof. Without limiting the generality of the aforesaid, it shall be the Successful Respondents responsibility to comply with: i. Environmental Protection Act and Regulations; ii. Workplace Safety and Insurance Act; iii. Safety or other Policies established by the Authority or the Town;

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Roadside Grass Cutting Tender March 11, 2010 iv. Construction Lien Act and Regulations; v. Ministry of Transportation Regulations, including the Commercial Vehicle Operating Regulations; and vi. The Successful Respondent including his/her staff and all workers on the project site shall conform in every case to good and safe practice in accordance with the Occupational Health and Safety Act, latest edition, and to the requirements laid down by the authorities having jurisdiction: a) First Aid Equipment: The Successful Respondent shall provide and maintain the necessary first aid items and equipment as called for under the First Aid Regulations of the Workers Compensation Act. b) Comply with requirements of Workplace Hazardous Materials Information System (WHMIS) regarding use, handling, storage and disposal of hazardous materials; and regarding labeling and provision of material safety data sheets acceptable to Labour Canada and Health and Welfare Canada. c) Deliver copies of WHMIS DATA SHEETS to Project Manager on delivery of materials. d) The Successful Respondent shall indemnify and hold harmless the Town of Tecumseh and its employees against and from all suits or actions arising from any Health and Safety violations as well as the cost to defend such charges as a result of any violation. vii. The Successful Respondent shall comply with all applicable municipal, provincial and federal laws pertaining to the Successful Respondents services provided herein to the Town including, without limiting generality, all labour, health, environmental, public health and sanitation laws and regulations imposed by public bodies having jurisdiction over such matters. viii. In the event of a site visit from the Ministry of Labour and in the event this Ministry of Labour person gives written warning to any contravention to the Health and Safety Act, a written copy is to be given to the Town of Tecumseh. ix. The Contractor shall ensure that all its employees, agents, volunteers, or others for whom the Contractor is legally responsible receive training regarding the provisions of the goods and services contemplated herein to persons with disabilities in accordance with Section 6 of Ontario Regulation 429/07 (the Regulation) made under the Accessibility for Ontarians with Disabilities Act, 2005 as amended (the Act). The Contractor shall ensure that such training includes, without limitation, a review of the purpose of the Act and the requirements of the Regulation, as well as instruction regarding all matters set out in Section 6 of the

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Roadside Grass Cutting Tender March 11, 2010 Regulation. The Contractor shall submit to the Town, as required from time to time, documentation describing its customer service training policies, practices and procedures and a summary of its training program, together with a record of the dates on which training was provided and a list of the employees, agents, volunteers or others who received such training. The Town reserves the right to require the Contractor to amend its training policies to meet the requirements of the Act and Regulation. 2. DESCRIPTION OF WORK The following list of roads requires grass cutting of the shoulders on both sides for the entire road length. Road shoulder is the area adjacent to the road edge to the top of the ditch bank and including the ditch bank closest to the road. Where no ditch is present the grass cutting will be from the gravel shoulder to the existing fence line. ROADS TO BE CUT BOTH SIDES: (See Attached Diagrams 1 to 5)
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. Oldcastle (Walker Rd. to Hwy 3) & (Hwy 3 to North Talbot) 2.5 km page 1 North Talbot (9th Conc to 401 overpass) 7.5 km page 1 9th Conc (North Talbot to 401 overpass) 2.4 km page 1 8th Conc (North Talbot to 401 overpass) 2.3 km page 1 South Talbot (Howard to Manning 19) 21.5 km -page 1, 2, 3 Holden Road (6th Conc) 8.2 km page 2 Sexton 5.4 km page 1, 2 8th Conc (South Talbot to Cty Rd 8) 6.7 km page 2 9th Conc (South Talbot to Cty Rd 8) 5.9 km page 2 Snake Lane 5.7 km - page 2 10th Conc (South Talbot to Cty Rd 8) 5.1 km page 3 11th Conc (South Talbot to Cty Rd 8) 4.3 km page 3 12th Conc (South Talbot to Cty Rd 8) 3.1 km page 3 Malden ( Cty Rd 8 to Cty Rd 19) 10.5 km page 3 Ruston Road - .4 km page 3 North Talbot (Cty Rd 19 to Cty Rd 46) .3 km page 3 12th Conc (Cty Rd 46 to 401) 4.5 km page 3, 4 Baseline, from 9209 (the city limits), to Cty Rd 19 5.2 km page 4 12th Conc (Baseline to the 401) 4.2 km page 4 12th Conc (Baseline to Cty Rd 42) 4.1 km page 4, 5 Intersection Shawnee west to Banwell 1.5 km page 5 Sylvestre Dr. 3.1 km page 5 Jamsyl Dr.- 1.1 km page 5 Outer Dr. from South Talbot Rd. north to Moro Dr. 4.6 km page 1

TOTAL ROAD LENGTH IS 120 km. - 10 -

Roadside Grass Cutting Tender March 11, 2010 Note: Distances referenced above are actual intersection to intersection road distances and consists of grass cutting on both sides of the road. These do not reflect actual non-cutting surfaces (eg driveways, roadways). It is the contractors responsibility to: 1. Price two cuttings: first cutting for late May early June, and the second cutting for late August or early September. These cuttings are dependant on growing season and weather. 2. Cut all road shoulders to a maximum of 3 inches in length. 3. Inspect all areas before bidding this tender. 4. Supply all traffic signing for all cutting operations and supply a traffic control plan to the current Ontario Traffic Manual Guidelines. 5. Supply a tractor mounted cutter of minimum 60 inches cut which will be side, rear, or front mounted. Cutter to be mounted on a separate arm of sufficient length to cut all ditch banks from top of ditch bank, and including the ditch bank closest to the shoulder. 6. Where no ditch is present the grass cutting will be from gravel shoulder to the existing fence line.

3.

COMMENCEMENT Implementation of work plan to commence upon quote being awarded.

4.

PAYMENT Provide the dollar value for the fulfillment of the proposal with appropriate taxes shown separately where and if applicable.

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Roadside Grass Cutting Tender March 11, 2010

INDEX SECTION C - PROPOSAL CONTENT Page 1. 2. Proposal Form Acceptance 13 14

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Roadside Grass Cutting Tender March 11, 2010 SECTION C - PROPOSAL CONTENT (1) PROPOSAL FORM a) Complete the following chart identifying the type of equipment to be used, brand of tractor and horse power and brand of cutting equipment stating width of rear cutter and width of ditch bank cutter. Equipment to be Used Width of Rear Cutter Width of Ditch Bank Cutter

Description/Type

Year

Brand

Horse Power

b)

Provide the dollar value for the fulfillment of the proposal with appropriate taxes shown separately where and if applicable.

Roadside Grass Cutting Tender Price: GST(5%): HST (13%): after June 2010 Total Tender Price (including taxes) c)

Total Cost Year 1

Total Cost Year 2

Total Cost Year 3

Provide invoice billing and payment terms.

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Roadside Grass Cutting Tender March 11, 2010

(2)

ACCEPTANCE

I/We, the Undersigned, having examined the Tender and do hereby affirm the acceptance of the requirements of the Tender. I/We do certify that the information supplied on the Tender Form to be true and complete in all respects.

I, We __________________________________________________________________ (Name Print) (Position)

of _____________________________________________________________________ (Company Name) Dated at___________________ this ____________ day of ____________, 2010.

________________________________________________________________________ AUTHORIZED SIGNATURE PRINT NAME

________________________________________________________________________ STREET ADDRESS ________________________________________________________________________ CITY PROVINCE POSTAL

________________________________________________________________________ TELEPHONE NO. FACSIMILE NO. EMAIL ADDRESS

Signature in the designated space, by an authorized officer of the Contractors company affirms acceptance of the Request for Tenders requirements set forth in this document, the associated costs (where applicable) attributed to the business arrangement between the Contractor and the Town of Tecumseh and hereby certifies that the information supplied in this proposal to be true and compete in all respects.

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Roadside Grass Cutting Tender March 11, 2010

INDEX SECTION D - PROPOSAL CHECK LIST Page 1. Proposal Check List 16

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Roadside Grass Cutting Tender March 11, 2010 SECTION D - PROPOSAL CHECK LIST

(1)

PROPOSAL CHECK LIST

(To be enclosed in the Proposal Envelope)

BEFORE SEALING THE ENVELOPE, PLEASE CHECK THAT THE FOLLOWING THINGS HAVE BEEN DONE:

1. 2.

Have you addressed all requirements of Section B? Have you included: (a) A Certified Cheque or Bid Bond as per Section B(1.4) (b) A proposal form, as per Section C(1) (c) A signed acceptance as per Section C(2)

_____

_____ _____ _____

3.

Have you determined you can meet the commencement and completion deadlines, as per Section B(2.1). _____

Notes: (i) Your Tender will be informal and may be disqualified if ANY of the foregoing points have not been complied with.

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