Tender: TCSnowRemoval21

Specifications For: Snow Plowing, Sanding and/or Salting

Various Locations in the Tri-County Regional Centre for Education

November 1, 2021 – April 30, 2024 Tender Closing Date:

Tender Closing Time:

Tender Closing Location:

For Tender Documents:

Thursday, October 28, 2021

2:00 P.M.

Centre for Education Office 28 Rcom Drive, Hebron, N.S., B5A 5H9

Adel AlAdwani Procurement Analyst TCRCE

On behalf of Tri-County Regional Centre for Education Tel: 902-740-0207 Email: adel.aladwani@tcrce.ca

Board Contact: Jamie Boudreau Coordinator of Property Services Tri-County Regional School Board Tel: 902-740-3256Email:jboudreau@tcrce.ca

Tender: TCSnowRemoval21 PART 1 – GENERAL SPECIFICATIONS

1. The Tri-County Regional Centre for Education (TCRCE) is requesting bids from contractors for the provision of snow removal services as noted on the cover page of this document and as contained herein, including Appendices A - C.

2. For locations within the Tri-County Regional Centre for Education, please quote a lump sum fixed contract price (excluding HST) per location ( some locations have been combined into one) for each year of the 3 year contract which includes plowing, shoveling, salting, sanding and hauling away snow as necessary. A contractor may bid on one location only or more than one location. Hauling snow away from the sites, as needed, will be priced separately per site. If hauling of snow is required, the contractor must first get approval from the Manager listed on the cover page prior to commencing. Hauling of snow is deemed to be separate from plowing.

3. The term of the contract is from November 1, 2021to April 30, 2024. Upon completion of this contract, the Tri-County Regional Centre for Education may exercise, at its sole discretion, an option to renew the contract for an additional one (1) year term at the quoted rates that were in place for 2023-24.

4. Contractors will give schools service on a 24-hour basis, 7 days a week, effective November 1, 2021 to April 30, 2024 for the months of November, December, January, February, March & April of each year.

5. Areas to be cleared by the contractor using proper means include school driveways, walkways, staff parking areas, access to oil and fuel tanks, recycling/waste dumpsters and entrances to buildings. It is necessary that school driveways be kept open at all times in order to allow school buses, service trucks, fire and other emergency vehicles to have access.

6. Contractors are expected to have driveways, walkways, parking areas, etc., cleared and ready by 7:00 a.m. Monday to Sunday. Since the amount of snow varies in areas, it is the responsibility of the contractor to check the schools by 6:30 a.m. to determine if plowing, salting and/or sanding is required. Any additional plowing, salting and/or sanding required will be based on a request from the TCRCE Property Services Manager and is still considered part of the contract price. Please note that some facilities may be operated for other reasons, although school may be canceled. Therefore, snow removal service will still be required. If a delayed start is declared our website (www.TCRCE.ca), then all school sites need to have eight (8) parking spots cleared and access to the building by the designated delayed starting time. In the event where full clearing is required on a delayed start day, the TCRCE Property Services Manager will notify the affected contractor. For the Central office and Bus Garage, full clearing is required in all cases.

7. All potential contractors must review the pdf photographs or drawings supplied for each site by Jamie Boudreau or by accessing the followinglink:https://drive.google.com/drive/folders/1kTd54PrnP83PJEMiR10t4pbCEHhxo4Kz?usp=sharing

All potential contractors may visit schools/bus garages to review all areas to be plowed, shoveled, salted and/or sanded as well as the location of fuel tanks, septic tanks, well covers, curbs, manhole covers etc. before submitting their bid. Before the first snowfall, the Successful contractors must stake these areas, as required, in order to minimize damage. No plea of ignorance of such conditions as a result of failure to make all necessary examinations and calculations will be accepted as a basis for any claims for extra compensation or an extension of time. If you require assistance with a site visit, contract Bradley Judge.

8. Sand to be maximum screen of 3/8". The contractor will be responsible for sand cleanup at end of year onpavement and/or grass.

END OF PART 1

PART 2 – RISK MANAGEMENT & SAFETY INFORMATION

1. It is the responsibility of each contractor to have appropriate equipment able to handle the snow plowing,sanding, and salting at all times. Contractors shall complete a list of equipment to be used (See Appendix C). If itbecomes necessary for a contractor to sub-contract work due to equipment breakdowns or excessive amounts ofsnow, the rates on the bid form must not be exceeded. The Contractor shall perform the obligations of this Contractin a good and workmanlike manner in compliance with all applicable laws in effect in Nova Scotia, and inaccordance with industry standards and practice. The Contractor shall be solely responsible for all means, methods,techniques and procedures necessary for performing the work required under this Contract.

2. All contractors must provide TCRCE with an up to date Workers’ Compensation Board Clearance Letter, tobe submitted with the tender provided that they are not excluded from coverage under the Workers’Compensation Board Act. Coverage must be maintained throughout the contract. It is TCRCE policy thatcontractors maintain a level of coverage and there are no exemptions and/or exceptions. If TCRCE receivesnotification that your WCB coverage has lapsed, the supplier will be notified in writing and no further workwill be authorized until such time as written evidence is provided that WCB proof of good standing hasresumed. Proof of good standing must be received prior to commencement of work, and on an annual or asrequired basis thereafter. Contractors excluded from the WCB Act will be covered under TCRCE’s policy butcharged back at the current rate of $2.65/$100.00 of assessment for 2021. This rate changes each year inJanuary and will be reflected in the chargeback rate. This monthly charge will be calculated on the workperformed, contract price and any additional work, and deducted from the amount payable to the contractor.

3. On Appendix C, please indicate the names of employees employed with your company for this contract.TCRCE reserves the right to request an RCMP Criminal Record Check for all employees who the successfulcontractors plan to employ. Failure to comply with this requirement may result in immediate contract termination.

4. It is mandatory that the contractor carry Commercial General Liability Insurance, including butnot limited to, products liability and completed operations, contractual liability, owners andcontractor’s liability, attached machinery extension endorsement, independent contractor, for acombined single limit of no less than $2,000,000 per occurrence. It is mandatory that the contractor carryCommercial Auto Liability Insurance covering all owned, non-owned and hired vehicles for a minimumcombined single limit of $2,000,000 per occurrence.

5. The insurance supplier must agree that the insurance as required above shall be primary and non- contributory and must be kept in force during the term of the contract. A certificate of insurance for theabove noted requirements must be provided with the tender submission and be kept in force during theterm of this tender period. TCRCE must receive at least thirty (30) days notice of cancellation or modificationof the above insurances. Each year as the insurance policy is renewed, the successful contractors mustprovide TCRCE with a new insurance certificate.

6. The Contractor and its employees must work safely and within the Nova Scotia Occupational Healthand Safety Act Regulations and Codes of Practice. Contravention of the Nova Scotia OccupationalHealth and Safety Act Regulations and Codes of Practice, must be reported to TCRCE and correctiveaction taken. Contractor shall comply with all applicable provisions of the Labor Code (Nova Scotia)and the Employment Standards Act (Nova Scotia) and all regulations and amendments thereto.

7. The Contractor must supply a Certificate of Recognition issued jointly by the Nova Scotia Department ofLabor and an occupational health and safety organization approved by Nova Scotia Department of Labor,or a valid letter of Good Standing from an occupational health and safety organization approved by theTri-County Regional Centre for Education indicating the Contractor is in the process of qualifying

for the Certificate of Recognition. Contractor shall remain in good standing for the duration of the contract. In the event that any such certification during the term of the contract expires, the obligation remains with the contractor to provide the updated required certificates.

7. TCRCE reserves the right to inspect equipment prior to contract award. For the policies referenced in Part 2;sections 4 & 5 above, there shall contain an endorsement naming the Tri-County Regional Centre forEducation and its affiliates as Additional Insured, and eliminating and removing any exclusion of liabilityfor (1) injury, including bodily injury and death to an employee of the insured or the Centre for Educationor (2) any obligation of the insured to indemnify, hold harmless, defend, or otherwise make contribution toTCRCE because of damage arising out of injury, including bodily injury and death, to an employee of TCRCE.

8. If damages to TCRCE property or grounds are discovered as a result of plowing, school/bus garage staffare to submit a damage incident form to the C o o r d i n a t o r o f P r o p e r t y S e r v i c e s on the day ofthe incident or when the damage is discovered on the Snow Removal Damage Incident Form (See AppendixA). A copy of this form will be sent to the contractor responsible for the damage.

9. The responsibility for arranging and paying for repairs to TCRCE property damaged through snow plowingoperations is the responsibility of the contractor. Should the contractor fail to undertake repairs by the endof April for damage done within the previous six months, TCRCE reserves the right to arrange for repairsand deduct the amount of the repairs from the contract amount, and/or terminate the remainder of thecontract.

10. Safety infractions that are a violation of the OHSA, Regulations and the Safety Program are a breach ofthe terms of the contract. Depending on the severity of the associated hazard(s), the TCRCE Health andSafety Officer may choose to directly intervene and stop the job and notify the contractor in writing ofthe violations, terminate the contract for repeated violations, or take other appropriate action.Contractors are fully responsible for ensuring the safety of their workers. Contractors must inspect theworksites in accordance with OSHA Regulations and their Occupational Health and Safety Program.

11. The Contractor shall not permit smoking, in any form, by any of its employees or subcontractors onTCRCE property.

END OF PART 2

PART 3 – TENDER INSTRUCTIONS

1. The Tri-County Regional Centre for Education will receive bids for the tender noted on the cover page ofthis document and as detailed herein.

2. Bids must be received by TCRCE Central Office at 28 RCom Dr., Hebron, NS B5A 5H9 no later thanThursday October 28, 2021 at 2:00 P.M. Contractors shall be solely responsible for the delivery of bidsby the closing date and time. Late bids will not be accepted.

3. Bids will be opened in public immediately following the bid closing.

4. Faxed or emailed bids will not be accepted. It is the responsibility of the contractor to confirm receipt oftheir bid by TCRCE.

5. Bids must be clearly marked TCSnowRemoval21 and be mailed or delivered to:

Tri-County Regional Centre for Education 28 RCom Drive Hebron, NS B5A 5H9 Attention: Adel AlAdwani, Procurement Analyst

6. Bid price MUST be valid for a minimum of sixty (60) days from closing date of tender.

7. Bids must be submitted on TCRCE Bid Form. Failure to do so will result in the bid being disqualified.

8. Please note that the lowest or any bid may not be awarded the tender.

9. A contractor may change a previously submitted proposal response by withdrawal, amendment orsubmission of a replacement if done prior to the tender closing date and time. This information or requestshall be submitted by fax to (902) 740-0207 or e-mail (adel.aladwani@tcrce.ca) on company letterheador equivalent and contain the signature of the individual submitting the original submission.

10. TCRCE reserves the right to reject any bid in its sole and absolute discretion for any reason. TCRCE alsoshall be entitled, in its sole and absolute discretion, to waive any irregularity, informality or nonconformancewith these instructions in any bid received by TCRCE.

11. Failure to complete the work relating to performance or administration of the contract defined in thesedocuments to the satisfaction of the T r i Co un ty Reg io na l Centre for Education may resultin cancellation of the contract. The T r i C o u n t y Regional Centre for Education will notifythe contractor in writing of any concerns pertaining to non-performance or administration of the contract.The contractor in turn must propose a resolution within five (5) business days to correct the concerns. Ifthe concerns are not corrected within the allotted time period, TCRCE may provide the contractor witha contract cancellation letter outlining the reason(s) for termination of the contract. In such an event, theTri-County Regional Centre for Education shall only be liable for payment of work ordered and performedprior to the date of notice.

12. Contractors must provide references to the TCRCE, if requested to do so.

13. Tenders will be evaluated on an overall best value basis to TCRCE. Normally, they will be awarded bysite or location grouping per section 18 below.

14. In the event of a school or an office permanent closure, TCRCE reserves the right to cancelthat portion of the contract by written notice to the contractor and TCRCE will not be financiallyobligated to contractors for snow removal/salting/sanding done after the date stated in the written notice.TCRCE may make changes to the obligations of the Contractor by issuing a written notice of the change.

15. It is TCRCE’s intention to award plowing, salting and/or sanding to one contractor foreach location whenever possible. TCRCE reserves the right to limit the number of schools/sites per contractor.

16. Any changes to this tender shall be stated in writing in the form of an addendum. Verbal statementsmade by TCRCE employees, whether or not they appear to have proper authority, will have no consequence.

17. All questions regarding these specifications must be directed, by e-mail, to Adel AlAdwani, ProcurementAnalyst (adel.aladwani@tcrce.ca)

18. The following sites are included in this tender:

Addresses for each location may be found in Appendix B.

END OF PART 3

PART 4 – PRICING

1. Contractors must provide firm pricing, showing annual rates for each year of the contract, for any ofthe locations noted above on the enclosed bid form.

2. Do not include HST in your rates, HST will be considered extra to your quote.

3. Contractors must sign and date the bid form.

END OF PART 4

PART 5 – SUCCESSFUL CONTRACTOR INFORMATION

1. The successful contractor will be notified in writing and will receive a Purchase Order foreach fiscal year, which will serve as a contract between the contractor and TCRCE. Pleasereference the purchase order number on all invoices.

2. All Suppliers must comply with the Nova Scotia Corporations Registration Act (CRA) or thePartnerships and Business Names Registration Act (PBNRA) as one of the conditions of doingbusiness with the Province of Nova Scotia. In this regard, Suppliers are advised thatverification of registration and good standing may be carried out prior to the final award of acontract to a successful Supplier. Suppliers residing outside Nova Scotia (which are nototherwise carrying on business in Nova Scotia) are expected to be registered in an equivalent

SHELBURNE COUNTY LOCATIONS (8) YARMOUTH COUNTY LOCATIONS (9)

Barrington Municipal High School Carleton Consolidated School & Upper Parking Lot

Clarks Harbour Elementary School Drumlin Heights Consolidated School

Evelyn Richardson Memorial Elementary School Maple Grove Education Centre

Hillcrest Academy Plymouth School Lockeport Regional High & Lockeport Elem. Schools Meadowfields Community School

Oak Park Fuel Depot TCRCE Operations Site & Parking Lot

Shelburne Bus Garage Yarmouth Central School

Shelburne Regional High School Yarmouth Consolidated Memorial High School & Student Parking Lot for one total price

Forest Ridge Academy Port Maitland Consolidated Elementary School

DIGBY COUNTY LOCATIONS (7) Yarmouth Bus Garage

Digby Bus Garage Carleton Sidewalk Extension

Digby Elementary School Meadowfields Sidewalk Extension

Digby Neck Consolidated School Port Maitland Sidewalk Extension

Digby Regional High School

Islands Consolidated School

St. Mary’s Bay Academy & Fuel Depot

Weymouth Consolidated School

manner in their respective jurisdictions.

3. TCRCE reserves the right to cancel this contract immediately should the snow removalservices be deemed unsatisfactory by TCRCE. If a contract is to be awarded as a resultof this RFP, it shall be awarded to a Proponent who is responsible. Responsible meansthe capability in all respects to perform fully the contract requirements and the integrity,financial resources, creditworthiness, and reliability to assure performance of thecontract obligations. TCRCE having given written notice of a breach, may withhold orhold back in whole or in part any payment due the Contractor without penalty, expenseor liability, if in the opinion of the TCRCE, the Contractor has failed to comply with orhas in any way breached an obligation of the Agreement. Any such holdbacks shallcontinue until the breach has been rectified to the satisfaction of the TCRCE

4. If the Supplier files for bankruptcy, becomes insolvent or fails to perform the Supplier'sobligations under this Contract in a timely and workmanlike manner, the TCRCE may, bywritten notice, immediately terminate the employment of the Supplier and the Supplier shall beentitled only to the value of work performed and materials supplied up to the date of thetermination.

5. Original invoices for work completed in a calendar month must be submitted on a monthly basisby the close of the 10th business day of the following month. Invoices will only be processed onceper month and late submissions will not be processed until the following month. HST is to beshown separately on all invoices. Contractors will be paid on a monthly basis based on 6 equalpayments. Mail invoices to:

Tri-County Regional Centre for Education 69 Wentzell Drive

Bridgewater, NS B4V 0A2 Attention: Accounts Payable

END OF PART 5

BID FORM Tri-County Regional Centre for Education

Tender: TCSnowRemoval21 November 1, 2021 to April 30, 2024

FIRM NAME ADDRESS

POSTAL CODE E-MAIL TELEPHONE

_FAX NAME & POSITION OF PERSON SIGNING

HST NUMBER FOR FIRM

The Proponent hereby acknowledges receipt of the following addenda:

Addendum No. Dated Number of Pages

Specify Location as noted Yearly Rate 2021-22 Yearly Rate 2022-23 Yearly Rate 2023-24 (Separate Rate per Appendix B hour for hauling snow)

Photo copy this page and add an additional sheet if there are not enough spaces above

I/WE, the undersigned, having carefully examined, understood, and accepted the Specifications, and/or Conditions attached hereto, each and all of which from part of this tender, hereby offer to provide SNOW REMOVAL SERVICE in strict accordance with the Specifications and/or Conditions hereto attached, at the prices quoted above, which form part of this tender.

I/WE, hereby agree that notification of acceptance of this bid shall be in writing and may be sent by prepaid post or fax, and if sent by prepaid post, acceptance shall be deemed to have been made on the date of mailing of such notification.

The undersigned company represents and warrants that it is authorized to carry on business of this nature and that it is not prohibited by any law applicable in Nova Scotia from performing this Contract. The undersigned also acknowledges receipt and understanding of, and has taken into consideration all information presented in, this tender and agrees to be bound by its terms and conditions. The undersigned further confirms and agrees that the person whose name is set out below is fully authorized to represent the company and to bind it to this bid and the Contract awarded pursuant to it and in all matters relating to or arising out of the subject matter of this tender.

The undersigned Tenderer declares that this bid is made without connection with any other person(s) submitting bids for the same work and is in all respects fair and without collusion or fraud.

DATE

AUTHORIZED SIGNATURE

END OF BID FORM

Appendix A

Snow Removal Damage Incident Report

This form is to be completed and faxed to the appropriate manager on the day the incident occurred as a result of snow plowing operations.

Tri-County Regional Centre for Education: Jaime Boudreau Coordinator of Property services e-mail: jboudreau@tcrce.ca

Building Name:

Contact:

Contractor Name:

Date of Incident:

Area or Location of Damage:

Description of Damage:

END OF APPENDIX A

APPENDIX B – TCRCE SCHOOL/SITE LOCATIONS

School Name Address Head Custodian School Phone

Barrington Municipal High School 536 Oak Park Road, Barrington Izetta Foster 902-637-4310Carleton Consolidated School & Upper Parking Lot 4014, Highway101, Carleton Peter Gavel 902-761-4200

Clark's Harbour Elementary School 29 school Street, Clark's Harbour Suzanne Crowell 902-745-3710

Digby Elementary School 20 Shreve Street, Digby Robert Winchester 902-245-7550

Digby Neck Consolidated School 6203, Sandy Cove Road, Sandy Cove Paul Dugas 902-834-6600

Digby Regional High School 107 King Street, Digby Craig Thibodeau 902-245-7500

Drumlin Heights Consolidated School 5428, Highway#3, Argyle Gail Brown 902-643-6000Evelyn Richardson Mem Elementary School 5961, Rt#3, Shag Harbour Debbie O’Connell 902-723-3800Hillcrest Academy 127 King Street, Shelburne Patty Butler 902-875-5300Islands Consolidated School & Main Driveway from street 75 Overcove Rd, Freeport Yvonne Howard 902-839-6300

Lockeport Regional High School & Lockeport Elementary School 10 Locke Street, Lockeport Tara Herbert 902-656-7110

Maple Grove Education Centre 52 School Street, Hebron Ed Brush 902-749-5160

Plymouth School 849, Highway#334, Plymouth Tom Nickerson 902-663-2000

Port Maitland Consolidated School 3072, Highway#1, Port Maitland Hugh Gould 902-649-4400

Shelburne Regional High School 415 Woodlawn Drive, Shelburne Jeff Enslow 902-845-4900

St. Mary's Bay Academy & Fuel Depot 4079, Highway#1, Weymouth Les Scanlan 902-837-2340

Weymouth Consolidated School 4695, Highway#1, Weymouth Pam Comeau 902-837-2310

Yarmouth Central School 53 Parade Street, Yarmouth Jamie boudreau 902-740-3256Yarmouth Cons Memorial High School & Student Parking Lot 146 Forest Street, Yarmouth Joey Jacquard 902-749-2810

Yarmouth Bus Garage 366 Pleasant Street, Yarmouth Dale Royal 902-749-5670

TCRCE Operations Site & Parking Lot 28 Rcom Drive, Hebron, NS Jamie Boudreau 902-740-1695

Oak Park Fuel Depot Located prior to Barrington High, driveway before school Dale Royal 902-749-5670

Shelburne Bus Garage 110 Woodlawn Drive, Shelburne Roger Swansburg 902-875-4931

Digby Bus Garage Digby Industrial Park off Digby Neck Highway

Randy Thibault 902-245-7511

Yarmouth Elementary School 5 Brunswick Street Yarmouth Timothy Hynes 902-740-1679

Forest Ridge Academy Barrington, N.S Laura Fuller 902-746-9313

Meadow Fields Community School 106 Prospect St, Yarmouth David Nickerson 902-307-0477

Carleton Sidewalk Extension 4014, Highway101, Carleton Jamie boudreau 902-740-3256

Meadowfields Sidewalk Extension 106 Prospect St, Yarmouth Jamie boudreau 902-740-3256

Port Maitland Sidewalk Extension 3072 Highway 1, Port Maitland B0W 2V0 Jamie boudreau 902-740-3256

END OF APPENDIX B

Appendix C – List of Equipment and Personnel

Tender: TCSnowRemoval21 November 1, 2021 to April 30, 2024

1. Please list all equipment that you propose to use to cover this contract(i.e. Year/Make/Model/Serial Number)Year Make Model Serial # Notes

2. Please list employee names that you propose to use to cover this contract.

Last Name First Name

END OF APPENDIX C