RFQ 4305-16-5014

Table of Contents RFQ 4305-16-5014

COVER PAGE.............................................................................................................................................. 1 Table of Contents .......................................................................................................................................... 3 1.0  RFQ Summary ............................................................................................................................... 4 2.0  Terminology .................................................................................................................................. 4 3.0  Scope of Work and Associated Deliverables ................................................................................. 8 4.0  Term of Contract ........................................................................................................................... 8 5.0  Site Meeting ................................................................................................................................... 8 6.0  Quotation Response Requirements ................................................................................................ 9 7.0  Award .......................................................................................................................................... 13 8.0  Disclosure of Information ............................................................................................................ 13 9.0  Specifications .............................................................................................................................. 13 10.0  Quantity ....................................................................................................................................... 13 11.0  Material Safety Data Sheets (MSDS) .......................................................................................... 13 12.0  Delivery and Installation ............................................................................................................. 13 13.0  Return of Products ....................................................................................................................... 14 14.0  Warranty ...................................................................................................................................... 14 15.0  Insurance (Refer to Appendix B – General Contract Terms and Conditions) ............................. 14 16.0  Performance Security .................................................................................................................. 15 17.0  Occupational Health and Safety .................................................................................................. 15 18.0  Other Terms ................................................................................................................................. 15  APPENDIX “A” - REQUEST FOR QUOTATIONS PROCESS TERMS AND CONDITIONS APPENDIX “B” - GENERAL CONTRACT TERMS AND CONDITIONS APPENDIX “C” - PRICE FORM APPENDIX “D” - SUPPLEMENTARY FORMS APPENDIX “E” - CITY POLICY COMPLIANCE FORMS APPENDIX “E1” - APPLICABLE CITY POLICIES APPENDIX “E2” - FAIR WAGE SCHEDULE APPENDIX “F” - SPECIFICATION NOTICE OF “NO BID”

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1.0 RFQ Summary 1.1 Quotations are invited for the non-exclusive supply, delivery, installation and warranty for the

HVAC and Plumbing Preventative Maintenance and Repair Services for the City of Toronto’s Economic Development and Culture Division for a period of one (1) year from date of award, with the option to renew the Contract for three (3) additional one year terms, all in accordance with the provisions and specifications contained in this Request for Quotation (RFQ) and the City of Toronto's Procurement Policies, the attached Appendix “C” - Price Form, and the City of Toronto Fair Wage Policy and Labour Trades Contractual Obligations in the Construction Industry.

2.0 Terminology 2.1 Definitions 2.1.1 In this request for quotation, unless inconsistent with the subject matter or context:

“Addendum” or “Addenda” means any document or documents issued by the City prior to the Closing Deadline that changes the terms of the RFQ or contains additional information related to the RFQ; “Agencies and Corporations” refer to bodies and organizations that have a direct reporting or funding relationship with the City of Toronto or Council. The list of current organization name and contact of agencies and corporations to be considered under this RFQ is available from the following page on the City's website www.toronto.ca/abcc “Award” means the acceptance of a Quotation by the City in accordance with Chapter 195 of the City of Toronto Municipal Code;

"Bid" means a Bidder's response to the RFQ, which includes all of the documentation necessary to satisfy the requirements of the RFQ, has the same meaning as "Quotation" and is used interchangeably;

“Bidder” means any legal entity that submits a Quotation in response to the RFQ;

“Business Day” means any working day, Monday to Friday inclusive, excluding statutory and other holidays, namely: New Year’s Day; Family Day; Good Friday; Easter Monday; Victoria Day; Canada Day; Civic Holiday; Labour Day; Thanksgiving Day; Remembrance Day; Christmas Day; Boxing Day and any other day which the City has elected to be closed for business;

“Buyer” or "Senior Buyer" means the main contact person at the City for all matters related to the RFQ process, as set out on the RFQ Cover Page;

"City" means the City of Toronto including all Agencies and Corporations of the City;

“City Confidential Information” means all information of the City that is of a confidential nature, including all confidential information in the custody or control of the City, regardless of whether it is identified as confidential or not, and whether recorded or not, and however fixed, stored,

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expressed or embodied, which comes into the knowledge, possession or control of the Vendor in connection with the Contract. For greater certainty, the City Confidential Information shall:

a) include: (i) all new information derived at any time from any such information whether

created by the City , the Vendor or any third-party; (ii) all information (including Personal Information) that the City is obliged, or has the discretion, not to disclose under provincial or federal legislation or otherwise at law; but

b) not include information that: (i) is or becomes generally available to the public without fault or breach on the part of the Vendor of any duty of confidentiality owed by the Vendor to the City or to any third-party; (ii) the Vendor can demonstrate to have been rightfully obtained by the Vendor, without any obligation of confidence, from a third-party who had the right to transfer or disclose it to the Vendor free of any obligation of confidence; (iii) the Vendor can demonstrate to have been rightfully known to or in the possession of the Vendor at the time of disclosure, free of any obligation of confidence when disclosed; or (iv) is independently developed by the Vendor; but the exclusions in this subparagraph shall in no way limit the meaning of Personal Information or the obligations attaching thereto under the Contract or other Requirements of Law.

“Closing Deadline” means the date and time specified on the RFQ Cover Page or any Addenda issued by the City, as the date and time by which Bidders must submit their Quotation;

“Conflict of Interest” includes, but is not limited to, any situation or circumstance where:

a) in relation to the RFQ process, the Bidder has an unfair advantage or engages in conduct, directly or indirectly, that may give it an unfair advantage, including but not limited to (i) having access to information in the preparation of its Quotation that is confidential to the City and not available to other Bidders; (ii) communicating with any person with a view to influencing preferred treatment in the RFQ process including the giving of a benefit of any kind, by or on behalf of the Bidders to anyone employed by, or otherwise connected with, the City ; or (iii) engaging in conduct that compromises or could be seen to compromise the integrity of the open and competitive RFQ process and render that process non-competitive and unfair; or

b) in relation to the performance of its contractual obligations in the City contract, the Vendor’s other commitments, relationships or financial interests (i) could or could be seen to exercise an improper influence over the objective, unbiased and impartial exercise of its independent judgement; or (ii) could or could be seen to compromise, impair or be incompatible with the effective performance of its contractual obligations;

“Contract” means the binding agreement that is formed upon Award as confirmed by the issuance of a purchase order, blanket contract or the execution of any written agreement by the City.

“Council” means City Council; “Deliverables” means everything provided to the City in the course of performing the Contract or agreed to be provided to the City under the Contract by the Vendor

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"HST", means Harmonized Sales Tax; “including” means “including without limitation” and ”includes” means “includes without limitation”; the use of the word “including” or “includes” is not intended to limit any statement that immediately precedes it to the items immediately following it.

“may” and “should” used in this RFQ denote permissive (not mandatory);

“must”, “shall” or “will” used in this RFQ denote imperative (mandatory), meaning Quotations not satisfying imperative (mandatory) requirements will be deemed to be non-compliant and will not be considered for Award of Contract.

“MFIPPA” means the Municipal Freedom of Information and Protection of Privacy Act;

"Non-Compliant" means that the Quotation has failed one (1) or more mandatory requirement(s) and will not be considered for Award;

"Quotation" means a Bidder's response to the RFQ, which includes all of the documentation necessary to satisfy the requirements of the RFQ, has the same meaning as "Bid" and is used interchangeably; “Requirements of Law” mean all applicable requirements, laws, statutes, codes, acts, ordinances, orders, decrees, injunctions, City by-laws, rules, regulations, policies, official plans, permits, licences, authorisations, directions, and agreements with all authorities that now or at any time hereafter may be applicable to either the Contract or the Deliverables or any part of them; "RFQ" means this Request for Quotation inclusive of all Appendices, Schedules and any Addenda that may be issued by the City;

“Term” means the period of time from the effective date of the Award as evidenced by a City purchase order, until the completion date of the Contract including any renewal options exercised by the City as detailed in Section 4.0.

“Vendor” means the successful Bidder that has been awarded the Contract.

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2.2 References to Labeled Provisions

Each reference in this Request for Quotation to a numbered or lettered “section”, “subsection”, “paragraph”, “subparagraph”, “clause” or “subclause” shall, unless otherwise expressly indicated, be taken as a reference to the correspondingly labelled provision of this Request for Quotation (RFQ).

2.3 General Interpretation In this RFQ, unless the context otherwise necessitates:

2.3.1 any reference to an officer or representative of the City shall be construed to mean the person

holding that office from time to time, and the designate or deputy of that person, and shall be deemed to include a reference to any person holding a successor office or the designate or deputy of that person;

2.3.2 a reference to any Act, bylaw, rule or regulation or to a provision thereof shall be deemed to

include a reference to any Act, bylaw, rule or regulation or provision enacted in substitution thereof or amendment thereof;

2.3.3 all amounts are expressed in Canadian dollars and are to be secured and payable in Canadian

dollars; 2.3.4 all references to time shall be deemed to be references to current time in the City; 2.3.5 a word importing only the masculine, feminine or neuter gender includes members of the other

genders; and a word defined in or importing the singular number has the same meaning when used in the plural number, and vice versa;

2.3.6 any words and abbreviations which have well-known professional, technical or trade meanings,

are used in accordance with such recognized meanings; 2.3.7 all accounting terms have the meaning recognized by or ascribed to those terms by the Chartered

Professional Accountants Canada (CPA Canada); and

2.3.8 all index and reference numbers in the RFQ or any related City document are given for the convenience of Bidders and such must be taken only as a general guide to the items referred to. It must not be assumed that such numbering is the only reference to each item. The documents as a whole must be fully read in detail for each item.

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2.4 RFQ Process Terms and Conditions This RFQ process is governed by the terms and conditions in Appendix “A”.

3.0 Scope of Work and Associated Deliverables

This project involves preventive maintenance and repairs of various HVAC and Plumbing mechanical equipment at various Cultural locations. See more details in specification later in this RFQ.

4.0 Term of Contract

Upon award of this RFQ, the vendor and the City will have a Contract for the supply and delivery of HVAC and Plumbing Preventative Maintenance and Repair Services for the City’s Economic Development and Culture Division, for a period of one (1) year, with the option to renew the Contract for three (3) additional separate one (1) year periods, all in accordance with the terms, conditions, and specifications contained in this RFQ and any applicable City policies.

4.1 The decision to renew the Contract for any option term will be at the sole discretion of the City and

will be decided at least four (4) months in advance. All terms and conditions of the Contract shall remain in effect and continue during the optional year(s), with the exception of any price adjustment. The City may take into consideration the following in making its decision to exercise any option year:

Available budget; The annual price adjustment; Vendor performance during the contract; and Operational needs

Included in the decision to proceed with any option year(s) of the Contract, is an annual price adjustment applied after the Contract's end date in accordance with the annual Consumer Price Index (CPI), (CPI Index-All Items-Toronto) for a 12 month period. (Or depending on the origin of the products required, it may be more appropriate to use IPPI – Industrial Product Price Index) (CPI will be validated starting from four (4) months prior to the end of the current Contract for the Deliverables included herein, at the time the option is being considered. For the purposes of evaluation and award of this RFQ, there will be a 3% CPI adjustment applied annually to the total annual cost from [Month Day, Year] to [Month Day, Year]. Throughout the Term, the annual CPI – All Items Toronto will be assessed four (4) months prior to the annual renewal date and adjusted at the time the option is being considered. All terms and conditions of the Contract shall remain the same and continue during the extended Term.

5.0 Site Meeting 5.1 Mandatory Site Meeting

a) Bidders must attend a mandatory site meeting at Fort York National Historic Site, 250 Fort York Boulevard, Toronto, on February 10, 2016 at 10:00 a.m. Bidders will meet in the

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north parking lot (access from Fleet Street to Garrison Road). Site meetings may not be available at any other times. Separate meetings with Bidders will not be held.

b) Bidders MUST attend the site meeting to familiarize themselves with the work and ascertain the full extent of the Deliverables required.

c) Bidders must sign in with the City’s representative at the mandatory site meeting and clearly indicate on the sign-in sheet the name of the firm they are representing for their Quotation to be considered.

d) A record of questions and answers as deemed relevant from the site meeting will be distributed in the form of an Addendum and posted on the City's online call document system. The City reserves the right not to answer questions at the Site Meeting but will answer questions that arise at the site meeting as part of an Addendum.

Bidders submitting Quotations that do not attend the mandatory site meeting SHALL be declared Non-Compliant.

6.0 Quotation Response Requirements 6.1 General Response Requirements 6.1.1 The following section lists the items that are to be included with your submission. Failure to

include mandatory items will result in your submission being found to be non-compliant and not considered further.

6.1.2 Bidders must submit one (1) original (clearly marked and identified) and should submit one (1)

additional hard copy of their Quotation. In the event where there are deviations between the original and any copies, the original hard copy shall prevail.

6.2 Request for Quotation Cover Page

6.2.1 If providing a Quotation on behalf of a corporation, the RFQ cover page must be signed by an

authorized signing officer who has the authority to bind the corporation. If the Bidder is not a corporation, the cover page must be signed by an authorized signing officer, having the authority to legally bind the Bidder to the extent permissible by the Requirements of Law. Bidders must also indicate the receipt of all Addenda as indicated on the RFQ cover page.

6.3 Price Form – Appendix “C” 6.3.1 In order for your Quotation to be considered, the Bidder must provide pricing on all items listed

in Appendix “C” - Price Form inclusive of Prompt Payment discounts where applicable. Quotations that do not include pricing on all Deliverables listed will be declared Non-Compliant.

6.3.2 The Bidder is to transcribe the grand total base bid price from the Appendix C - Price Form into

RFQ Cover Page 1 – Total Base Bid Price. In the event of any discrepancy between the

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information provided in RFQ Cover Page 1 – Total Base Bid Price and the amount set out in the Price Form, the Price Form shall govern.

6.3.3 Early Payment Discount Discount terms for early payment cannot be earlier than 15 days from the receipt date of the invoice by the City of Toronto, Corporate Accounts Payable unit.

6.3.3.1 If early payment terms are being offered, this must be indicated on Appendix C - Price Form. The Total Base Bid Price will be calculated taking the total base bid price less the discount offered, and will be applied against both the initial Term, and any subsequent renewal Term option(s) (if applicable) in order to determine the evaluated bid price for the purposes of the award.

6.3.4 Optional Pricing – NOT APPLICABLE Where optional pricing is requested, the Bidder is required to provide pricing on all items as specified in the optional pricing table within Appendix C – Price Form. Pricing on these items is a mandatory requirement. Optional pricing is not calculated into the Total Base Bid Price, unless notified otherwise. Optional pricing is required for informational purposes and will be used for administering the Contract.

6.3.5 All prices, rates, and/or costs submitted by Bidders with respect to this Request for Quotation,

must include any and all expenses that may be anticipated and incurred by the Vendor while providing the Products F.O.B. destination as specified in this RFQ. No additional costs will be considered.

6.3.6 All prices, rates, and/or costs submitted by Bidders with respect to unit prices, labour hours and estimated labour hours prior to the start of the work in relation to this Request for Quotation, must include any and all expenses that may be anticipated and incurred by the Vendor while providing the Services as specified in this RFQ. No additional costs will be considered.

6.3.7 Bidders must provide a quote for Deliverables that meet or exceed the minimum specifications and requirements detailed in Section 9.0.

6.3.8 For firms that manufacture and/or market products identified within the Ontario Municipal Hazardous Waste or Special Waste (MHSW), all fees payable to Stewardship Ontario are to be included in the unit prices.

6.3.9 Bidders must provide ALL prices requested in the Price Form(s). Prices that are intended to be zero cost/no charge to the City must be submitted in the space provided in Price Form(s) as "$0.00", "0" or "zero". BIDDERS THAT DO NOT FULLY COMPLETE THESE FORMS (SUCH AS LEAVING LINES BLANK), OR HAVE UNCLEAR ANSWERS (SUCH AS "N/A", "-", OR "TBD", DASHES OR HYPHENS) WILL BE DECLARED NON-COMPLIANT.

6.4 Volume Rebate – Price Form - Appendix "C" – NOT APPLICABLE

6.5 Bid Security 6.5.1 Bid and Performance Security

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Bidders are required to submit with their quotation documents a certified cheque, bank draft, money order or Letter of Credit, made payable to City of Toronto, Treasurer, in the amount of $10,000.00 (Ten thousand dollars) to act as the Bid and Performance Security.

The Bid and Performance Security of the successful bidder will be returned by the Purchasing and Materials Management Division upon expiry of the contract and all renewal terms and not before, provided that all required work has been completed to the satisfaction of the General Manager.

The Bid and Performance Security of the unsuccessful bidders will be returned by the Purchasing and Materials Management Division following the awarding of the contract and not before.

Any bid received that does not satisfy the Bid and Performance Security requirements of the Certified Cheque, Bank Draft, Money Order or Letter of Credit will be declared informal and not considered.

Only Original copies of Letters of Credit are acceptable. Quotations submitted with faxed copies of Letters of Credit are not acceptable and will be declared informal.

6.5.2 If submitting a letter of credit, the following conditions must be incorporated into the letter of

credit: (1) It must be issued by a Canadian chartered bank listed in schedule ‘i’ or ‘ii’ to the Bank Act

(Canada);

(2) It is in a sufficient dollar amount (e.g.: equivalent to the value of the certified cheque for which it is substituting);

(3) It is irrevocable; (4) It is unconditional; (5) It is automatically renewable unless advised by written notice to the City Treasurer 30 days

preceding the expiry date or dates, that the letter of credit will not be renewed; and (6) The City of Toronto may draw on it at will; (7) If advised in accordance with (5) above the City Treasurer will exercise the drawing option.

6.6 City Policies Submission Form(s) – Appendix "E"

The Policy Submission Form contains statements from different City of Toronto Policies. The complete text of these policies can also be found on the City’s website at http://www.toronto.ca/purchasing/policies. Where applicable, the Bidder shall answer the questions posed and include the submission form with the completed Request for Quotation, failure to do so will result in the Bidder being declared Non-Compliant.

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6.7 Literature – NOT APPLICABLE 6.8 Bidder Qualifications

6.8.1 Bidders must be authorized sellers or resellers for the Products they supply as part of the

maintenance and repair services and must hold title to any equipment that will be installed or removed. If requested by the City, Bidders must submit written verification of current and valid authorization, satisfactory to the City, prior to Award. Failure to submit written verification of authorization, satisfactory to the City within a time frame specified by the City will result in the Quotation being declared Non-Compliant.

6.8.2 Prior to award, if requested by the City, the Bidder must submit written verification that

they have a minimum of 5 licensed HVAC technicians on staff. Failure to submit written verification of 5 licensed HVAC staff satisfactory to the City within 2 days of being requested by the City will result in the quotation being declared non-compliant.

6.9 Bidder References

6.9.1 In order for the City to confirm that Bidders have the required experience in providing Similar Preventative Maintenance and Repair Services detailed in this RFQ to similar organizations, Bidders must submit in the form provided for this purpose in Appendix "D" the following references. Failure to comply with these requirements will result in your quotation being declared non-compliant.

6.9.2 Provide two (2) references that meet the following minimum requirements:

Provision of similar preventative maintenance and repair services as detailed in this RFQ Services are for a commercial, institutional or municipal organization with multiple buildings. The Bidder has had at least a two (2) year contract with the reference for Preventative

Maintenance and Repairs in the last 7 years.

6.9.3. One of the references for HVAC must be for a heritage-sensitive repairs or installation project in a building that is a designated heritage building (see definition in chart). A 'listed' heritage building is not acceptable. The project must have been completed in the last 7 years.

6.9.3 The City may contact the references provided. Should any reference fail to confirm that the HVAC / Plumbing services listed services listed were performed in a satisfactory manner; the Quotation may be declared Non-Compliant. Quotations with incomplete reference information may be declared non-compliant.

6.10 Samples– NOT APPLICABLE

6.11 Usage Reports– NOT APPLICABLE

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7.0 Award 7.1 Subject to the process terms contained in Appendix "A" and the City's procurement policies, it is

the intent of the City to award a Contract to one (1) Bidder based on the Bidder meeting specification and providing the lowest total base bid price cost as shown in Appendix “C” – Price Form inclusive of prompt payment .

7.2 Upon award the City will confirm with the Vendor, the Deliverables, date(s) and any other

instructions related to the Deliverables being provided. 7.3 The provision of Deliverables shall not commence until a signed Contract for the Deliverables is

issued and a Contract Release Order (CRO) has been issued. 7.4 The intention is to award a Contract to the overall lowest Bidder whose Quotation meets the

requirements of this Request for Quotation based on the initial contract period.

8.0 Disclosure of Information

After award, the Vendor acknowledges that the City may inform its Agencies and Corporations of the Vendor's Contract with the City. If the Vendor wishes to provide the same Deliverables to the City's Agencies and Corporations, it shall use commercially reasonable efforts to negotiate for the purpose of entering into separate and distinct contracts with the City's Agencies and Corporations based on the same or comparable terms (including price and duration) as are set out in the City's Contract with the Vendor. The Vendor further acknowledges that the City shall not be liable for any separate contracts negotiated with the City's Agencies and Corporations by the Vendor.

9.0 Specifications

See the detailed Specification later in this RFQ in Appendix F.

10.0 Quantity

10.1 Quantities provided are estimates only and should not be interpreted as indicating a minimum or maximum order quantity. The quantities shall be used as a basis for comparison upon which the award will be made. These quantities are not guaranteed to be accurate and are furnished without any liability to the City whether decreased or increased.

11.0 Material Safety Data Sheets (MSDS) – NOT APPLICABLE

12.0 Delivery and Installation 12.1 The Vendor must deliver the specified Deliverables as per their Quotation without substitution or

deviation. 12.2 The Vendor shall provide staff who are licensed/certified to complete maintenance and repairs on

the HVAC and plumbing equipment at the Cultural sites. 12.2 Delivery will be to city of Toronto locations as per the contract/contract release order.

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12.3 Not providing service within the timeframe specified and agreed to may result in the Contract

being cancelled.

12.4 Where the Vendor is responsible for installation of HVAC or Plumbing parts and equipment the installation will include

a) Testing to ensure the parts or equipment is fully functioning per manufacturer's instructions.

12.5 The Vendor shall restore all property temporarily removed, damaged, or destroyed during the

supply, delivery, and installation, of Products to the satisfaction of the City and at no cost to the City. The Vendor, before final payment, shall remove all surplus materials and any debris of every nature resulting from its operation and put the site(s) in a neat, orderly condition; thoroughly clean. If the Vendor fails to clean up at the completion of the supply, delivery, and installation of the Products, then the City may do so and charge the Vendor for the costs thereof, or deduct said costs from any monies still owing to the Vendor.

12.6 The Vendor shall furnish all labour, materials, services, supplies, tools, equipment, apparatus, transportation, facilities and incidentals required and perform all operations necessary to accomplish the complete installation of the Product(s).

12.7 A hard copy packing slip must accompany the products delivered and include at a minimum, the

purchase order number, the requisitioner's name and address, a description of the items delivered complete with serial numbers, part numbers, and quantity shipped.

13.0 Return of Products

13.1 Should the Product fail to work upon arrival, or within thirty (30) days of arrival, the Product will be returned for a complete exchange of new working Product (same make and model), at no cost to the City. The Product must be exchanged within five (5) business days of notification. The Warranty Period of the replaced Product will be deemed to date from the day of replacement.

13.2 If the Product(s) do not function as warranted and the problem cannot be resolved to the satisfaction of the City, then the Product(s) may, at the sole discretion of the City, be returned for a full refund.

14.0 Warranty

14.1 All Products supplied as part of the HVAC and Plumbing Maintenance and Repair Services are to come with a minimum one (1) year standard manufacturer’s warranty.

15.0 Insurance (Refer to Appendix B – General Contract Terms and Conditions)

Refer to Appendix B, Item 6.

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16.0 Performance Security

Refer to Section 6.5 of the RFQ with respect to Bid Security. 17.0 Occupational Health and Safety 17.1 Bidders are required to submit a properly commissioned (**) Occupational Health and Safety

Statutory Declaration (“OHSA Declaration”) in the form attached to this Quotation Request prior to award. (Form can be found in Appendix "D" – Supplementary Forms).

17.2 If a properly commissioned OHSA Declaration is not submitted with your Quotation, the City may provide a Bidder with an opportunity to submit the required OHSA Declaration within five (5) working days of such written request. Failure to submit the OHSA Declaration in response to that written request or the inability of the Bidder to satisfy the requirements set out in the OHSA Declaration are grounds for default. The City may also consider previous OHSA violations as grounds for rejection of a Quotation and the City may terminate any contract arising from this Request for Quotation if the Bidder is continuously in violation of OHSA requirements.

17.3 In the event that a Bidder is unable to satisfy the OHSA Declarations requirements, Bidders are

advised Occupational Health and Safety training is available to Ontario contractors through the Construction Safety Association. That training should enable Bidders to identify whether further training is necessary to satisfy the requirements of the OHSA Declaration on future Tender/Quotation/Request for Proposal submissions.

17.4 The following persons, by virtue of their office, are Commissioners for taking affidavits in Ontario:

Members of the Legislative Assembly, Provincial judges and justices of the peace, and barristers and solicitors entitled to practise law in Ontario.

18.0 Other Terms – NOT APPLICABLE

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APPENDIX “A” REQUEST FOR QUOTATIONS PROCESS TERMS AND CONDITIONS 1. Bidder’s Responsibility (1) It shall be the responsibility of each Bidder:

a) to examine all the components of this Request for Quotations (RFQ), including all appendices, forms and Addenda;

b) to acquire a clear and comprehensive knowledge of the required Deliverables before submitting a Quotation;

c) to become familiar and (if it becomes a successful Bidder) comply with all of the terms and conditions contained in this RFQ and the City’s Policies and Legislation set out on the City of Toronto website at: www.toronto.ca/tenders/index.htm

(2) The failure of any Bidder to receive or examine any document, form, addendum, or policy shall not

relieve the Bidder of any obligation with respect to its Quotation or any purchase order issued based on the Bidder’s Quotation.

2. City Contact and Questions

(1) All contact and questions concerning this RFQ should be directed in writing to the City employee(s) designated as “Buyer” in the RFQ.

(2) No City representative, whether an official, agent or employee, other than those identified as “Buyer” or the Chief Purchasing Official or his/her delegate are authorized to speak for the City with respect to this RFQ, and any Bidder who uses any information, clarification or interpretation from any other representative does so entirely at the Bidder’s own risk.

(3) Not only shall the City not be bound by any representation made by an unauthorized person, but any attempt by a Bidder to bypass the RFQ process may be grounds for rejection of its Quotation.

(4) Commencing from the issue date of this RFQ until the time of any ensuing Award, no communication shall be made by any person, including potential Bidders, or its representatives, including a third-person representative employed or retained by it (or any unpaid representatives acting on behalf of either), to promote its Quotation or oppose any competing Quotation, nor shall any potential Bidder, or its representatives, including a third-person representative employed or retained by it (or any unpaid representatives acting on behalf of either), discuss this RFQ or its Quotation with any City staff, City officials or Council member(s), other than a communication with the "City Contact" identified on page 1 on this RFQ.

(5) Communications in relation to this RFQ outside of those permitted by the applicable procurement policies and this RFQ document contravene the Lobbying By-law, an offence for which a person is liable to a maximum fine of $25,000.00 on a first conviction and $100,000.00 on each subsequent conviction. In addition, the City's Procurement Processes Policy provides that any Bidder found in breach of the policy may be subject to disqualification from the call or a future call or calls at the discretion of Council.

(6) Notwithstanding anything to the contrary set out in this document, the obligations with respect to lobbying as set out in the City of Toronto Municipal Code, Chapter 140 shall apply. The links to the City's Procurement Processes Policy, Lobbying By-Law and Interpretive Bulletin on Lobbying and Procurement are as follows:

http://www.toronto.ca/citybusiness/pdf/policy_procurement_process.pdf http://www.toronto.ca/legdocs/municode/1184_140.pdf http://www.toronto.ca/lobbying/pdf/interpretation-bulleting_lobbying-procurements.pdf

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3. Addenda

If it becomes necessary to revise any part of this RFQ, the revisions will be by Addendum posted electronically in Adobe PDF format on the City’s website at www.toronto.ca/calldocuments. Bidders and prospective Bidders SHOULD MONITOR THAT SITE as frequently as they deem appropriate until the day of the Deadline. Only answers to issues of substance will be posted. The City reserves the right to revise this RFQ up to the Closing Deadline. When an Addendum is issued the date for submitting Quotations may be revised by the City if, in its opinion, the City determines more time is necessary to enable Bidders to revise their Quotations.

All Bidders must acknowledge receipt of all Addenda in the space provided on the Quotation Submission Form. The City’s Purchasing and Materials Management Division will make reasonable efforts to issue the final Addendum (if any) no later than two (2) days prior to the Deadline.

4. Exceptions to Mandatory Terms and Conditions

If a Bidder wishes to suggest a change to any mandatory term or condition set forth in any part of this RFQ it should notify the Buyer in writing not later than three (3) Business Days before the Closing Deadline. The Bidder must clearly identify any such term or condition, the proposed change and the reason for it. If the City wishes to accept the proposed change, the City will issue an Addendum as described in the article above titled Addenda. The decision of the City shall be final and binding, from which there is no appeal. Changes to mandatory terms and conditions that have not been accepted by the City by the issuance of an Addendum are not permitted and any Quotation that takes exception to or does not comply with the mandatory terms and conditions of this RFQ will be rejected.

5. Omissions, Discrepancies and Interpretations

A Bidder who finds omissions, discrepancies, ambiguities or conflicts in any of the RFQ documentation or who is in doubt as to the meaning or has a dispute respecting any part of the RFQ should notify the Buyer noted in this RFQ in writing. If the City considers that a correction, explanation or interpretation is necessary or desirable, the City will issue an Addendum as described in the article above titled Addenda. The decision and interpretation of the City respecting any such disputes shall be final and binding, from which there is no appeal. No oral explanation or interpretation shall modify any of the requirements or provisions of the RFQ.

6. Incurred Costs

The City will not be liable for, nor reimburse, any potential Bidder or Bidders, as the case may be, for costs incurred in the preparation and submission of any Quotation.

7. Limitation of Liability

The City shall not be liable for any costs, expenses, loss or damage incurred, sustained or suffered by any Bidder prior, or subsequent to, or by reason of the acceptance or the non-acceptance by the City of any Quotation, or by reason of any delay in acceptance of a Quotation, except as provided in this RFQ.

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8. Post-Submission Adjustments and Withdrawal of Quotations

(1) No unilateral adjustments by Bidders to submitted Quotations will be permitted.

(2) A Bidder may withdraw its Quotation prior to the Closing Deadline any time by notifying the Buyer designated in this RFQ in writing.

(3) A Bidder who has withdrawn a Quotation may submit a new Quotation, but only in accordance with the terms of this RFQ.

(4) After the Closing Deadline each submitted Quotation shall be irrevocable and binding on Bidders for a period of 90 days.

(5) If the City makes a request to a Bidder for clarification of its Quotation, the Bidder will provide a written response within 48 hours accordingly, unless otherwise indicated, which shall then form part of the Quotation.

9. No Collusion or Unethical Conduct

(1) No Bidder may discuss or communicate about, directly or indirectly, the preparation or content of its Quotation with any other Bidder or the agent or representative of any other Bidder or prospective Bidder. If the City discovers there has been a breach at any time, the City reserves the right to disqualify the Quotation or terminate any ensuing contract.

(2) By submitting a Quotation in response to this Quotation Request, the Bidder certifies that:

a) the prices in the Quotation have been arrived at independently of those of any other Bidder;

b) the prices in the Quotation have not been knowingly disclosed by the Bidder, and will not knowingly be disclosed by the Bidder prior to the award of purchase, directly or indirectly, to any other Bidder or competitor; and

c) no attempt has been made, or will be made, to induce any other person to submit or not to submit a Quotation, for the purpose of restricting competition.

(3) Bidders must not have common ownership, directors, or management, or any other affiliation, connection, association or attachment with each other that may be deemed to compromise the principle of competition. Bidders must disclose any arrangements with other Bidders (including but not limited to subcontracting) that may reasonably be deemed to compromise the principle of competition, at or prior to the Closing Deadline.

10. Prohibition against Gratuities

(1) No Bidder and no employee, agent or representative of the Bidder, may offer or give any gratuity in the form of entertainment, participation in social events, gifts or otherwise to any officer, director, agent, appointee or employee of the City in connection with or arising from this RFQ, whether for the purpose of securing a contract or seeking favourable treatment in respect to the award or amendment of the contract or influencing the performance of the contract, including without restriction enforcement of performance standards, or expressing appreciation, or providing compensation, for the award of a contract or for performance of the City's obligations thereunder or for conferring favours or being lenient, or in any other manner whatsoever.

(2) If the City determines that this article has been breached by or with respect to a Bidder, the City may exclude its Quotation from consideration, or if a contract has already been entered into, may terminate it without incurring any liability.

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11. Conflicts of Interest/Unfair Advantage

(1) In its Quotation, the Bidder must disclose to the City any potential conflict of interest that might compromise the performance of the work or which might reasonably compromise or provide the Bidder an unfair advantage in the bidding process. If such a conflict of interest does exist, the City may, at its discretion, refuse to consider the Quotation.

(2) The Bidder must also disclose whether it is aware of any City employee, Council member or member of a City agency, board or commission or employee thereof having a financial interest in the Bidder and the nature of that interest. If such an interest exists or arises prior to the award on any contract, the City may, at its discretion, refuse to consider the Quotation or withhold the awarding of any contract to the Bidder until the matter is resolved to the City’s sole satisfaction.

(3) Bidders are cautioned that the acceptance of their Quotation may preclude them from participating as a Bidder in subsequent projects where a conflict of interest may arise. The Bidder for this project may participate in subsequent/other City projects provided the Bidder has satisfied pre-qualification requirements of the City, if any, and in the opinion of the City, no conflict of interest would adversely affect the performance and successful completion of an agreement by the Bidder.

12. Quasi-Criminal/Criminal Activity of a Proponent

(1) The City may reject a Quotation or Bidder if the City:

a) confirms that the Bidder or any individual that owns, directs, or controls the Bidder has been charged with or convicted of an offence under the Criminal Code, an offence under other applicable Requirements of Law, or an offence pursuant to similar laws outside of Ontario, or has been named in an order or similar enforcement measure by a regulatory authority;

b) determines that this charge or conviction or order is material to the given procurement; and

c) determines that, in light of this charge or conviction, awarding the Bidder could compromise the

delivery of the deliverables or would otherwise undermine the business reputation of the City of the public's confidence in the integrity of the call process

13. Failure or Default of Bidder

(1) If the Bidder, for any reason, fails or defaults in respect of any matter or thing which is an obligation of the Bidder under the terms of the RFQ, the City may at its option:

a) Consider that the Bidder has submitted a non-compliant Bid, whereupon the City may also rescind any acceptance of the [Proposal/Bid] as null and void; or

b) Consider that the Bidder has abandoned any Agreement and require the Bidder to pay the City the

difference between its Quotation and any other Quotation which the City accepts, if the latter is for a greater amount and, in addition, to pay the City any cost which the City may incur by reason of the Bidder’s failure or default. The Bidder shall be ineligible to submit a new Quotation for any Call that the City is required to reissue as a result of the Bidder's failure or default or where the City deems that the Bidder has abandoned the Agreement.

14. Acceptance of Quotations

(1) The City shall not be obliged to accept any Quotation in response to this RFQ.

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(2) The City may modify and/or cancel this RFQ prior to accepting any Quotation.

(3) Quotations may be accepted or rejected in total or in part.

(4) The lowest quoted price may not necessarily be accepted by the City.

(5) In determining which Quotation provides the best value to the City, consideration may be given to the past performance of any Bidder.

(6) Quotations which are incomplete, not completed in ink, conditional or obscure or which contain additions not called for, erasures or alterations of any kind may be rejected.

(7) The City reserves the right to waive immaterial defects and minor irregularities in any Quotation.

(8) Quotations not completed in non-erasable medium and signed in ink shall be rejected.

(9) The City reserves the right to verify the validity of information submitted in the Quotation and may reject any Quotation where, in the City’s sole estimation, the contents appear to be incorrect, inaccurate or inappropriate.

(10) The City reserves the right to assess the ability of the Bidder to perform the contract and may reject any Quotation where, in the City’s sole estimation, the personnel and/or resources of the Bidder are insufficient.

(11) The City may reject a Quotation if it determines, in its sole discretion, that the Quotation is materially unbalanced. A Quotation is materially unbalanced when:

a) it is based on prices which are significantly less than cost for some items of work and prices which are significantly overstated in relation to cost for other items of work; and

b) the City had determined that the Quotation may not result in the lowest overall cost to the City even though it may be the lowest submitted Quotation; or

c) it is so unbalanced as to be tantamount to allowing an advance payment.

15. Currency

Unless otherwise stated herein, prices quoted are to be in Canadian dollars.

16. Tied Bids

In the event that the City receives two or more Quotations identical in price, the City reserves the right to select one of the tied Quotations by way of a coin toss (in the case of two identical bids), or lottery (in the case of more than two identical bids).

17. Mathematical Errors

In the event of mathematical errors found in the pricing pages, the unit prices quoted shall prevail. Extensions and totals will be corrected accordingly and adjustments resulting from the correction will be applied to the total price quoted.

18. City Confidential Information

(1) City Confidential Information provided by City staff to any Bidder or prospective Bidder in connection with, or arising out of this RFQ, the Deliverables or the acceptance of any Quotation:

a) is and shall remain the property of the City; b) must be treated by Bidders and prospective Bidders as confidential;

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c) must not be used for any purpose other than for replying to this RFQ, and for fulfillment of any related subsequent contract.

19. Ownership and Disclosure of Quotation Documentation

(1) The documentation comprising any Quotation submitted in response to this RFQ, along with all correspondence, documentation and information provided to the City by any Bidder in connection with, or arising out of this RFQ, once received by the City:

a) shall become a record of the City; b) shall become subject to the Municipal Freedom of Information and Protection of Privacy Act

("MFIPPA"), and may be released, pursuant to that Act and other Requirements of Law. (2) Because of MFIPPA, Bidders should identify in their Quotation any scientific, technical, commercial,

proprietary or similar confidential information, the disclosure of which could cause them injury. (3) Each Bidder’s name and quoted total base price shall be made public.

(4) By submitting a Quotation, the Bidder acknowledges that it will be made available to members of City Council and Committees on a confidential basis and may be released to members of the public pursuant to an access request made under MFIPPA and other Requirements of Law.

20. Intellectual Property Rights

Each Bidder warrants that the information contained in its Quotation does not infringe any third party intellectual property right and agrees to indemnify and save harmless the City, its staff and its consultants, if any, against all claims, actions, suits and proceedings, including all costs incurred by the City brought by any person in respect of the infringement or alleged infringement of any patent, copyright, trademark, or other intellectual property right in connection with their Quotation. 21. Governing Law

This RFQ and any Quotation submitted in response to it and the process contemplated by this RFQ shall be governed by the laws of the Province of Ontario. Any dispute arising out of this RFQ or this RFQ process will be determined by a court of competent jurisdiction in the Province of Ontario.

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APPENDIX "B" GENERAL CONTRACT TERMS AND CONDITIONS In addition to any other terms and conditions contained elsewhere in this RFQ, the following terms and conditions shall form part of the Contract between the City and the Vendor and are deemed to be incorporated into and take precedence over the terms of any purchase order(s) issued in connection with this RFQ. The order of precedence shall be: (i) the RFQ, including any appendices, schedules and Addenda; (ii) the purchase order; and (iii) the Quotation;

1. Compliance with Laws

The Vendor will be required to comply, at its sole expense, with all applicable Requirements of Law (including, without limitation, the City's Fair Wage and other policies or by-laws applicable to the City's vendors, the Ontario Fire Code, the Ontario Employment Standards Act, the Ontario Human Rights Code, the Ontario Labour Relations Act, the Workplace Safety and Insurance Act, the Income Tax Act and Occupational Health and Safety requirements) in relation to the provision of any Services, including the obtaining of all necessary permits and licences, and shall submit proof of such compliance to the City, upon request, and the Vendor shall indemnify and save the City harmless from any liability or cost suffered by it as a result of the vendor's failure to comply with this provision. 2. Non-Exclusivity

The awarding of a Contract to a Vendor shall not be a guarantee of exclusivity. 3. Confidentiality

The Vendor shall treat as confidential all information of any kind which comes to the attention of the Vendor in the course of carrying out the Services and shall not disseminate such information for any reason without the express written permission of the City or otherwise in accordance with MFIPPA or other applicable privacy law. The Vendor may be required to enter into a detailed confidentiality and conflict of interest agreement in a form satisfactory to the City Solicitor.

4. Conflict of Interest

The Vendor shall: (a) avoid any Conflict of Interest in the performance of its contractual obligations; (b) disclose to the City without delay any actual or potential Conflict of Interest that arises during the performance of its contractual obligations; and (c) comply with any requirements prescribed by the City to resolve any Conflict of Interest. In addition to all other contractual rights or rights available at law or in equity, the City may immediately terminate the Contract upon giving notice to the Vendor where: (a) the Vendor fails to disclose an actual or potential Conflict of Interest; (b) the Vendor fails to comply with any requirements prescribed by the City to resolve or manage a Conflict of Interest; or (c) the Vendor’s Conflict of Interest cannot be resolved to the City's reasonable satisfaction. 5. Indemnities (1) The Vendor shall indemnify and save harmless the City of Toronto, its Mayor, Members of Council,

officers, employees, and agents from and against any losses, liens, charges, claims, demands, suits, proceedings, recoveries and judgments (including legal fees and costs) arising from or related to the Vendor's performance or non-performance of its obligations, including payment obligations to its

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approved subcontractors and suppliers and others, and including or breach of any confidentiality obligations under the Contract or infringement, actual or alleged of any Canadian, American or other copyright, moral right, trade-mark, patent, trade secret or other thing with respect to which a right in the nature of intellectual/industrial property exists.

(2) Upon assuming the defence of any action covered under this sub-article the Vendor shall keep City of Toronto reasonably informed of the status of the matter, and the Vendor shall make no admission of liability or fault on City of Toronto's part without City of Toronto's written permission.

Intellectual Property Indemnity

The Vendor shall indemnify and save harmless the City of Toronto, its Mayor, Members of Council, officers, employees, and agents from and against any losses, liens, charges, claims, demands, suits, proceedings, recoveries and judgements (including legal fees and costs) arising from infringement, actual or alleged, by the Quotation, its use or misuse, or by any of the deliverables developed or provided or supplied under or used in connection with the Services (including the provision of the Services themselves), of any Canadian, American or other copyright, moral right, trade-mark, patent, trade secret or other thing with respect to which a right in the nature of intellectual/industrial property exists.

Employment & WSIB Indemnity

Nothing under this Agreement shall render the City responsible for any employment, benefit or termination liability (including those under or in connection with the Workplace Safety and Insurance Act, 1997 or any successor legislation ("WSIA"), whether statutorily required, at common law or otherwise, resulting from Services supplied under this Agreement by persons employed or otherwise engaged by the Vendor. In the event that employment related costs, or other related responsibility falls to the City for any reason whatsoever, the Vendor agrees to indemnify the City for such costs.

6. Insurance

The successful Vendor agrees to purchase and maintain in force, at its own expense and for the duration of the services, the following policies of insurance, which policies shall be in a form and with an insurer acceptable to the City. A certificate evidencing these policies signed by the insurer or an authorized agent of the insurer must be delivered to the City prior to the commencement of services: 1. Commercial General Liability provided that the policy:

(i) is in the amount of not less than Two Million Dollars ($2,000,000.00), per occurrence;

(ii) adds the City of Toronto as an additional insured;

(iii) includes Non-Owned Automobile Liability, Employer's Liability and/or Contingent Employer's Liability, and any other provision relevant to the services;

(iv) includes a clause which will provide the City with thirty (30) days' prior written notice of

cancellation (15 days if cancellation is due to non-payment of premium).

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Notwithstanding anything to the contrary contained in this Agreement, kept in full force and effect for a period of time ending no sooner than TWO YEARS after the termination or expiry of this Agreement, as the case may be.

2. Automobile Liability insurance with a minimum limit of One Million Dollars ($1,000,000) for all

owned or leased licensed motorized vehicles used in the performance of services.

It is understood and agreed that the coverage and limits of liability noted above are not to be construed as the limit of liability of the vendor in the performance of services. It is also agreed that the above insurance policies may be subject to reasonable deductible amounts, which deductible amounts shall be borne by the vendor. At the expiry of the policies of insurance, original signed Certificates evidencing renewal will be provided to the City without notice or demand. The successful vendor is responsible for any loss or damage whatsoever to any of its materials, goods, equipment or supplies and will maintain appropriate all-risk coverage as any prudent owner of such materials, goods, supplies and equipment. The successful vendor shall have no claim against the City or the City’s insurers for any damage or loss to its property and shall require its property insurers to waive any right of subrogation against the City.

7. No Assignment

The Vendor shall not assign any part of the Contract nor any interest therein without the prior written consent of the City, which consent shall not be unreasonably withheld. However, such written consent shall not under any circumstances relieve the Vendor of its liabilities and obligations under this RFQ and the Contract, including the terms of this RFQ.

8. Subcontractors

(1) The Vendor shall be solely responsible for the payment of every subcontractor employed, engaged, or retained by it for the purpose of assisting it in the performance of its obligations under the contract. The Vendor shall coordinate the provision of the Deliverables by its subcontractors in a manner acceptable to the City, and ensure that they comply with all the relevant requirements of the Contract.

(2) The Vendor shall be liable to the City for all costs or damages arising from acts, omissions, negligence or willful misconduct of its subcontractors.

9. Personnel and Performance (1) The Vendor must make available appropriately skilled workers, consultants or subcontractors, as

appropriate, and must be able to provide the necessary materials, tools, machinery and supplies to fulfill its obligations under the Contract.

(2) The Vendor shall be responsible for its own staff resources and for the staff resources of any subcontractors and third-party service providers.

(3) The Vendor will ensure that its personnel (including those of approved subcontractors), when using any City buildings, premises, equipment, hardware or software shall comply with all security policies, regulations or directives relating to those buildings, premises, equipment, hardware or software.

(4) Personnel assigned by the Vendor to provide the deliverables (including those of approved

subcontractors) may also, in the sole discretion of the City, be required to sign confidentiality and conflict of interest agreement(s) satisfactory to the City Solicitor.

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10. Independent Contractor

The Vendor and the City agree and acknowledge that the relationship of the City and the Vendor is one of owner and independent contractor and not one of employer-employee. Neither is there any intention to create a partnership, joint venture or joint enterprise between the Vendor and the City.

11. Warranties and Covenants

The Vendor represents, warrants and covenants to the City (and acknowledges that the City is relying thereon) that any deliverable resulting from or to be supplied or developed under the Contract will be in accordance with the City’s functional and technical requirements (as set out in the RFQ) and, if applicable, will function or otherwise perform in accordance with such requirements.

12. Ownership of Intellectual Property and Deliverables

The City will own all intellectual property rights, including (without limitation) copyright, in and to all deliverables provided by the Vendor and its subcontractors. All information, data, plans, specifications, reports, estimates, summaries, photographs and all other documentation prepared by the Vendor in the connection with the provision of the Deliverables under the Contract, whether they be in draft or final format, shall be the property of the City.

13. Termination Provisions

(1) Upon giving the Vendor not less than 30 days’ prior written notice, the City may, at any time and without cause, cancel the Contract, in whole or in part. In the event of such cancellation, the City shall not incur any liability to the Vendor apart from the payment for the Deliverables that have been satisfactorily delivered or performed by the Vendor at the time of cancellation.

(2) Failure of the Vendor to perform its obligations under the Contract shall entitle the City to terminate the Contract upon ten (10) calendar days’ written notice to the Vendor if a breach which is remediable is not rectified in that time. In the event of such termination, the City shall not incur any liability to the Vendor apart from the payment for the Deliverables that have been satisfactorily delivered or performed by the Vendor at the time of termination.

(3) All rights and remedies of the City for any breach of the Vendor's obligations under the Contract shall be cumulative and not exclusive or mutually exclusive alternatives and may be exercised singularly, jointly or in combination and shall not be deemed to be in exclusion of any other rights or remedies available to the City under the Contract or otherwise at law.

(4) No delay or omission by the City in exercising any right or remedy shall operate as a waiver of them or of any other right or remedy, and no single or partial exercise of a right or remedy shall preclude any other or further exercise of them or the exercise of any other right or remedy.

14. Liquidated Damages

If the vendor at any time fails to supply all goods or services to the City as specified within the Contract, or fails to replace goods or services rejected by the City, then the City shall be permitted to procure such goods or services elsewhere and charge any additional costs incurred by the City to the vendor as liquidated damages, unless otherwise specified, and deduct such amounts from payments due to the vendor or to otherwise collect such costs from the vendor by any other method permitted by law.

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15. Right to Retain Monies

The City shall have the right to retain out of monies payable to the vendor under the Contract the total amount outstanding for time to time of all claims arising out of the default of the vendor of its obligations to the City. This shall include claims pursuant to this or any other contract or cause of action between the vendor and the City which have not been settled between the City and the vendor.

16. Occupational Health and Safety

(1) The Vendor shall comply with all federal, provincial or municipal occupational health and safety legislative requirements, including, and without limitation, the Occupational Health and Safety Act, R.S.O., 1990 c.0.1 and all regulations thereunder, as amended from time to time (collectively the "OHSA").

(2) Nothing in this section shall be construed as making the City the "employer" (as defined in the

OHSA) of any workers employed or engaged by the Vendor for the Work, either instead of or jointly with the Vendor.

(3) The Vendor agrees that it will ensure that all subcontractors engaged by it are qualified to perform the Work and that the employees of subcontractors are trained in the health and safety hazards expected to be encountered in the Work.

(4) The Vendor acknowledges and represents that:

a) The workers employed to carry out the Work have been provided with training in the hazards of the Work to be performed and possess the knowledge and skills to allow them to work safely;

b) The Vendor has provided, and will provide during the course of the agreement, all necessary personal protective equipment for the protection of workers;

c) The Vendor’s supervisory employees are competent, as defined in the OHSA, and will carry out their duties in a diligent and responsible manner with due consideration for the health and safety of workers;

d) The Vendor has in place an occupational health and safety policy in accordance with the OHSA; and e) The Vendor has a process in place to ensure that health and safety issues are identified and addressed

and a process in place for reporting work-related injuries and illnesses. (5) The Vendor shall provide, at the request of the General Manager or his designate, the following as

proof of the representations made in paragraph d(i) and d(iv):

a) documentation regarding the training programs provided or to be provided during the Work (i.e. types of training, frequency of training and re-training); and

b) the occupational health and safety policy. (6) The Vendor shall immediately advise the General Manager or his designate in the event of any of the

following:

a) A critical injury that arises out of Work that is the subject of this agreement;

b) An order(s) is issued to the Vendor by the Ministry of Labour arising out of the Work that is the subject of this agreement;

c) A charge is laid or a conviction is entered arising out of the Work that is the subject of this agreement, including but not limited to a charge or conviction under the OHSA, the Criminal Code,

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R.S.C 1985, c. C-46, as amended and the Workplace Safety and Insurance Act, 1997, S.O. 1997, c. 16, Sched. A, as amended.

(7) The Vendor shall be responsible for any delay in the progress of the Work as a result of any violation

or alleged violation of any federal, provincial or municipal health and safety requirement by the Vendor, it being understood that no such delay shall be a force majeure or uncontrollable circumstance for the purposes of extending the time for performance of the Work or entitling the Vendor to additional compensation, and the Vendor shall take all necessary steps to avoid delay in the final completion of the Work without additional cost to the City.

(8) The parties acknowledge and agree that employees of the City, including senior officers, have no

authority to direct, and will not direct, how employees, workers or other persons employed or engaged by the Vendor do work or perform a task that is the subject of this agreement.

17. Workplace Safety and Insurance Board The Vendor shall secure, maintain and pay all costs for Workplace Safety and Insurance Board ("WSIB") workers’ compensation coverage for its employees providing Services under this contract, whether required statutorily or not under the Workplace Safety and Insurance Act, 1997. The Vendor represents and warrants that it shall be in good standing with the WSIB throughout the Term of this Contract. Prior to supplying the Services and prior to receiving payment, the Vendor shall produce a Clearance Certificate issued by the WSIB confirming that the Vendor has paid its assessment based on a true statement of the amount of its current payroll in respect of the Services and that the City is relieved of financial liability. Thereafter, throughout the period of Services being supplied, a new Clearance Certificate will be obtained from the WSIB by the Vendor and provided to the City every 90 days or upon expiry of the Certificate's validity period whichever comes first. The Vendor shall ensure that any and all persons, including but not limited to volunteers, students, subcontractors and independent contractors, providing services under this Contract have secured WSIB coverage, whether required statutorily or not, for the term of this Contract.

18. Accessibility Standards for Customer Service Training Requirements The Vendor shall require all applicable personnel (including those of its subcontractors) to fulfill the training requirements set out in the City's policy on Accessible Customer Service Requirements for Contractors, Consultants and other Service Providers.

19. Invoice and Billing Requirements To assist in prompt payment, it is essential that all required billing information is provided on the invoice submitted to the City of Toronto. If billing information is missing from an invoice it will result in a payment delays. It is the Vendor's responsibility to submit accurate invoices for goods /services delivered to the City of Toronto divisions. If an inaccurate invoice (ie: but not limited to, pricing, quantity or services provided) is submitted, the Vendor will be requested to issue a credit note and submit a new invoice. If the invoice

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in question offered an early payment discount, the re-issue date of the new invoice will be used to calculate the early payment discount terms. 19.1 Standard Invoices: 1) Original hardcopy vendor invoices must be addressed and sent DIRECTLY to: City of Toronto Accounting Services Division Corporate Accounts Payable 55 John Street 14th Floor, Metro Hall Toronto, ON M5V 3C6; or 2). Electronic Invoices To support an electronic payable environment, the City of Toronto Corporate Accounts Payable unit will accept electronic vendor invoices submitted via email to APinvoice@toronto.ca . Electronic invoices submitted must be in a PDF format with either single or multiple invoice(s) per attachment. Note: Do not send statements or past due invoices to this email address, only current invoices will be accepted. Do not send hard copy invoices to Corporate Accounts Payable if you have submitted an electronic invoice. If you have any questions regarding this process, please contact AP Customer Service at 416-397-5235 and follow the prompts. 3) Invoice/s submitted to the City of Toronto must have complete ship to information including:

I. Name of City Division, II. The City Division’s contact name and phone number (the person ordering or picking up

the goods and/or services), III. Delivery location of goods and/or services (excluding pick-up order), IV. Purchasing document information on the invoice (blanket contract number, contract

release order number (CRO) purchase order (PO) or Divisional Purchase Order (DPO) must be clearly indicated on the invoice.

V. Complete "Remit To" address is required on all submitted vendor invoices A purchasing document number must be provided by City Staff at time of order for goods or services. 4) City purchases with the use of a credit card/PCard, are NOT to be sent to Corporate Accounts Payable. These invoices are considered paid. 5) Vendors are encouraged to provide packing slips and/or goods receipt confirmations directly to the

ordering Division for goods/services delivered.

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6) Vendors are to provide backup documentation directly to the ordering Division, not Corporate Accounts Payable.

19.2) Construction Contracts & Consultant Assignments related to Capital Projects – With a

Holdback only. Invoices related to an approved capital project with a holdback and managed by a Contract Administrator (CA) must be forwarded to the CA for review and approval. Billing requirement direction will be provided by the contract custodian or city divisional designate prior to the start of the Contract. 1) All invoices must be addressed and sent DIRECTLY to: Contract Administrator

City of Toronto Address Contact Info: Phone #, E-mail address Note: Contact Information of respective CA will be provided in writing, prior to the start of the contract. 2) Invoice/s submitted to the City of Toronto Contract Administrator must have complete information including:

I. Contract/Project Number I. Name of City Division and Contract Administrator

II. Vendor Number III. Vendor Name and address IV. The City Division’s contact name and phone number (the person ordering or picking up

the goods and/or services), V. Description of work/ Project Name

VI. Location of work VII. Bill through Dates(Work Done): from and to

VIII. Invoice Date IX. Sub-total Amount: Excluding all taxes X. Total Invoice Amount; Including all taxes

Purchasing document information on the invoice (blanket contract number, contract release order number (CRO) purchase order (PO) or Divisional Purchase Order (DPO), must be clearly indicated on the invoice. (*This purchasing number should be provided by City staff at the time of order*)

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APPENDIX “C” PRICE FORM

UNIT PRICES QUOTED SHALL INCLUDE ALL LABOUR, MATERIALS & EQUIPMENT FOR THE SUPPLY, DELIVERY, INSTALLATION & ALL OTHER CHARGES, EXCLUDING HARMONIZED SALES TAX (HST)

IN THE EVENT OF MATHEMATICAL ERRORS FOUND IN THE PRICING PAGES, THE UNIT PRICES QUOTED SHALL PREVAIL. EXTENSIONS AND TOTALS WILL BE CORRECTED ACCORDINGLY AND ADJUSTMENTS RESULTING FROM THE CORRECTION WILL BE APPLIED TO THE TOTAL PRICE QUOTED.

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PRICE SCHEDULE

Labour Rates RFQ NO. 4305-16-5014

A B C

TradeEstimated

Hours

Total Hourly Labour Cost (Year 1)

* See Note above

Extended Price

(A x B)

Licensed Technician - HVAC 800 $ $

Service Technician - Plumbing 350 $ $

Apprentice HVAC 100 $ $Apprentice Plumber 50 $ $

Licensed Technician - HVAC 50 $ $

Service Technician - Plumbing 25 $ $

Apprentice - HVAC 10 $ $Apprentice - Plumber 5 $ $

$

$

$15,000.00

$

%

$

$

(Copy amount above to Front Page

of RFQ)

Labour Cost increase for subsequent years

All Bidders must comply with Municipal Code, Chapter 67, Fair Wage with respect to Fair Wage rates and/or Labour Trade Obligations, subject to Fair Wage approval. * The Total Hourly Labour Cost MUST comply with the above and include all Travel Time, Vehicle, Mileage, Equipment

Charges, Overhead & Profit and all costs/disbursements for the Bidder to provide the Services.

Any resulting Contract term(s) including any/all option year(s) will be subject to the same terms.

(E) = Miscellaneous Materials - Approximately $10,000.00 per year + ________ %

Percentage Mark-up over Trade Cost

(I) = State Discount Term (eg. Net 15 days)

-see RFQ Section 6.3.3

(K) Total Evaluated Bid Price (excluding taxes) After Discount (G - J)

All price and % line items are to be filled in. Any omission in completion of any/all items in any/all Price Form(s) will result

in the bid submission being declared non-compliant

Bidders that do not fully complete these forms (such as leaving lines blank), or have unclear answers (such as "n/a", "-", or

"tba" etc.) will be declared non-compliant. Prices that are intended to be zero cost/no charge to the city are to be submitted

in the space provided in the Price Form(a) as "$0.00" or "zero".

Percentage Increase for Hourly Rates for the option years is based on the previous year's rates.

Notes

(H) = % Discount (if applicable)

(G) = Total Base Bid Price (Before Discount) for Labour Rates Year 1 (excluding HST) (D) +

(E) + (F)

(J) = Discount applied to Total Base Bid Price (G x H)

Regular Rate (7:00 am to 5:00 pm Mon-Fri.)

Overtime Rate (5:01 pm to 6:59 am Mon-Fri.)

(D) = Sub-Total Extended Price for Labour (Year One) Initial Period (excluding HST)

(F) = Contingency Allowance

Percentage Increases for each of the option years will be based on the annual Consumer Price Index (CPI) - All Items.

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Service Call Minimum Charge:

MARK-UP ON MISCELLANEOUS MATERIALS

Price for all other parts and materials (if required):

Parts and materials are to be provided and charged at “TRADE COST” plus a percent mark-up for overhead, profit and all other charges. Trade Cost

shall mean the actual cost to YOUR ORGANIZATION after deduction for all trade discounts. Do not include Harmonized Sales Tax (HST) in your pricing.

The Bidder must provide the percentage mark-up on Material over "Trade Cost" in Line (X) on the Price Schedule. This percentage mark-up must then be added to the Approximate Annual Value of Materials to achieve the Extended Price. The percentage mark-up shall remain the same for any/all Contract term(s).

The Successful Bidder must be prepared to provide the City proof of “trade cost” within five (5) business days from request. Specifically, a copy of their

trade invoice, as well as the corresponding copy of the invoice issued to the City, for any item or service specified by the City to validate that the mark-up structure applied by the supplier complies with the mark-up structure detailed in their Bid. Failure to comply with this request, and/or in the event the mark-up structure is not in accordance with what was provided in their Bid, will provide cause for the City to terminate the Contract with the Successful Bidder.

The minimum charge will be billed for 3 hours.

* The City reserves the right to delete line item (F) Contingency Allowance from the contract subject to Budget Availability.

State percentage ____% mark up over Trade Cost for Materials.

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RFQ 4305-16-5014

APPENDIX “D” – SUPPLEMENTARY FORMS

1) Declaration of Compliance with Anti-Harassment/Discrimination Legislation & City Policy

2) Statutory Declaration (Occupational Health & Safety)

3) Bidder References Form

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Declaration of Compliance with Anti-Harassment/Discrimination Legislation & City Policy

Organizations/individuals in Ontario, including the City of Toronto, have obligations under the Ontario Human Rights Code, the Occupational Health and Safety Act, the Employment Standards Act, the Accessibility for Ontarians with Disabilities Act, the Criminal Code of Canada and the Charter of Rights and Freedoms. In addition, the City of Toronto also has policies that prohibit discrimination on the additional grounds of political affiliation or level of literacy, subject to the requirements of the Charter. Organizations are required to have and post policies, programs, information, instruction, plans and/or other supports, and an appropriate internal process available to their employees and service recipients to prevent, address and remedy discrimination, racism, harassment, hate and inaccessibility complaints under the applicable legislation and including the additional grounds of discrimination prohibited under City policy. Individuals are obliged to refrain from harassment/hate activity. The City of Toronto requires all organizations and individuals that contract with the City to sign the following Declaration of Compliance with Anti-Harassment/Discrimination Legislation & City Policy. This Declaration must be signed by your organization and submitted with the contract or Letter of Understanding. The name of your organization and the fact that you have signed this declaration may be included in a public report to City Council. Declaration:

I/we uphold our obligations under the above provincial and federal legislation. In addition, I/we uphold our obligations under City policies which prohibit harassment/discrimination on a number of grounds including political affiliation and level of literacy. WHERE LEGALLY MANDATED I/we have in place the necessary policies, programs, information, instruction, plans and/or other supports that are consistent with our obligations, and I/we have an internal process available to my/our employees and service recipients to prevent, address and remedy discrimination, racism, harassment, hate and inaccessibility complaints. I/we agree that I/we shall, upon the request of the City, provide evidence of the policies, programs, information, instruction, plans and other supports and an appropriate internal complaint resolution process required under this Declaration which is sufficient to allow the City to determine compliance. I/We acknowledge that failure to demonstrate compliance with this declaration to the satisfaction of the operating Division, in consultation with the City Solicitor, may result in the termination of the contract. Name of Vendor or Name of Grant Applicant (Organization or Individual): Complete Address: Email _____________________________ Tel. No. ____________________________ Postal Code: Fax No. ____________________________ Name of Signing Officer or Name of Applicant (Name – please print): Position Signature: Date:

Authorised Signing Officer or Individual

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Multilingual Services: 311 and TTY 416-338-0889.Further information: www.toronto.ca/diversity.ca

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STATUTORY DECLARATION (Occupational Health & Safety)

PROVINCE OF ONTARIO ) JUDICIAL DISTRICT OF YORK )

IN THE MATTER OF RFQ NO. __________ AND ANY ENSUING CONTRACT BETWEEN

_______________________________________________ (Company Name)

- AND -

City of Toronto I, ______________________________ of the City/Town/Village of ___________________________ in the Province

(Name) of _____________________________, do solemnly declare the following:

(Name of Province) 1. I am the ___________________________ of the ____________________________ and as such

(Insert Title) (Insert Company Name) have knowledge of the matters herein stated. 2. __________________________ is a sole proprietorship/partnership/corporation with its head office (Company

Name) located at________________________ and has carried on business as a_______________________________________

(contractor/state other type of business) since on or about_____________________.

(Insert Date) 3. _______________________________ since__________________ had in place a Health and Safety Policy

(Company Name) (Insert Date) under Section 25(2) (j) of the Occupational Health and Safety Act, R.S.O. 1990, c. 0.1 as amended, (the “Act”) and has/have developed and maintain(s) on an annual basis a program to implement the written Occupational Health and Safety Policy. A copy of the policy and program for________________________ (Insert Company Name) will be delivered to the City of Toronto upon request by the City and will be available for inspection at the City of Toronto, solely for the purposes of the above noted Contract. 4._______________________________ since__________________ had in place a Workplace Violence and a

(Company Name) (Insert Date) Workplace Harassment Policy under Section 32.0.1(1) of the Occupational Health and Safety Act, R.S.O. 1990, c. 0.1 as amended, (the “Act”) and has/have developed and maintain(s) on an annual basis a program to implement the written Workplace Violence and Workplace Harassment Policy. A copy of the policy and program for________________________ (Insert Company Name) will be delivered to the City of Toronto upon request by the City and will be available for inspection at the City of Toronto, solely for the purposes of the above noted Contract.

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5._______________________________ (Insert Company Name) will employ for the Work under this Contract a supervisor or supervisors who are competent persons as defined by section 1(1) of the Act, and specifically a person or persons who: (a) are qualified because of knowledge, training and experience to organize the Work and its

performance;

(b) are familiar with the Act and the regulations made thereunder that apply to the Work; and

(c) have knowledge of any potential or actual danger to health and safety associated with the Work.

6.________________________________________ (Insert Company Name) will employ for the purpose of

this project the following competent supervisors: __________________________________________ (Insert name of supervisors)

No supervisors other than those named shall work on this Contract.

7. The supervisors employed by________________________________________ (Insert Company Name) has successfully completed the necessary health and safety courses to be considered a competent person to undertake the Work described in the Contract.

AND I/We make this solemn Declaration conscientiously believing it to be true, and knowing that it is of the same force and

effect as if made under oath and by virtue of “The Canada Evidence Act”.

DECLARED BEFORE ME AT THE ) )

OF ) )

IN THE ) _____________________________________________ ) Signing Officer for Company

THIS DAY OF 20___. ) )

A Commissioner etc. )

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RFQ 4305-16-5014 MANDATORY REFERENCES OF MECHANICAL CONTRACTOR

Submitted By: _______________________________________________

In order for the City to confirm that Bidders have the experience in providing similar Preventative Maintenance and Repair Services detailed in this RFQ to similar organizations and with the prerequisite Designated Heritage building experience, Bidders must submit a minimum of two (2) written references as outlined below. One of the references should include a designated heritage building. If neither reference for service contracts includes a designated heritage building then a separate 3rd reference must be provided for your experience for installation and /or repairs in a designated heritage building.

"Designated Heritage Building" means a property has been designated as having cultural heritage value or interest. Designation" confers a legal status on a property by a specific city by-law under the Ontario Heritage Act and gives City Council the legal authority to refuse a building permit application that will adversely affect the property's heritage attributes.

Provide two (2) references that meet the following minimum requirements:

Provision of similar preventative maintenance and repair services as detailed in this RFQ Services are for a commercial, institutional or municipal organization with multiple buildings. The Bidder has had at least a two (2) year contract with the reference for Preventative Maintenance and Repairs in the

last 7 years. Indicate if one or more of the buildings included in the service contract was a designated heritage building.

 1. Company Name: ______________________________

Contact Name/Title: ______________________________

Telephone Number: ______________________________

Email: ______________________________ Year(s) of Service ________________________

Number of Buildings Serviced: ________________________

Designated Heritage Building: Yes No If yes provide Address: _____________________________________________ Address that is on the Municipal Inventory of Heritage Properties (Designated not Listed).

2. Company Name: ______________________________

Contact Name/Title: ______________________________

Telephone Number: ______________________________

Email: ______________________________ Year(s) of Service _______________________

Number of Buildings Serviced: __________________________

Designated Heritage Building: Yes No If yes provide Address: _____________________________________________ Address that is on the Municipal Inventory of Heritage Properties (Designated not Listed).

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MANDATORY REFERENCES CONTINUED…… In the event that your service contract references do not include the heritage requirement, Provide One (1) reference that is for HVAC, heritage-sensitive repairs or installation project in a building that is a designated heritage building (see definitions). A 'listed' heritage building is not acceptable. The project must have been completed in the last 7 years.

1. Company Name: ______________________________

Contact Name/Title: ______________________________

Telephone Number: ______________________________

Email: ______________________________ Year of Service _______________________

Building Name: __________________________

Designated Heritage Building: Yes No If yes provide Address: _____________________________________________ Address that is on the Municipal Inventory of Heritage Properties (Designated not Listed).

THE CITY MAY CONTACT THE REFERENCES PROVIDED. SHOULD ANY REFERENCE FAIL TO CONFIRM THAT THE HVAC AND PLUMBING SERVICES WERE PERFORMED IN A SATISFACTORY MANNER; THE QUOTATION MAY BE DECLARED NON-COMPLIANT. QUOTATIONS WITH INCOMPLETE REFERENCE INFORMATION MAY BE DECLARED NON-COMPLIANT.

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APPENDIX E - CITY POLICY COMPLIANCE FORMS (Also See City Policies Listed in Appendix "E1")

POLICY TO EXCLUDE BIDS FROM EXTERNAL PARTIES INVOLVED IN THE PREPARATION OR DEVELOPMENT OF A SPECIFIC CALL/REQUEST To ensure Fair and Equal Treatment in its competitive procurements, the City of Toronto will undertake to:

- disallow bidders/proponents from submitting a bid to any Tender, Quotation, or Proposal call in which the bidder/proponent has participated in the preparation of the call document; and

- a bidder/proponent who fails to comply will result in disqualification of their response to the call/request. Did you, the Bidder, assist the City of Toronto in the preparation of this Request for Quotation call? Specify: Yes _____ No _____

PURCHASE OF PRODUCTS MANUFACTURED IN FACTORIES WHERE CHILDREN ARE USED AS SLAVE LABOUR OR OTHER EXPLOITIVE CIRCUMSTANCES WHICH IMPEDES CHILD DEVELOPMENT (if applicable) Purpose: To advise suppliers that the City of Toronto does not wish to encourage the use of products manufactured in factories where children are used as slave labour or other exploitive circumstances which impedes child development. Policy: Bidders must state where the products offered have been made. City Council does not wish to see products used that have been made in factories in countries where children are used as slave labour or other exploitive circumstances, which impedes child development. Therefore, preference will be given to bidders that obtain products from any country other than the aforementioned, but this criteria will not be used to disqualify any bidder. Bidders must state where the products offered have been made: _______________________ (Specify) Bidders to state if products offered have been made in factories in countries where children are used as slave labour or other exploitive circumstances which impedes child development: ____________________ (Specify)

This policy will be considered in the evaluation of all Bids received.

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ENVIRONMENTALLY RESPONSIBLE PROCUREMENT STATEMENT (if applicable) For a copy of the City of Toronto Environmentally Responsible Procurement Policy, please download a copy of the Policy at http://www.toronto.ca/calldocuments/pdf/environment_procurement.pdf State if environmentally preferred products/service is being offered: YES______ NO______ State briefly the environmental benefit of the product/service offered: ____________________________________________________________________________________ ______________________________________________________________________________

RESTRICTIONS ON THE HIRING AND USE OF FORMER CITY OF TORONTO MANAGEMENT EMPLOYEES FOR CITY CONTRACTS (if applicable) Respondents are to state the name(s) of any former City of Toronto management employee(s) hired/used by your firm, if any, who have left the employ of the City or its special purpose bodies within the last two years. Specify: ________________________________________________________________________________ This policy will be considered in the evaluation of all submissions received by the City of Toronto.

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APPENDIX “E1” – APPLICABLE CITY POLICIES

For a copy of the City of Toronto Procurement Policies, please download a copy of the Policy by clicking any of the links as provided below or by visiting the following website (www.toronto.ca/purchasing/policies):

(1) FAIR WAGE POLICY*

*Fair Wage Policy – (extracted from Schedule A of the City of Toronto Municipal Code, Chapter 67) FW R (10/07)

The policy and schedules are available on the Fair Wage Office website – www.toronto.ca/fairwage LABOUR TRADES CONTRACTUAL OBLIGATIONS IN THE CONSTRUCTION INDUSTRY* Labour Trades Contractual Obligations – (extracted from Schedule B of the City of Toronto Municipal Code, Chapter 67)

(2) ACCESSIBILITY STANDARDS FOR CUSTOMER SERVICE TRAINING REQUIREMENTS POLICY

(3) POLICY TO EXCLUDE BIDS FROM EXTERNAL PARTIES INVOLVED IN THE PREPARATION

OR DEVELOPMENT OF A SPECIFIC CALL/REQUEST

(4) CONFLICT OF INTEREST POLICY

(5) PURCHASE OF PRODUCTS MANUFACTURED IN FACTORIES WHERECHILDREN ARE USED AS SLAVE LABOUR OR OTHER EXPLOITIVE CIRCUMSTANCES WHICH IMPEDES CHILD DEVELOPMENT

(6) ENVIRONMENTALLY RESPONSIBLE PROCUREMENT STATEMENT

(7) POLICY ON DONATIONS TO THE CITY FOR COMMUNITY BENEFITS

(8) RESTRICTIONS ON THE HIRING AND USE OF FORMER CITY OF TORONTO MANAGEMENT

EMPLOYEES FOR CITY CONTRACTS

(9) RIGHT TO REJECT DEBTORS AND SET OFF POLICY

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APPENDIX “E2” – FAIR WAGE SCHEDULE

The Fair Wage Schedule that is applicable to this Call is the:

“INDUSTRIAL, COMMERCIAL, INSTITUTIONAL (I.C.I.) WORK”

Please review a copy of the Fair Wage Schedule applicable to this Call. The Fair Wage Schedules can be found at the following website:

http://www.toronto.ca/fairwage

In the event that other Fair Wage Schedules may overlap the work covered by this Contract or if you have any questions with respect to the Fair Wage Policy or the Fair Wage Schedules please contact the Fair Wage Office by:

Tel: (416) 392-7300 Fax:(416) 392-0801 E-Mail: fairwage@toronto.ca

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GUIDE TO PROSPECTIVE BIDDERS

APPLICATION OF THE FAIR WAGE SCHEDULES

In accordance with the City of Toronto Fair Wage Policy, Contractors and Sub-contractors are

responsible to pay workers employed in “field work”, a rate of wages not less than that set out

for such work in the applicable Schedule of Wage Rates for this contract is as follows:

APPLICABLE FAIR WAGE SCHEDULE SUBJECT TO LABOUR TRADE

CONTRACTUAL OBLIGATIONS IN THE CONSTRUCTION INDUSTRY

“INDUSTRIAL, COMMERCIAL, INSTITUTIONAL

(I.C.I.) WORK”

On December 18, 2013, City Council enacted By-law No. 1717-2013 that revises the Industrial,

Commercial, Institutional (I.C.I.) Work Schedule for 2013-2016. This schedule is applicable to

the construction industry as determined by work characteristics that include industrial,

commercial, institutional work.

Refer to the Labour Trade Contractual Obligations document for legislated labour requirements

with respect to certified trades.

To obtain a copy of the I.C.I. Schedule, call the Fair Wage Office at the telephone number listed

below or accesses the following link:

Industrial, Commercial, Institutional (I.C.I.) Schedule 2013.pdf

In case of a jurisdictional dispute or dispute as to the rate of wages to be paid under the

contract or to the amount to be paid to any worker, the decision of the Manager, Fair Wage

Office, shall be final and binding upon all parties.

In the event that other Fair Wage Schedules may overlap the work covered by

this contract, please contact the Fair Wage Office at (416) 392-7300 to seek

clarification.

Human Resources

Fair Wage Office 100 Queen Street West City Hall, 18th Floor, West Tower Toronto, ON M5H 2N2

Tel: 416-392-7300

Fax: 416-392-0801

Hotline: 416-392-FAIR

E-mail: fairwage@toronto.ca

Visit us at www.toronto.ca/fairwage

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Mechanical Contractor – Blanket Contract RFQ SPECIFICATION HVAC and Plumbing Repairs and Maintenance at Various Cultural Facilities – City of Toronto January 2016

Museums and Heritage Services

SPECIFICATION SECTION 1- SCOPE OF WORK 1.1 The intent of the Quotation Request is to ensure the efficient and reliable operation of

the HVAC and Plumbing equipment at Various Cultural Facilities within the Museums and Heritage Section of the City of Toronto. The requirements of this Agreement are also designed to prevent equipment failures.

1.2 The Contractor shall furnish all labour, materials, services, supplies, tools, equipment,

apparatus, transportation, facilities, supervision and incidentals necessary to complete the HVAC and Plumbing Repairs and Maintenance at various City of Toronto Cultural facilities (Historical Museums, Theatres, Galleries and Studios) at a fixed hourly rate depending on type of service per Labour Rates Price Schedule.

1.3 Refer to map for List and Location of Cultural Sites / Facilities in the City of Toronto (see

attached). Individual HVAC and Plumbing Repair and Maintenance projects could be at anyone of these sites. The sites extend over the entire City of Toronto.

1.4 The Contractor to maintain electronic version of individual equipment service histories. 1.5 PREVENTATIVE MAINTENANCE (PM) consists of regular scheduled inspections, filter

changes and lubrications along with adjustments, to keep the equipment in good condition; to help prevent breakdowns, harmful depreciation, and costly major repairs. Refer to Equipment Specific Requirements for detailed instructions. Notwithstanding the requirements, service and inspection on HVAC and Plumbing Equipment is to be performed in accordance with the manufacturer’s instructions.

1.6 Preventative Maintenance must be conducted on every piece of equipment listed on the Equipment List and an "HVAC Equipment Inspection Report" must be completed for each. A copy of this report shall be provided to the facility at the completion of each Preventative Maintenance inspection. Where preventative maintenance requirements differ from Equipment Specific Requirements, the list is to be agreed to between the Contractor and the Supervisor, Heritage Facilities Maintenance.

1.7 Labour for Diagnostic inspection of equipment as required or upon request by Museums

and Heritage Services is included under the contract for regular or emergency service calls, in either regular business hours or after hours. Labour and materials to conduct the identified repairs is billable at the rates defined on the pricing schedule.

1.8 Services to be performed on seasonal basis as part of preventive maintenance contract

include: a) Start up equipment before cooling/heating season b) Shut down equipment after cooling/heating season c) Drain water lines, pump, condenser and/or tower to prevent freezing in winter d) Open disconnect switch, remove fuses (where appropriate)

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Mechanical Contractor – Blanket Contract RFQ SPECIFICATION HVAC and Plumbing Repairs and Maintenance at Various Cultural Facilities – City of Toronto January 2016

Museums and Heritage Services

1.9 Repairs and Items not included in Preventative Maintenance Service Museums and Heritage Services will request the contractor visit the site to investigate equipment not working. Contractor to report to Supervisor, Heritage Facilities Maintenance on findings and recommendations. The contractor and Museums and Heritage Services will agree as to what repairs are required. All work must be authorized verbally by the City. Any repair over $1,000.00 must be authorized in writing by the Supervisor, Heritage Facilities Maintenance and a Contract Release Order issued as required, prior to commencement of repair. The City of Toronto reserves the right to obtain competitive quotations for repairs in excess of $3,000.00. The contract is not exclusive, work may be separately quoted.

1. After Preventative Maintenance (PM) has been completed, and upon authorization, repair or replacement items to be invoiced separately at hourly rates from Labour Schedule and Material cost plus markup.

2. Repair work to be included in the blanket contract on an “as needed basis”. 3. Equipment, which are obsolete, inadequate or beyond repair shall be reported to

the Museums and Heritage Services, Supervisor, Heritage Facilities Maintenance outlining the need, type model number and material cost. Replacement of entire equipment is not intended to be part of this contract.

1.10 MATERIALS INCLUDED IN LABOUR RATES for Preventative Maintenance:

Lubricating materials / Grease / Oil Cleaning/ Steam/Chemical cleaning supplies Mounting bolts, screws etc. Paint / rust resistant primer Equipment Light Bulbs

1.11 MATERIALS and PARTS NOT INCLUDED IN LABOUR RATES for Preventative

Maintenance Materials and parts are to be provided and charged at “Trade Cost” plus a percent markup for overhead, profit and all other charges. Trade Cost shall mean the actual cost to mechanical contractor after deduction for all trade discounts.

Filters Belts Control devices Replacement parts Refrigerant-

1.12 Products

1) All supplied equipment must be new and previously not used. 2) All electrical products must be CSA, UL and/or ULC approved. 3) No alternate replacement parts are permitted to be used without the prior written

permission of the City.

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Mechanical Contractor – Blanket Contract RFQ SPECIFICATION HVAC and Plumbing Repairs and Maintenance at Various Cultural Facilities – City of Toronto January 2016

Museums and Heritage Services

SECTION 2- GENERAL REQUIREMENTS 2.1 These general conditions form an integral part of the specifications and shall be read accordingly. Failure to comply with any of these conditions may result in disqualification or termination. 2.2 Heritage Buildings:

Capital Assets Building Portfolio includes predominantly Heritage, Listed Heritage and Designated Heritage Buildings. Tradespeople must have direct experience servicing and repairing equipment and piping in Designated Heritage Buildings. Carry out all repair work on the building with extreme caution to avoid infringing upon or damaging original historic material as to destroy, obliterate, or cause the original to deteriorate. Do no other work than the minimum required to maintain the equipment without the direction and acceptance of the Owner.

2.3 Designated Substances Audits:

Designated Substances Audits exist for all Buildings in the Capital Assets portfolio and will be made available to Mechanical Contractor. Asbestos does exist in certain buildings. Contractor, including all technicians, working in buildings must be trained in Working near Asbestos. If, in the execution of the Work, any previously unknown designated substances are encountered, cease work in area affected and inform Owner immediately. Do not proceed with work in areas affected until receiving instructions from Owner.

2.4 All work under the contract must be performed by a licensed tradesman, or registered apprentice under the direct supervision of a licensed tradesman. 2.5 The Contractor shall maintain a full time business office during normal business hours. The Contractor must provide for twenty-four (24) hour services 7 days a week with immediate response (no longer than 3 hours from the time a call is placed) in the case of an emergency. 24 hour emergency calls shall be considered part of, and included in, this contract. All other service requests, provide a next business day maximum response time. 2.6 All work shall comply with the stated collective agreements as indicated in the Labour Trades document. This document applies to both contractors and sub-contractors. 2.7 All work is to be executed with the best materials of their kind, free from all imperfections and in a sound, workmanlike and substantial manner and, in all respects, subject to the approval of the City. 2.9 Work has to be carried out in accordance with best trade practices to reduce the potential of mould / pest infestations at a minimum, to the complete satisfaction of the City of Toronto Museums and Heritage Services. It will be the contractor’s responsibility to report to the City any faults, which affect the risk of mould / pest infestations and which, may not be within the scope of this contract. This report shall be submitted promptly so that such faults may be corrected by others without delay.

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2.10 . When it is required that equipment be removed for an extended period in order to carry out a repair, the contractor shall supply and install temporary substitute hardware as necessary until such time as the original equipment is repaired and replaced. 2.11 Coordination

1) All work shall be coordinated with the Supervisor, Heritage Facilities Maintenance or the Operations Foreperson.

2) The Supervisor, Heritage Facilities Maintenance to be notified of scheduled dates and times for start-ups and shut downs in order to be present and discuss the operation of the equipment.

3) The Contractors' Technicians are required to sign in and out at all locations in the visitor’s log book.

4) The technicians must report on the repair work to be undertaken and get required authorization before proceeding. See Paragraph 1.10.

2.12 SCHEDULING

1) Semi Annual and Annual Preventative Maintenance to be performed in accordance with the equipment specific requirements in May and/ or October along with Season Start up / Shut down.

2) All work performed shall be scheduled during the City’s regular scheduled working hours unless mutually agreed upon by the Contractor and the appropriate Museums and Heritage Services representative.

3) Annual service requirements to be performed at a time when equipment operation will not be impacted by seasonal requirements and must be scheduled at a time agreeable to the City.

2.13 The Contractor shall, at all times, carry out his/her work in a manner which offers minimum hazard and interference to the normal operation of facilities. 2.14 Every material provided in the servicing and repair of equipment that is controlled by WHMIS (Workplace Hazardous Materials Information System) must have an accompanying MSDS that is specific to each individual product or material (both the product name and supplier on the MSDS must match the material in use). 2.15 Ensure that all equipment lock-out and safety practices (including confined space entry procedures where applicable) are followed before performing any maintenance or repair work on equipment. Work on the maintenance of the refrigeration circuit must be carried out by qualified Licensed HVAC mechanic who are in possession of a valid ozone-depletion prevention (ODP) card. 2.16 The Contractor shall restore all property temporarily removed, damaged, or destroyed during the supply, delivery, and installation, of preventative maintenance and / or repairs to the satisfaction of the City and at no cost to the City. The Contractor, before final payment, shall remove all surplus materials and any debris of every nature resulting from its operation and put the site(s) in a neat, orderly condition; thoroughly clean. If the Vendor fails to clean up at the completion of the supply, delivery, and installation of the Products, then the City may do so and

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charge the Contractor for the costs thereof, or deduct said costs from any monies still owing to the Contractor. 2.17 Invoicing –

1) The Contractor will be required to prepare a detailed Work Order for each assignment or project. The technician must obtain the signature of the appropriate site staff person for the location on the Work Order to verify that the work was completed and satisfactory. A copy of the Work Order must be attached to the invoice before it is sent to Accounts Payable.

2) Invoices must be submitted no later than 60 days after work is completed.

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Toronto Museums and Heritage Services Capital Assets – HVAC & PLUMBING EQUIPMENT SPECIFIC REQUIREMENTS January 2016

Museums and Heritage Services

EQUIPMENT SPECIFIC REQUIREMENTS FOR EACH EQUIPMENT TYPE THAT WILL BE COVERD BY THIS AGREEMENT

The following lists are minimum guidelines only. Mechanical Contractor to follow Manufacturer's recommended maintenance instructions for individual equipment where available. BAS (Building Automation System) Service provided by Control Service Provider. BAS not included in this contract. Maintenance contractor must schedule spring and fall semi-annual preventative maintenance visits to facility with BAS (Assembly Hall and Fort York Visitors Centre) at same day and time as Control Service Provider. (currently Automated Logic at Assembly Hall and HTS at FYVC)

UNIT TYPE: AIR HANDLING UNIT (AHU) and FORCED AIR FURNACES (similar)

PREVENTIVE MAINTENANCE (SEMI ANNUAL at Spring and Fall)

Provide either Seasonal Start up or Shut down as part of Semi Annual PM Follow manufacturers' recommended maintenance instructions for individual equipment where available. Complete HVAC Equipment Inspection Report Casing

Remove panels and clean unit. Wash, vacuum or blow out dirt as applicable. Check and record housing for loose or rusted panels and braces. Paint and repair as required. Check and record and repair for loose insulation.

Motors Check and record motor bearings for noise and running temperature. If excessively warm investigate

cause and report if unable to rectify. Lubricate motor bearings as necessary. (DO NOT OVER LUBRICATE). Check and record hold down bolts and tighten as required.

Fans

Check and record, clean and correct as required. Bearing running temperature and unusual noise; if excessively warm or noisy Check and record

bearing condition. Grease lubricate fan bearing (as required). Clean fan blades of dirt and dust build up, remove excess grease. Check and record fan in place and secure i.e. shaft, keys and set screws. Check and record fan for excessive noise and vibration; report defective blades. Check and record air leaks in duct work or plenums and flexible connections.

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Drives General Check and record for unusual noise and vibrations. Correct as required Check and record temperature rise of bearings. Lubricate as required. Check and record belt wear and tightness. Tighten as required. Check and record clamps, guards, fixing bolts, etc. Set screws and keys.

Belt drives (if applicable)

Clean condition and tension belts (replace entire belt set if required). Check and record pulley alignment and wear - correct as required. Direct drive (if applicable) Check and record, clean and correct as required alignment of mechanical coupling and joints.

Compressor

Check and record unusual noise and vibration Check and record overheating.

Cooling coil

Clean drain pans, paint as required. Filters

Replace air filters ensure passages are clear. Record filter condition.

Refrigerant circuit

Check and record refrigerant level and for leaks. Check and record temperature differentials. Check and record suction pressure. Check and record discharge pressure. Check and record moisture indicators/ replace dehydrator. Check and record sight glass for bubbles.

Controls

Check, test and record safety switches and controls Check and record overall unit operation.

Heating Coil

Clean unit. Check and record all element insulators are intact. Check and record elements are not sagging and are free from ground. Check and record for indication of overheating on heater chassis (hot spots). Check and record connections and mounting screws are tight. Check and record the heater control parts to ensure that connections and mounting screws are tight. Carry out functional test. Check and record operating voltages and currents for acceptable levels.

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PREVENTIVE MAINTENANCE (ANNUAL)

Include the following at one of the Semi Annual Service Calls in addition to PM items above

Perform a visual inspection of the entire unit. Check and record operation of temperature controls and thermometers with a calibrated thermometer.

Verify that supply air temperature and mixed air temperature are at design condition. Verify that return air temperature and hot and chilled water supply temperatures are within normal range,

Check and record linkages, dampers and valve operators to verify that mechanical control actuators operate freely and correctly.

Lubricate linkages Lubricate grease fittings. Check and record static pressure drop across bag filter with a water manometer. Verify calibration of

magnehelic gauge. Visually inspect filter bank for integrity of frame and filter media. Clean heating and cooling coils using a pressure washer/vacuum. Adjust belt tension Visually inspect belts for wear. Replace belts as a matched set, if necessary. Inspect unit for unusual noise or vibration Clean condensate drip tray/insure proper drainage. Check and record for signs of mould / pest infestations. Check and record duct humidifier for proper operation, repair as needed Provide written condition report.

UNIT TYPE: AIR COOLED CONDENSING UNIT (ACC)

PREVENTIVE MAINTENANCE (SEMI-ANNUAL at Spring and Fall)

Provide either Seasonal Start up or Shut down as part of Semi Annual PM Follow manufacturers' recommended maintenance instructions for individual equipment where available Compressor

Check and record unusual noise and vibration. Check and record overheating. Check and record oil level, add as required. Inspect for leaks. Check and record the setting and operation of the unloader. Check and record moisture indicator for signs of humidity and refrigerant charge

Condenser and Evaporator

Check and record operation of water supply valve and pressure regulator System General

Check and record refrigerant level, inspect for leaks. Check and record operation of heating element in accumulator. Inspect 3-way valve. Inspect moisture filter, replace as required.

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Inspect air filters, ensure passages are clear. Replace as required Check and record operation of condensate pump.

Controls

Check and record settings and operation of all controls Check and record all indicator lights and alarms. Check and record all wiring and connections. Check and record safety switches and controls. Check and record overall unit operation.

PREVENTIVE MAINTENANCE (ANNUAL)

Include the following at one of the Semi Annual Service Calls in addition to PM items above

Clean coils using a pressure washer/vacuum. Provide written condition report.

UNIT TYPE: EXHAUST FANS (EF)

PREVENTIVE MAINTENANCE (ANNUAL)

Follow manufacturers' recommended maintenance instructions for individual equipment where available

Perform a visual inspection of the entire unit. Lubricate motor and pillow blocks. Use high pressure lithium grease using a low pressure grease gun

until a fresh bead of grease appears at the bearing seals. Rotate the fan slowly by hand while pumping in the grease.

Lubricate grease fittings. Check and record linkages, dampers and valve operators to verify that mechanical control actuators

operate freely and correctly. Lubricate linkages as necessary. Check and record the fan motor casing and ventilation. Check and record all mounting bolts and screws for security. Check and record all isolation springs and

supports for good condition. Check and record fan belts for wear, damage or misalignment. Adjust or replace as a matched set as

required. Check and record the fan sheaves for alignment and wear. Adjust or replace as necessary Lubricate all dampers, motor shafts and linkages. Check and record for free movement of shafts and

actuators. Replace all burnt out light bulbs. Return unit to service and observe during start-up for excessive noise, vibration or belt slippage. Adjust

as required. Provide written condition report

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UNIT TYPE: HUMIDIFIER (HMF)

PREVENTIVE MAINTENANCE (Twice during heating season)

Provide Seasonal Start up as part of Preventative Maintenance

Follow manufacturers' recommended maintenance instructions for individual equipment where available

Perform a visual inspection of the entire unit and check operation Clean evaporation chamber per manufacturer's instructions Inspect and clean drain valve Replace steam cylinder per manufacturer's instructions Provide written condition report including before and after photos.

UNIT TYPE: BOILER (BL)

PREVENTIVE MAINTENANCE (ANNUAL)

Provide Seasonal Start up as part of Annual PM

Follow manufacturers' recommended maintenance instructions for individual equipment where available

Check and record safety valve for proper operation Check and record operation of all water level alarms and cut-outs Punch tubes using manufacture’s approved tools Disassemble burner and clean nozzles Reassemble burner and check all mixture linkages Clean carbon build up on heat exchanger surfaces and surrounding housing of boiler. Disassemble headers on water tube boilers to inspect correct diameter of pipe. Replace with new

gaskets. Drain boiler and open access hatches Replace hatch gaskets, close hatches and refill boiler to normal water level Restart boiler and run under full load. Check and record stack temperature Inspect Associated Expansion tank and connections. Check, adjust and record pressure. Drain if

required. Provide written condition report. Record any pertinent information in site’s Engineer’s Log Book if applicable

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UNIT TYPE: DOMESTIC HOT WATER TANK (DHWT)

PREVENTIVE MAINTENANCE (ANNUAL)

Follow manufacturers' recommended maintenance instructions for individual equipment where available

Drain tank and open access hatches (if present). Inspect interior for rust/build-up. Replace hatch gaskets, close hatches and refill tank to normal water level On gas fired units, inspect burner and check thermocouple for proper operation On electrical heated units, check element for corrosion and scale. Clean as required. Return to normal operation. Provide written condition report.

Domestic HW System Spadina only

Provide regular service as recommended by manufacturer. UNIT TYPE: FLUID PUMP (WP)

PREVENTIVE MAINTENANCE (ANNUAL)

Follow manufacturers' recommended maintenance instructions for individual equipment where available

Observe for vibration and/or leaks while running. Shut down electrical and fluid feeds. Lock out. Remove coupling guard and check coupling for alignment. Correct as required. Check for loose screws and springs. Correct as required. Lubricate motor and pump fittings according to manufacturer’s recommendations. Wipe excess

lubricant from fittings. Check impeller cover for leaks and replace gasket if required. Wipe down exterior of unit and touch-up any rust spots with rust resistant primer. Provide written condition report.

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UNIT TYPE: HEAT EXCHANGER

PREVENTIVE MAINTENANCE (ANNUAL)

Follow manufacturers' recommended maintenance instructions for individual equipment where available

Clean coils Inspect and record unit condition

UNIT TYPE: PACKAGE TERMINAL UNITS

PREVENTIVE MAINTENANCE (ANNUAL)

Clean coils Inspect and record unit condition

UNIT TYPE: SUMP PUMPS

PREVENTIVE MAINTENANCE (ANNUAL)

check float switch for activation check and clean intake inspect impellor for proper operation check and clean liner of any sediment

UNIT TYPE: DEHUMIDIFIERS

PREVENTIVE MAINTENANCE (ANNUAL)

Follow manufacturers' recommended maintenance instructions for individual equipment where available

use a hygrometer to monitor humidity levels in the space where the humidifiers are located wash and clean the water bucket with a mild soap, rinse ,dry and re-install check and clean the air filter inspect the cooling coils for frost or ice build up

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Toronto Heritage and Museum Services Capital Assets Cultural Facilities Location Map January 2016

Museums and Heritage Services

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1234

5

6

7

8

9

10

11

12

13141516

17

18

19

202122

2324

2526272829303132

A B C D E F

Building / Location Equipment Make and Model

Age

/Installation

date

Semi-

Annual Annual

DX Air cooled scroll Chiller 1 52 Tons

Basement Mech. RoomAHU-1-York 4600cfm model AP-105

S/N CFJM 05512D

Basement Mech. RoomAHU-2 York 1350 cfm Model AP-35

S/N CFJM 05513D

Attic Mechanical RoomAHU-3, York 9700 cfm Model AP-215

S/N CFJM 05514DFan Coil Units and Fan Coil Air

Conditioners – 6

4 pipe system

Humidifier 1 SK300 Series Model: SK 330M

S/N 093619974 2009

Humidifier 2 SK300 Series Model : SK320 M

S/N 094020129 2009

Basement Mech. RoomBoiler 1, Knight Lochinvar Model KBN285

S/N : J08H10080014

"Boiler 2, Knight Lochinvar Model KBN285

S/N : J08H10082996

"Boiler 3, Knight Lochinvar Model KBN285

S/N : J08H10080018Finned Tube Radiation

Horizontal Unit Heaters

Cabinet Unit Heaters, Engineered Air

Exhaust Fan EF-1, EF-3, EF-4, COOK SQN-B Centrifugal

Square Inline Belt DriveEF-6 & EF-7, COOK SQN-D Centrifugal

Square Inline Direct

DriveExhaust Fan EF-2, COOK Gemini Clg and

Wall BlowerExhaust Fan EF-5, COOK SQN-B Centrifugal

Square Inline Belt DriveSF-1,

TAC Controls and Automation

Basement Mech. Room HWH Rheem Ruud Universal

Model : G76-200-1

S/N : URNG0112G0093 Jan-12

Basement Mech. Room Super E Motor by Baldor Cat. NO. VEJPH3311T-8

Ground Floor Kitchen

Exhaust Cleaning Assembly w/

hood and damper - Vent Master

Model KVS-6-R-EX

S/N : 001-071.1 2001

The Assembly Hall

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1

A B C D E F

Building / Location Equipment Make and Model

Age

/Installation

date

Semi-

Annual Annual

3334

35

36

3738

3940414243444546474849505152

5354

55565758596061626364656667

68

98 Atlantic AvenueBoiler Raypack (model; E962

WTD-N2P) 1998,

961,700Btu/hrBoiler Pump Armstrong(model

816027-002_Circulator Pump Armstrong (model: S-

45BF)Liebert Model CU047-W-B00

Comfortion (3) Douglass Split

WMA09/12-2 Eubank TFW25

Cedar Ridge Creative Centre

Raythem Boiler

255WT-N serial #

99215048

Armstrong Amp 810119-001

Rheem/ Rhudd DHW

RF50-98C serial # RCN

0592D07218

AITONS A/H AH20-55 96 B -30004

Heatwave WSC60-1 W/C 490-10123

Carrier Roof top 40 ton Unit elec

cooling/gas heating

48AJE040 10 20x24x2 t/a

filters

Chaplin Crescent Workshop / Archives

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A B C D E F

Building / Location Equipment Make and Model

Age

/Installation

date

Semi-

Annual Annual

6970

71727374757677

78

79

80

81

828384858687

88

89

90

9192

939495

96

979899

Exhaust Fan FX12BX Serial #TAGIGEF2

Humidifier ?

AT1 - York 2H090N150N5RAA4B

Serial # NON8512897

Colborne Lodge

Main HouseAir Handler CLARE Model: HWF60-4

Serial # 263601

"Air Handler and A/C CLARE Model: HWF60-4

serial # FC754941Chiller – Exterior IC Systems ICS-3A Serial #1296-

2128A/H - Lennox model AM30Q2-40-2

Serial # 5802L15858Coach House - Basement

Mech Rm.HW Boiler - Burnham 232,000

BTU/ Hr

(model: P-208A-WN1)

Serial # 17346198

" Groundflow circulator (model:UP1542F)

Centre Blockhouse #2

A/C - Rheem Raka-060CAS / Ser no.

4991-M3295

2nd floor A/C - Rheem Raka-060CAS / Ser. No.

4991-M96851st floor A/C - Rheem Raka-060CAS / Ser. No.

4991-M9701

North Soldiers barracks

High Eff. Condensing hor. Gas

Furnace

YORK model

P1HDD20N11501YORK Stellar 2000 Model M3HD060

Split System Condensing Unit 5

ton

YORK model HIDE060506

South Soldiers Barracks

Lennox a/c in exterior pit

Gas furnace in attic

Fort York Historic Site

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Building / Location Equipment Make and Model

Age

/Installation

date

Semi-

Annual Annual

100101102103

104105106107108109110111

112113

114115116117118

119

120121122123124

125

126127128129130131132133134135

Stone Magazine

Blue BarracksDirect vent Gas-Fired hydronic

Boilers

Packaged Chiller 20 Tons

Heating & Cooling Pumps

Force Flow Unit Heaters

Fan Coil Units

Greenheck CSP-160

Inline centrifugal fan 700

cfm

Blockhouse No. 2Cooling outside in pit in ramparts

w/ chilled water linesGas Furnace in attic

East MagazineAttic Electric Furnace 1994Blockhouse No. 1

A/C - Bard HAC602- B / Ser. No.

2080R22A/C - Bard HAC602- B / Ser. No.

162A072296243-1Attic Gas Furnace

Officer's Barracks and MessAttic Gas fired condensing furnace 1990's

Attic Gas fired condensing furnace

Exterior 5 ton air cooled condensing unit

Carrier Model No.

38HDA060500 +/- 20 yrs

Exterior 5 ton air cooled condensing unit

Goodman Model

G8C130603BA Ser No.

0908199533? newer

EF-1

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Building / Location Equipment Make and Model

Age

/Installation

date

Semi-

Annual Annual

136137138139140141142143144145146

147148149150151152153154155156157158159160161162163164165166167168169170171

172173

174

Historic House

Small duct unisystem

Modern Addition

Forced air propane furnaces -2

2 roof mounted DX air cooled

condensing units

Guild Studio

Furnace Fang #1 - bullock Model AC175GLB

DHW - Gas Rental

A/C 1 - Fredlus FC034ABE082396

A/C2 Lennox H524-3211-1P

Mackenzie House MuseumPayne - Boiler

Payne - Boiler

Payne - Boiler

HVAC Units

Humidifier

Montgomery's InnTrane Air Handling Unit 8MP-VF-BVU / Ser No.

782367Condensor

Tea RoomA/C - Carrier Model 40HH006300

Serial NO. E449312

Fort York Visitors Centre

Gibson House

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Building / Location Equipment Make and Model

Age

/Installation

date

Semi-

Annual Annual

175

176

177

178

179

180181182183184185186187

188

189

190

191

192193

194

195196197198199200201202203204205206

Mont Cord Trane TTA120B300AA / Ser No.

D24157542Kitchen Heil NBH5060SKAI / Ser. No.

L930619813A/C - Aire Flo AFAIR10860-A / Ser. No.

4602E10695Hot Water Tank - J Wood JWE1204A / Serial

NO.9711631428Carnes Humidifier HCDD - Ser. No. 73999-

014

A/C Intercity

Model CA5060QKA2

Serial NO. L930811322

Neilson Park Creative Centre

Gallery

AHU-1 LENNOX Roof top Air

Handling Unit

mod: GCS16 953-200-4J

Ser # 5692C 20718

Studio B

AHU-2 LENNOX Roof top Air

Handling Unit

mod: GCS16 953-200-4J

Ser # 5692C 00703

Hall Unit

AHU-3 LENNOX Roof top Air

Handling Unit

Mod:GCS16 953-200-4J

Ser # 5692C 00711

Studio C

AHU-4 LENNOX Roof top Air

Handling Unit

Mod: GCS16 953-200-4J

Ser # 5692C 00713

#1 Studio D Unit Carrier

model: 48HTE005-

181HQ ser #:

4309G20571

"D" Exhaust model 5K5P19DSK-47-S

#2 Office RTU Carrier

model 48HTE005-181HQ

ser. # 4409G20136

"A" Lennox Exhaust

Model: GCS16-1603-270-

3J Ser# 5691K00324

DHW

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Building / Location Equipment Make and Model

Age

/Installation

date

Semi-

Annual Annual

207208

209

210211

212213214

215216217218219220221

222

223

224225

226227228

229

230231232233234235236237238239

240

Cornell HouseBasement closet Olsen Ultramatic Gas Furnace

80,000Btu/hr

Model HDS90/80M 1997

Basement washroom John Wood Pro Series DHW Model: J1W50SDE130

Ser #: V1115-F702377 1993

Kitchen Ceiling Exhaust Fan

Exterior A/C Split - ICP Model N2A318AKB200

Ser # E082316059

Kennedy GalleryBaseboard heaters 2013

McCowan Log House

Baseboard heaters 2013

Main House

Basement Mech Room DHW Storage Tank - Lochinvar

Model EGS 120 / Ser. #

FM1278

" Boiler # 1 - Lochinvar

Model : KBN600 Ser. #

:B10H10124858

" Boiler # 2 - Lochinvar

Model : KBN600 Ser. #

:B10H10121001

" Sump Pump

"

Armstrong Inline Circulation

Pump Model: 816032-000

Basement Media Room A/C Evap Model PCFY-P100VGMA

" A/C Condensor Model PUMY- 125VM

3rd Floor

Ductless Split System Air

Conditioner - Admission MVTS

Model : EVAPM515TN

Ser. # 2000379

"

Ductless Split System Air

Conditioner - Admission MVTS

Model : MUM30NN2 /

Ser. # 969005200

GarageGas fired Boiler - Teledyne Laars Model D-JVS-125C +/- 1995

DHW - GSW Model: SG50 ENA-03

Spadina StableGas Fired Boiler Teledyne Laars

125,000 Btu/Hr Model D-JVS-125C

Spadina Museum

Scarborough Historical Museum

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Building / Location Equipment Make and Model

Age

/Installation

date

Semi-

Annual Annual

241242243244245

246

247248249250

251252

253

254

255

256

257

258259260261262263264

265266267268269

270271272273274

GreenhouseBasement Gas Fired Boiler - Weil McLain Model : EGH115-P1

"

Circulation Pumps (2) -

Armstrong Astro 30

" Domestic Hot Water Tank - RUUD EH50-60 1974 -rental?

Papermill Main Bldg

Gallery Space RTU - 1 YORK sunline 5 ton

Mod:D7CG060N09958A

Ser. # NNJM153952 2001

Gallery Space RTU - 2 YORK Sunline 5 ton

Mod:D7CG060N09958A

Ser. # NNJM153953 2001

Gallery / Office Space

RTU-3 YORK Predator gas /

electric 7.5 ton 3000 CFM

DM090N15N5AAA1A

Ser. # NMJM150887 2001

Theatre Space

RTU-4 LENNOX single packaged

gas unit 20 ton cooling

GCS16-240-375-7.5 J

Ser. # 5600L08981 2001

" RTU - 5 LENNOX

Mod: LGA120H2BH3J

Ser. # 5604K12491 2004

" RTU-6 LENNOX

Mod: LGA060H2BH2J

Ser. # 5604K12693 2004

Upper Dressing Room Marcell ductless Airconditioner MCA24 EVAPMCA24

" MCL12EVAPMCL

Sound Booth Marcell ductless Airconditioner MCA24 EVAPMCA24

?? MC 18-EVAP-MC18

DD Greenheck Centrifugal

Exhaust Fan

Loft mechanical Room LENNOX

Model : HS18-653-C8J /

Ser. # 6390C17497

" LENNOX Model :CB18-65-CBS

DHW

Exhaust Fan Mod : TFA27-20-208V

Electric Heaters

Todmorden Mills Heritage Site, 67 Pottery Road

Brewery Multipurpose Programming Building

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1

A B C D E F

Building / Location Equipment Make and Model

Age

/Installation

date

Semi-

Annual Annual

275276277278279280281282283284285286287288289290291

292

293

294

295296

297298299300301302

303

Regency CottageElectric Floor Units (

Kitchen DHW

Sump Pump

Dehumidifier

Helliwell HouseElectric Floor Units (

Sump Pump

Dehumidifier

Furnace Keeprite ICP

Model: NTGM100EHA2

ser.# L974339411

A/C Keeprite ICP

Model : CA5548VHD2

Ser. # L9721-27611

A/C Keeprite ICP

Model: NTGM100EHA2

ser.# L972127609

Keeprite ICP

Model: NTGM100EHA2

ser.# L973766380

Sump Pump

DHW - Rheem

Model : RFD50-98CE /

Ser. # RRN1195G04720

Historic Schoolhouse

Zion Church Cultural Centre

Zion Schoolhouse Museum

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NOTICE OF "NO BID" RFQ#: 4305-16-5014 BD

CLOSING DEADLINE:

February 19, 2016

IMPORTANT - PLEASE READ THIS It is important to the City to receive a reply from all Bidders. There is no obligation to submit a Bid; however, should you choose not to bid, completion of this form will assist the City in determining the type of goods or services you are interested in bidding on in the future in order to ascertain a better understanding of why a Quotation was not provided to the City to consider. INSTRUCTIONS: If you are unable, or do not wish to quote on this RFQ, please complete the following portions of this form. State your reason for not bidding by checking applicable box(es) or by explaining briefly in the space provided. It is not necessary to return any other quotation documents. Return the completed form by email or fax to the Official Point of Contact prior to the Closing Deadline.

Company Name:

Address:

Signature of Company Representative:

Position:

Date: Telephone :

1. We do not manufacture/supply this commodity 6. We do not manufacture/supply to this

specification

2. Unable to quote competitively 7. Cannot handle due to present plant loading

3. Quantity/job too large 8. Quantity/job too small

4. Cannot meet delivery/completion requirements 9. Licensing restrictions

5. Agreements with distributors/dealers do not permit us to sell direct

10. Conditions too restrictive

Yes No

Do you wish to quote on these goods/services in the future?

Please take the opportunity to tell us how we can improve upon this call:

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