Ontario Bid Solicitation for Security Guard Services by Megadox

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									                SOLICITATION FOR TENDER

                           PROPOSAL
                       FOR PROVISION OF
                     UNIFORMED SECURITY
                     PERSONNEL SERVICES


                PROPERTY ADDRESS:



Section One               Proposal Requirements

Section Two               Contract Terms

Section Three             Specifications

Section Four              Bid Cost Sheet

Section Five              Form of Contract
                                                          TABLE OF CONTENTS
SECTION ONE - PROPOSAL REQUIREMENTS ..................................................................................................1
  1.      Property Management and Description .............................................................................................1
  2.      Proposal Submission .............................................................................................................................1
  3.      Withdrawal of Proposals ......................................................................................................................1
  4.      Opening of Proposals ...........................................................................................................................1
  5.      Proposal Acceptance Period ................................................................................................................1
  6.      General Proposal Requirements ..........................................................................................................2
  7.      Disclaimer ...............................................................................................................................................2
  8.      Amendments..........................................................................................................................................2
  9.      Proposal Indemnification .....................................................................................................................2
  10.     Taxes .......................................................................................................................................................3
  11.     Form of Contract ...................................................................................................................................3
  12.     Extra to Contract ....................................................................................................................................3
  13.     Contractor Information ........................................................................................................................3
  14.     Contractor References ...........................................................................................................................4
  15.     Quality Control Procedures .................................................................................................................4
  16.     Bid Cost Sheet ........................................................................................................................................4
SECTION TWO - TERMS AND CONDITIONS .....................................................................................................5
  1.      Scope of Work ........................................................................................................................................5
  2.      Duration of Contract .............................................................................................................................5
  3.      Termination ............................................................................................................................................5
  4.      Invoicing and Payment .........................................................................................................................5
  5.      Changes in Guard Service Hours ........................................................................................................5
  6.      Licenses ...................................................................................................................................................5
  7.      Sub-Contractors .....................................................................................................................................5
  8.      Vacations and Holidays........................................................................................................................6
  9.      Additional Services ...............................................................................................................................6
  10.     Insurance ................................................................................................................................................6
  11.     Work Safety and Insurance Board ......................................................................................................6
  12.     Security Access Cards and Keys .........................................................................................................6
  13.     Employees ..............................................................................................................................................7
  14.     Supervision ............................................................................................................................................7
  15.     Health and Safety ..................................................................................................................................8
          Occupational Health and Safety ........................................................................................................8
          WHMIS ..................................................................................................................................................8
  16.     Equipment and Supplies ......................................................................................................................8
  17.     Existing Security Personnel..................................................................................................................9
  18.     Security Guards and Supervisors ........................................................................................................9
SECTION THREE - SPECIFICATIONS ................................................................................................................. 10
  1.      General Responsibilities ..................................................................................................................... 10
  2.      Required Hours ................................................................................................................................... 10
  3.      Services to Be Provided ...................................................................................................................... 11
  4.      Hourly Rate Structure ......................................................................................................................... 11
  5.      Existing Contractor’s Employees ...................................................................................................... 12
SECTION FOUR - BID COST SHEET .................................................................................................................... 13
SECTION FIVE - CONTRACT AGREEMENT ..................................................................................................... 14
                       SECTION ONE - PROPOSAL REQUIREMENTS
1.      Property Management and Description

The properties are managed by [insert name of property management company], [insert office address]
(hereinafter referred to as the “Manager”). Manager’s personnel will provide inspection of the property.
All questions relating to the Proposal shall be directed to the attention of [insert name and title].

The property is located at [insert property address], and is comprised of ____ floors totaling approximately
_______ square feet of commercial office and retail space and public parking (the “Property”).

2.      Proposal Submission

(a)     Proposals are to be submitted in duplicate in sealed envelopes clearly marked “Private and
        Confidential” and hand delivered to:

                [name of property managers]
                [street address]
                [city], Ontario, [postal code]

                ATTENTION: [name & title of responsible party]

(b)     Proposals will be accepted until ______ PM on [insert date]. Any Proposals received after this
        time will not be considered or accepted, and will be returned unopened to the sender.

(c)     Fax or other similar transmissions will not be considered.

(d)     An authorized signing officer of the Contractor, or other duly authorized person, must sign each
        copy of the Proposal. No proxy signatures will be accepted and conditional Proposals will not be
        considered.

(e)     The Proposal must be based strictly upon, and in accordance with, the information provided
        herein. In the event that a Contractor wishes to submit a Proposal which offers “value added”
        benefits, which are in addition to the stated requirements, the Contractor is requested to provide
        details of such benefits.

3.      Withdrawal of Proposals

Proposals may be withdrawn at any time prior to the closing time and date stated above. Any such
withdrawals must be made in writing by an authorized officer of the Contractor. Resubmission of the
Proposal will not be accepted, once it has been withdrawn.

4.      Opening of Proposals

The Proposals shall be opened in private, and the Manager shall not be obligated to accept the lowest
Proposal or bound to accept any Proposal submitted.

5.      Proposal Acceptance Period

Proposals shall be valid and irrevocable for a period of sixty (60) calendar days from the date of the
closing of Proposals.
                                                   -2-


6.      General Proposal Requirements

(a)     Contractors are advised to familiarize themselves with all aspects of the scope of work required,
        including but not limited to the Terms and Conditions, Specifications and Security Guard Service
        Hours.

(b)     The Manager is not responsible for any misunderstanding of the requirements or scope of the
        Proposal on the part of the Contractor. No employee of the Manager is authorized to amend or
        waive the requirements of the Proposal document in any way, except as permitted by [insert
        name].

(c)     Under no circumstances shall the Contractor rely upon any information or instructions from the
        manager unless such information or instructions are provided in writing by the Proposal
        Coordinator. It is the responsibility of the Contractor to seek clarification of any matter that is
        unclear, or to address any questions or concerns it may have prior to submitting its Proposal.

(d)     The Manager reserves the right to award the work under this Proposal to one Contractor alone,
        or, if it deems appropriate, to apportion the work and responsibilities under this Proposal
        between two or more Contractors.

7.      Disclaimer

(a)     The rejection of any or all Proposals shall not render the Manager liable for any costs or damages.

(b)     The Contractor shall bear all costs associated or incurred with regard to the preparation and
        presentation of the Contractor’s Proposal.

(c)     The Manager shall not be held liable for any error or omission in any part of this Proposal.

(d)     The information contained herein is supplied solely as a guideline for Contractors. The
        information is not guaranteed or warranted to be accurate, nor is it to be assumed to be
        comprehensive or exhaustive.

(e)     Nothing in this Proposal is intended to relieve a Contractor from forming its own opinions and
        conclusions with respect to the matters addressed herein.

8.      Amendments

The Manager reserves the right to amend or supplement this Proposal by issuing an addendum to all
Contractors.

The Manager shall have the right to extend the closing date of this Proposal. Such extension will allow the
Contractor sufficient time to withdraw a Proposal that has already been submitted and make a new
Proposal submission, which must be delivered by the extended closing date.

9.      Proposal Indemnification

Each Contractor shall indemnify and save harmless the Manager from all costs, losses, damages,
judgments, claims, demands, suits, actions, causes of action, contacts or other proceedings of any kind or
nature:

(a)     based on, occasioned by or attributable to anything done or omitted to be done by the Contractor
        or the Contractor’s directors, officers, employees, independent contractors, subcontractors,
                                                    -3-


        members, partners, volunteers, agents and assigns (“Contractor’s Personnel”) in connection with
        this Proposal or the agreement entered into pursuant to this Proposal; or

(b)     for the infringement or alleged infringement of any intellectual property right or patent based
        upon the use of any thing or invention protected by any intellectual property protection and with
        respect to the use by the Manager of articles and supplies furnished pursuant to the Proposal or
        the agreement entered into pursuant to this Proposal.

10.     Taxes

Contractors must include in their Proposal Amounts, all applicable provincial taxes. The Goods and
Services Tax should not be included in Proposal Amounts.

11.     Form of Contract

(a)     The Contractor must indicate in the Proposal that it recognizes that any award on this Proposal is
        conditional upon the Contractor entering into an agreement (the “Agreement”) to perform the
        services and other obligations required by the Proposal, on terms satisfactory to the Manager.
        The Manager may, at its discretion, negotiate with the Contractor prior to entering into the
        Agreement. The Manager will give written notice to the Contractor when the Agreement is ready
        for execution. Such notice will state that the Contractor must enter into the Agreement within
        ______ calendar days, or such longer time period as the Manager may deem suitable.

(b)     A sample form of Agreement is provided in Section Five of this Proposal. The Manager reserves
        the right to modify the Agreement in accordance with the provisions of this Proposal, or as may
        be negotiated between the Manager and the Contractor.

(c)     In the event that the successful Contractor fails or refuses to enter into a written Agreement
        within the prescribed time for same, the Manager reserves the right, at its sole discretion, (i) to
        extend the period for execution, (ii) to award the Agreement to another contractor, (iii) not to
        accept any Proposal, (iv) to cancel the Proposal, or (v) to call for a new Proposal. The Manager
        reserves the right to hold the defaulting Contractor liable for all losses, damages or costs suffered
        or incurred by the Manager as a direct or indirect result of the Contractor’s failure or refusal to
        enter into the Agreement within the prescribed time, including but not limited to any increase in
        the price over the price submitted by the defaulting Contractor in its Proposal.

(d)     The Agreement must be acceptable to the Manager before execution of same. The Contractor’s
        Proposal must be attached as Schedule A to, and shall form a part of, the final form of Agreement
        between the Contractor and the Manager.

12.     Extra to Contract

No extra work shall proceed or be paid for, except upon receipt of a purchase order from the Manager’s
representative authorizing the extra work.

13.     Contractor Information

The Contractor shall provide information as to its history, corporate structure, financial position, and a
list of its current management. The Manager reserves the right, for itself and on behalf of [NAME OF
OWNER OF BUILDING] (the “Owner”), to request a copy of the Contractor’s most current audited
financial statements. The Contractor shall identify those members of management who will provide
management and site supervision to the contract.
                                                   -4-


14.     Contractor References

The Contractor shall provide the following references:

(a)     two (2) references for buildings comprising more than ________ square feet for which Contractor
        has been awarded the contract within the last twelve (12) months;

(b)     two (2) references for buildings comprising more than ________ square feet for which Contractor
        has been under contract for more than a year;

(c)     two (2) references for buildings comprising more than ________ square feet for which Contractor
        has lost the contract within the last two (2) years.

15.     Quality Control Procedures

The Contractor shall provide a clear and concise explanation of quality control procedures, and which of
Contractor’s personnel is responsible for maintaining such procedures.

16.     Bid Cost Sheet

The Bid Cost Sheet (in Section Four of this document) must be completed in its entirety. An incomplete
bid Cost Sheet, unbalanced bids or additional data or pricing not requested may render the Proposal
invalid.
                                                     -5-


                        SECTION TWO - TERMS AND CONDITIONS
1.      Scope of Work

The Contractor shall provide all labour, equipment, materials, supplies and supervision to perform the
services under the Agreement. It shall Contractor’s responsibility to provide these services on an ongoing
basis to the property. The guard service requirements, as further defined in Section Three hereof, shall be
subject to change as further described in Part 5 of this Section Two.

2.      Duration of Contract

The contract will be for a period of _____ years, commencing on a date yet to be determined. The
Manager shall have the option to renew the contract for an additional _____ year(s) on the same terms,
conditions and rates as those in effect in the final year of the initial term of the contract. The Manager
shall advise the Contractor in writing, at least sixty (60) days prior to the expiry of the initial term of the
contract, failing which the contract will automatically terminate at the expiry of the initial term.

3.      Termination

The Manager shall have the right to terminate the contract, for whatever reason, upon giving the
Contractor ________ days written notice.

4.      Invoicing and Payment

The Contractor shall be required to submit one (1) invoice at the beginning of each month for approval
and payment for the previous month’s services. All invoices will clearly set out the details of services
provided.

No invoices or charges will be accepted unless the same are in accordance with the terms and conditions
of the contract or approved in writing in advance by the Manager, prior to any work being performed.
Invoices will be paid within thirty (30) days from the date of receipt by the Manager.

5.      Changes in Guard Service Hours

In the event that the security guard service hours are increased or decreased, the contract price will be
raised or lowered correspondingly, based on the rates stipulated in this Proposal, but only if mutually
agreed upon by both parties.

6.      Licenses

The Contractor shall obtain and maintain any licenses or permits required to be obtained by it from any
government or licensing authority, and shall provide the Manager with copies thereof within thirty (30)
days from the date the contract is awarded.

7.      Sub-Contractors

It is agreed that no part of the work will be sub-contracted without prior written approval from the
Manager.
                                                    -6-


8.      Vacations and Holidays

The Contractor shall maintain, during vacation periods of its employees, the normal regular hours of
work as regularly required. The Contractor shall replace any sick or absent employees in order to
maintain the normal working schedule. The following statutory holidays will be observed:

        Good Friday, Victoria Day, Canada Day, Labour Day, Thanksgiving Day, Christmas Day, Boxing
        Day and New Years Day

9.      Additional Services

The Contractor should be in a position to provide, as and when required, additional security guards for
additional and temporary hours. Such hours would be scheduled by advance notice of at least twenty-
four (24) hours. The Manager shall issue a purchase order, and the Contractor will provide a separate
invoice for such additional services.

10.     Insurance

(a)     Indemnification: The Contractor agrees to protect, defend, hold harmless and indemnify the
        Manager and the Owner from and against any and all liability, damages, losses, costs and
        expenses on account of or with respect to any loss, damage, death or injury suffered by any
        person, firm, corporation or property by, or by reason of, or arising out of, either directly or
        indirectly, the operations of the Contractor.

(b)     Effective Date of Insurance: Insurance as outlined herein and described more fully in Section Five,
        the Form of Contract - Security Guard Services Agreement shall be in full force and effect at the
        commencement of the contract. Within _____ days of the date of awarding the contract,
        certificates of each policy or policies representing such insurance shall be delivered to and
        retained by the Manager.

(c)     Public Liability, Property Damage and Personal Injury: The Contractor shall, at its own expense, keep
        in force at all times during the duration of the contract, public liability, property damage and
        personal injury insurance in a combined single limit, as detailed below:

                Type of Coverage                          Limits of Coverage
        (i)     Comprehensive General Liability           $____,000,000 per occurrence
        (ii)    Employee Dishonesty Insurance             $____,000 per claim
        (iii)   Automobile Liability Insurance            $____,000,000 per occurrence

11.     Work Safety and Insurance Board

The Contractor shall be required to provide with the Proposal submission and on the anniversary of the
contract, a valid Workers Compensation Clearance Certificate. The Contractor shall maintain good
standing with the Work Safety and Insurance Board with respect to payments due under the Act.

12.     Security Access Cards and Keys

The Contractor’s employees shall be supplied with security access cards and keys, which must remain
on-site and accounted for at all times, and the Contractor shall be responsible for the total cost of re-
keying or re-programming of all or part of the building system.
                                                 -7-


13.   Employees

(a)   General: All security personnel shall have received satisfactory security training or shall have
      satisfactory related experience to perform their duties in a highly competent manner. They must
      have good knowledge of security methods, techniques and practices, including fire and safety
      regulations, a demonstrated ability to deal effectively with the public, tenants, visitors, co-
      workers and rep
								
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