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					                      THE UNIVERSITY OF WESTERN ONTARIO
                            REQUEST FOR QUOTATION
                           SNOW REMOVAL SERVICES
                               SEPTEMBER 29 2010
                               Amended Oct 13 2010

Revision 2: 2007.07
UWORFQ03-1070               SNOW REMOVAL SERVICES                                  2011/02/07

  1.1. The University of Western Ontario (Western), the third largest university in Ontario, has a
       full and part-time enrollment of more than 33,329 graduate and undergraduate students and
       includes affiliate University Colleges. The Western campus covers 487 hectares and is
       located about 4 km north of the centre of London. There are approximately 3200 Full-Time
       Staff and Faculty. An additional 5,000 Part-Time Staff and Faculty represent
       approximately 3,800 Full-Time equivalents.

  1.2. Western's web site is


  2.1    This Request for Quotation (RFQ) is being issued on behalf of Western’s Physical Plant
         Grounds which services Western’s grounds and landscaping.

  2.2    Western campus consists of a mix of pedestrian and vehicular traffic requiring effective
         snow removal operations. Western faculty, staff and students arrive as early as 5 AM and
         student maybe active as late as 11 PM or later during exam periods.

  2.3    This RFQ has expanded beyond previous years in the scope of work for snow shovelling
         services. The Physical Plant Grounds has a mandate is to ensure the safe passage of faculty,
         staff, students and visitors as they use the campus steps, building fire exits and walkways.
         Proponents are invited to submit proposals for the aforementioned locations, times and
         dates for guaranteed snow shovelling services using manual and/or mechanical methods.

  2.3.   Excluded from the scope of work in this RFQ are snow removal of main sidewalks,
         parking lots and roadways.


  3.1. Interested Proponents must provide their primary contact email address to Helga Alcorn
       ( immediately upon receipt of the bid documents. Contact telephone
       number is 519-661- 2111 ext 84590 and fax number is 519- 661- 3772

  3.2. All communications regarding this Request for Quotation (RFQ) must be directed to Helga
       Alcorn in writing or via e- mail. Violation of this directive will result in the disqualification
       of the Proponent from the RFQ process.

  3.3. Two (2) hard copies must be submitted in a sealed envelope bearing the name and address
       of the Proponent clearly marked on the outside of the envelope and the RFQ information as
       follows: “RFQ – Snow Removal Services RFQ03-1070”.

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  3.4. Proposals will be received by Western by the end of the business day October 15

                 Delivery address if Bidders are Hand delivering RFQ Documents:
                 University of Western Ontario
                 Purchasing Department
                 Support Services Building
                 Suite 6100
                 1393 Western Road
                 London On.,
                 N6G 1G9
                 Attention: Helga Alcorn

                 If Bidders are using Couriers to deliver their RFQ responses, Couriers must
                 deliver to the following UWO Location:
                 University of Western Ontario
                 Support Services Building
                 Western Office Supplies, Dock 19
                 1393 Western Road
                 London On.
                 N6G 1G9
                 Attention: Helga Alcorn

   3.5. Proposals received after the closing time and date will be returned unopened to the sender.
        Proposals submitted by facsimile or e-mail will be accepted and is encouraged.

   3.6. Proponents may submit proposals for all or any part of the snow removal services being
        offered in this RFQ.

   3.7. Western reserves the right to assign contractors to one or more Zones based on the
        contractor’s ability to manage multiple zones and provide Western with the best value for
        the services as described in this RFQ.

   3.8. Questions pertaining to this RFQ must be received no later than 5 business days prior to
        closing time and date.

   3.9    All questions and answers during the RFQ period will be communicated by email with
         the primary contacts and all responses to questions will be distributed to all Proponents,
         through the Proponent’s primary contact via e-mail, in a timely fashion.

   3.9. No amendments or change to proposals will be accepted after the closing date and time.

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   3.10. Submissions must be prepared in accordance with the conditions outlined in this and any
         associated documents. Failure to comply may result in the disqualification of the proposal.


   4.1. Western is not responsible for any expenses incurred by Proponent(s) in preparing and
        submitting a response to this RFQ

   4.2. Proponents may not use Western’s name or markings for any external marketing purposes
        without the express written permission from Western.

   4.3. Unit prices will govern where arithmetical errors may occur in the extension of prices.
        Where it appears a major mistake in calculation has been made, Western shall consider the
        intent of the Proponent and may accept the proposal for consideration and subsequent

   4.4. Proposal pricing shall be irrevocable for sixty (60) days following the closing date of the

   4.5. Western intends to issue a standing purchase order(s) to the Proponent(s) whose
        submission offers the best value to Western.

4.6. The lowest cost Proposal or any other Proposal may not necessarily be accepted.

   4.7. Western is not under any obligation to award a contract and reserves the right to terminate
        the Request for Proposal process prior to award and to withdraw from discussions with any
        or all of the Proponents who have responded, without liability being incurred by Western
        for any expense or cost incurred by the Proponent(s).

   4.8. The successful Proponent(s) will be notified of their award and will be required to provide:

       4.8.1. Proof, from the Broker, of commercial liability insurance of at least $2 million per
              occurrence and The University of Western Ontario its Board of Governors,
              trustees, officers, employees and agents named as Additional Insureds. Such
              provision shall apply in proportion to and to the extent of the negligent acts or
              omissions of the non-University party or any person or persons under the non-
              University parties’ direct supervision and control. The liability insurance should
              include personal injury and property damage, non-owned automobile liability,
              owners and contractors’ protective coverage and contractual liability coverage.

      Provide thirty (30) days advance written notice to Western of any
                        modification, change, or cancellation of any of the insurance coverage,

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        4.8.2.    Proof, from the Broker, of automobile liability insurance with coverage of at least
                 $ 2 million per occurrence for liability arising at law for damages caused by
                 reason of bodily injury (including death) or damage to property by employees or
                 sub contractors.

        4.8.3. A current Certificate of Clearance from The Workplace Safety and Insurance
               Board (WSIB) or equivalent.

 4.9.     All workers on Western property must be covered by WSIB for the duration of the
          contract and that a Certificate of Clearance is maintained in good standing throughout
          the contract by the successful Proponent(s).

   4.7. Western reserves the right to request proof of coverage at any time throughout the term
        of the contract.

   4.8. The successful Proponent(s) shall not assign or sub contract any portion of its contract
        without the written consent of Western.

   4.9.Western reserves the following rights:
       4.9.1 To open submissions privately,
       4.9.2 To reject any or all submissions received,
       4.9.3. To, in its sole discretion, request clarification and/or further information from one or
              more Proponents after closing without becoming obligated to offer the same
               opportunity to all Proponents.
      4.9.4. To waive irregularities and/or minor non-compliance by any Proponent(s) with the
              requirements of this Request for Proposal. An irregularity and/or minor non-
              compliance effects form, rather than substance, does not affect price, quality, quantity
              or delivery of the bid, and if corrected the Proponent(s) would not gain an unfair
              advantage over competitors.

   4.10. All submissions must be signed by an authorized company representative (refer to
         Appendix A).

   4.11. Any terms or conditions, which cannot be fulfilled, should be clearly stated in your

   4.12. All the terms and conditions stated in this bid document are deemed to be accepted by the
         Proponent and incorporated into the Proponent’s proposal submission. The complete
         submission document and any attachments shall become part of any contract entered into
         between the successful Proponent(s) and Western.

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UWORFQ03-1070              SNOW REMOVAL SERVICES                             2011/02/07
  4.13. Any conflict in the wording of the successful Proponent(s)’ invoice and/or sales
        agreement and the wording of the terms and conditions of this proposal, shall be
        resolved in favour of Western and shall be deemed to be incorporated into the
        Proponent(s)’ invoice and/or sales agreement.

     4.14. The laws of the Province of Ontario shall govern in any dispute the may arise as a result
           of the successful Proponent’s submission and the subsequent contract awarded to the
           successful Proponent(s).

     4.15. If the successful Proponent(s) fails to carry out the agreement satisfactorily in accordance
           with the terms, Western will, by giving written notice, specify the default(s) requiring
           remedy. In the event that the specified default(s) is/are not remedied within two weeks
           from giving such notice, Western reserves the right to terminate the agreement

     4.16. The successful Proponent(s) shall indemnify and hold harmless Western, its directors,
           employees, students and agents from and against all actions, suits, claims, causes of action,
           demands, penalties, fines, costs and expenses including legal fees or other proceedings of
           any kind or nature directly or indirectly arising out of performance of the Work or Supply
           of Goods, including but not limited to personal injuries to anyone, breach or alleged breach
           of intellectual property laws, environmental non-compliance, product liability or property

     4.17. The successful Proponent(s) must be registered in Ontario for the collection and remittance
           of HST from the sale of goods and services.

     4.18. The acceptance of the successful Proponent’s bid and the subsequent award of the contract
           contemplated by this bid document is subject to Western’s internal approval processes,
           approval of external funding and /or budgets

     4.19. Western may consider the Proponent(s) past performance on previous contracts or any
           other relevant information taken into account when determining the acceptability of a


     5.1   For the period of December 1 2010 to March 31 2011 between the hours of 3 AM and
           11 PM, the successful Proponent(s) shall remove snow when more than 2 cm of snow
           has accumulated; apply ice melting material and ice controls on the building steps, fire
           exits and sidewalks. Steps, fire exits and walkways must be cleared of snow at least
           once prior to 5 AM during weekdays and 8 AM on weekends and throughout the
           timeframe between 5 AM and 11 PM, if the snow accumulates more than 2 cm. The
           successful Proponent(s) will be responsible to clear the sidewalks from the building

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UWORFQ03-1070           SNOW REMOVAL SERVICES                             2011/02/07
     steps to the main sidewalks. Main sidewalks will continue to be the responsibility of
     Western’s Grounds staff.

   5.2 The campus has been divided into distinct zones which are specified in Appendix C
       Work Assignment Zones and Pricing. Any building that is fenced off and considered a
       construction site will require no snow removal or salting. Doorways in a construction
       site that are not closed off during the renovations will require snow removal and salting.

   5.3 Proponents may bid on one or more of the designated Work Assignment Zones provided
       they have the equipment and an acceptable crew size available to perform the services as
       described in this RFQ.

   5.4 Proponents must identify in Appendix C for each Zone they are bidding on and state the
        minimum number of individuals that will be assigned to service each Zone per visit.

   5.5 The successful Proponent shall be responsible for all manual and mechanical snow removal
        equipment and Western shall provide sufficient ice melting material for each Zone that will
        be located in a designated and accessible location.

   5.6 Upon the award of this contract, the Supervisor of Grounds or a designate will hold an
       orientation session on Campus to instruct the successful Proponent(s) on the proper
       application of materials and Western’s procedures and policies.

   5.7 It is the responsibility of the successful Proponent(s) to monitor weather reports and
       respond as required to inclement weather. PPD will not make any calls to the successful

   5.8   During period of inclement weather which results in a continuous snowfall, the designated
         steps, fire exits and walkways are to be cleared of snow on a two hour or less interval and
         ice melting material applied. Steps and walkways must be cleared of snow at least once
         prior to 5 am during weekdays and 8am on weekends and during the day if the snow
         accumulates more than 2 cm.

   5.9 Failure to clear steps, fire exits and walkways as per Section 5.1, 5.5 and 5.6 would
       require Western’s staff to clear and maintain the steps, fire exits and walkways. A non-
       performance charge will be deducted from the current month’s invoice based on the
       time and the hourly rate of the Western staff.

    5.10 In the event of freezing rain or a freezing rain advisory has been issued, ice melting
         material is to be applied prior to the freezing rain and during the freezing rain to prevent
         ice buildup.

   5.11 The rate of ice melting material will be applied as recommended by the manufacturer.

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     Misuse or over application incidents will be reported to the successful Proponent(s) for
     corrective action.

     5.12 Snow clearing times and ice melting applications shall be emailed to the designated
          Grounds individual.

     5.13 Any damage caused to buildings and landscaping by the operation of snow removal
          equipment shall be repaired by the successful Proponent(s).

     5.14 Any additional work required by Grounds that is outside the scope of work for this contract
          shall be considered extra work and will be assigned to the successful Proponent(s) on a
          time and materials hourly rate.

     5.15 Western will assign zones to the successful Proponent(s) based on two parameters: based on
          the Work Assignment Zones and crew size that each proponent is proposing as identified in
          Appendix C.


     6.1 Pricing must be in Canadian dollars.

     6.2 Prices must be guaranteed for duration of the contract.


     7.1 Payment terms are net 30 days. Please specify in your proposal any payment terms that
         may differ e.g. 2% 10 days.

     7.2 Western will not consider any prepayment terms. Western will issue a purchase order
         for specific work and the successful Proponent(s) will invoice against these purchase
         orders once services are rendered.

     7.3 Where applicable, HST must be shown as separate lines on all invoices.

     7.4 All invoices must quote the Western purchase order number. Failure to include the
         purchase order number will result in invoices being returned and delays in payments.

     7.5 Proponents should state if they have the capability to accept payments using Electronic
         Funds Transfers (EFT) in lieu of cheques.


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UWORFQ03-1070           SNOW REMOVAL SERVICES                          2011/02/07
  8.1 The contract shall run for one year with an option to renew the contract for one (1)
      additional year.


    9.1 A site meeting/question and answer session, will be held on October 6 2010 at 9:00
        A.M. Interested Proponents are to meet in the rear Services Support Building located
        at 1393 Western Road. No notes of the meeting will be subsequently distributed.

10.    OTHER

    10.1 Proposals to the RFQ shall be evaluated based on best value including pricing and the
         Proponent(s)’ ability to provide the services described in this RFQ document as determined
         by Western.

    10.2 Western reserves the right, at its sole discretion to request clarification and/or further
         information from one or more Proponents prior to award without becoming obligated to
         offer the same opportunity to all Proponents.

    10.3 Time shall be of the essence and all service shall be delivered in accordance with the
         specifications and requirements as set out in this RFQ. Failure to meet the specified
         delivery of services shall entitle Western, at its sole option, to cancel any portion or the
         entire contract without incurring any liability costs.

    10.4 Western reserves the right to enter into negotiations prior to award with the Proponent(s)
         who offers the best overall value to them. During such negotiations, the scope of may
         be refined, responsibilities will be designated, implementation issues clarified and the
         final terms and conditions of any contract will be determined.

    10.5 If negotiations with the selected Proponent are unsuccessful, Western reserves the right
          in its sole discretion to enter into negotiations with any other Proponent(s).

    10.6 The successful Proponent(s) awarded the contract will be contacted by telephone. The
         RFQ status and final award decision will be posted on WEsternBuys

    10.7 Unsuccessful Proponents may request a debriefing session to review their competitive
         bid. Requests must be made in writing within 30 calendar days from the receipt of
         written notification of their unsuccessful bid or after posting of the award is made on
         the Purchasing website. Discussions will relate to the unsuccessful proponent’s
         submission only and is intended to provide general feedback regarding the proposal
         relating to the cited criteria. The debriefing process is intended to assist proponents into
         understand where improvements might be made in future submissions. Requests shall

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UWORFQ03-1070          SNOW REMOVAL SERVICES                               2011/02/07
     be submitted to the University contact individual as noted in Section 3.4 of this RFQ

                                        Appendix A


SUBMITTED BY (Company):               ________________________________________

Name:                        _________________________________________

Address:                     _________________________________________



Telephone:                   _________________________________________

Facsimile:                   _________________________________________

Email:                       _________________________________________

I/We the undersigned are duly authorized to execute this Proposal on behalf of:

               Name of Prospective Supplier

               Authorized Signature



Dated at the
                      City / Province

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UWORFQ03-1070       SNOW REMOVAL SERVICES   2011/02/07
This      Day of ____________, 2010.

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UWORFQ03-1070         SNOW REMOVAL SERVICES                      2011/02/07

                  Appendix B


      Questions to be answered and returned with your   Answer   Comments
   No                     submission.
   1 Quotation in Canadian Dollars?
   2 Is your quote valid for the specified period?
   3 Have you indicated your payment terms i.e.
      2%/10 days net 30 days or net 30 days Is your
      quote valid for the specified period?
   4 State if you are capable of EFT payments.
   5 Have you signed your submission?
   6. Has Appendix C Work Assignments Zones and
      Pricing been completed?
   7. Is pricing guaranteed for the specified period?
   8. Have you marked "Confidential" all aspects of
      your bid submission that is deemed to be

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UWORFQ03-1070                  SNOW REMOVAL SERVICES                                2011/02/07


     Proponents are to fill out the Area that they are interested in bidding on. If you are not bidding
    on a work area – indicate ‘no bid’.
    The quoted rates should be based on the Area as per the table below and includes all crew
    sizes, shovels and snow removal equipment to meet the scope of work as stated in Section 5.
    Western Building maps have been attached to this RFQ that correlate to the following table:

Zone       Location                                  Dedicated Monthly Rate           Hourly Rate for
                                                     Crew Size                        Additional Work
                                                     Proposed                         Beyond the Scope
                                                     by                               Of Work
B          Platt’s lane Apartments brown doors,
           Western Day Care, London Hall,
           Essex Hall, Perth hall
A          Spencer Engineering building, Law
           Building, Ivey Business School,
           Lawrence N.C.P.N., Thompson arena,
           Western Sports Recreation Centre,
           Thompson Engineering, Bio-
           Engineering, Cronyn Observatory,
           Alumni Hall, Althouse College,
           Elborn College, Thames Hall,
           Somerville House, 3 M Centre, Wind
           Tunnel, Green Engineering-Lasonde
C          Sonya Labatt Health Science, Talbot
           College, Music Building, Stevenson-
           Lawson Building, University College,
           Physics and Astronomy, McIntosh
           Gallery, Middlesex College, Staging
           Building, North Campus, Visual Arts
D          Delaware Hall, Elgin hall, Medway
           Hall. Sydenham Hall, Bank of
           Montreal, Alumni House

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UWORFQ03-1070           SNOW REMOVAL SERVICES   2011/02/07
E    Western Science Centre, Collip,
     Biology and Geology, Bio-tron,
     Material Science Centre, Dental,
     Natural Science, Kresge, Greenhouse,
     Taylor Library, Health Sciences
     Addition, Chemistry, Clinical Skills.
     Medical. Siebens- Drake. West
     Valley, Westminister Hall, 357 and
     363 Windemere Road, 1491
     Richmond Street , Robarts
F    UCC, Social Science, Weldon,
     Weldon Archives, Support Services
     Building, Graphic Services, Avian
     Facility for Research
G    Saugeen-Maitland Hall, Lambton
     Hall, Bayfield Apartment, Ausable-
     Beaver hall

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