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REQUEST FOR PROPOSALS FOR Snow Removal and Ice Control Services For the IWK Health Centre Request for Proposal Number: IWK-2019-242 TABLE OF CONTENTS PART 1 – INVITATION AND SUBMISSION INSTRUCTIONS ..................................................................... 3 1.1 Invitation to Proponents .................................................................................................................. 3 1.2 RFP Contact ...................................................................................................................................... 3 1.3 Type of Contract for Deliverables .................................................................................................... 4 1.4 RFP Timetable .................................................................................................................................. 4 1.5 Mandatory Site Meeting .................................................................................................................. 4 1.6 Submission of Proposals .................................................................................................................. 4 PART 2 – EVALUATION AND NEGOTIATION ......................................................................................... 7 2.1 Stages of Evaluation ......................................................................................................................... 7 2.2 Stage I – Mandatory Submission Requirements .............................................................................. 7 2.3 Stage II – Evaluation ......................................................................................................................... 7 2.4 Stage III – Pricing .............................................................................................................................. 7 2.5 Selection of Highest Scoring Proponent .......................................................................................... 8 2.6 Conditions of Award ........................................................................................................................ 8 PART 3 – TERMS AND CONDITIONS OF THE RFP PROCESS .................................................................... 9 3.1 General Information and Instructions ............................................................................................. 9 3.2 Business Registration ..................................................................................................................... 10 3.3 Communication after Issuance of RFP ........................................................................................... 10 3.4 Notification and Debriefing............................................................................................................ 11 3.5 Conflict of Interest and Prohibited Conduct .................................................................................. 11 3.6 Confidential Information ............................................................................................................... 12 3.7 Reserved Rights, Limitation of Liability and Governing Law .......................................................... 13 APPENDIX A – FORM OF AGREEMENT ............................................................................................... 15 APPENDIX B – SUBMISSION FORM .................................................................................................... 34 APPENDIX C – SUBMISSION PRICING FORM ...................................................................................... 37 APPENDIX D – RFP PARTICULARS ...................................................................................................... 41 D.1 THE DELIVERABLES ......................................................................................................................... 41 D.2 MATERIAL DISCLOSURES ................................................................................................................ 47 D.3 RATED CRITERIA ............................................................................................................................. 56 APPENDIX E – LIST OF PROPERTIES ................................................................................................... 58 APPENDIX F – SITE DRAWINGS ......................................................................................................... 61 APPENDIX G – PROPONENT RESPONSE DOCUMENT .......................................................................... 62 APPENDIX H – DAILY WINTER SNOW REMOVAL AND ICE CONTROL LOG SHEET .................................. 76 IWK-2019-242 Page 2 of 76 PART 1 – INVITATION AND SUBMISSION INSTRUCTIONS 1.1 Invitation to Proponents This Request for Proposals (the “RFP”) is an invitation by the IWK Health Centre (“IWK”), to prospective proponents to submit proposals for the provision of Snow Removal and Ice Control Services as further described in the RFP Particulars (Appendix D) (the “Deliverables”). This RFP is being conducted pursuant to the Nova Scotia Sustainable Procurement Policy and Procurement Manual. 1.1.1 Background The IWK Health Centre is seeking proposals for the provision of a Winter Maintenance Program for Snow Removal and Ice Control Services. IWK Health Centre is a healthcare facility that requires the Winter Maintenance to ensure it location and properties are safe and accessible to members of the public, including IWK patients, families & staff. The IWK is open 24 hour a day, every day of the year. The IWK is an internationally recognized academic health sciences centre located in Halifax, NS dedicated to the highest standards of patient and family-centred care, research and education. The IWK is an integral part of the region’s communities, caring for a population of two million women, children, youth and families across Nova Scotia, Prince Edward Island and New Brunswick, and providing sub-specialty care to residents of Newfoundland & Labrador. As one of two provincial health authorities in Nova Scotia, the IWK is shaping, cultivating and stewarding the health agenda for families and has charted an ambitious course to world-class outcomes. 1.1.2 Locations The IWK Health Centre requires snow removal and ice control services for the following property: IWK Health Centre 5850/5980 University Avenue Halifax, N.S. B3K 6R8 1.2 RFP Contact For the purposes of this procurement process, the “RFP Contact” shall be: Amy Gillis, Strategic Sourcing Coordinator E-mail: [email protected] Proponents and their representatives are not permitted to contact any employees or other representatives of the IWK, other than the RFP Contact or their designate, concerning this RFP. Failure to adhere to this rule may result in the disqualification of the proponent and the rejection of the proponent’s proposal. IWK-2019-242 Page 3 of 76 1.3 Type of Contract for Deliverables The selected proponent(s) will be required to enter into an agreement with the IWK for the provision of the Deliverables in the form attached as Appendix A to the RFP (the “Agreement). The initial term of the Agreement will be for a period of twelve (12) months. The IWK reserves the right to extend the Agreement for four (4) one-year extensions beyond the initial term, for an overall potential maximum of five (5) years in total. 1.4 RFP Timetable Issue Date of RFP September 12, 2019 MANDATORY SITE MEETING DATE September 17, 2019 AT 1:00 PM ADT Deadline for Questions September 20, 2019 at 2:00 PM ADT Deadline for Issuing Addenda September 25, 2019 at 2:00 PM ADT Submission Deadline Date and Time October 1, 2019 at 2:00 PM ADT Anticipated Execution of Agreement October 4, 2019 The RFP timetable is tentative only, and may be changed by Nova Scotia at any time. 1.5 Mandatory Site Meeting Proponents submitting a bid must attend the site tour, which will consist of an initial sign in, review of the proposal requirements, and a tour of all properties listed in Section 1.1.2. Proponents will be required to bring a safety vest to be worn for the duration of the tour. Parking will be available on site for a cost. It is recommended that proponents bring a copy of Appendix F – Site Drawings in order to take notes on detailed site specific requirements which will be disclosed during the tour. The tour is scheduled as follows: REGISTER - Proponents are to pre-register at IWK Health Centre, 5850/5980 University Avenue, Halifax, N.S. B3K 6R8, Security Desk, Women’s Building. Pre-registration will take place from 3:00 PM to 3:15 PM. Late registrants will not be eligible to submit a proposal in response to this RFP. TIME – 1:00 PM SEPTEMBER 17, 2019 Walking tour of the IWK Health Centre, 5850/5980 University Avenue, Halifax, N.S. B3K 6R8 ATTENDANCE AT THE SITE TOUR IS MANDATORY 1.6 Submission of Proposals 1.6.1 Proposals to be submitted at the Prescribed Location Proposals must be submitted at: Procurement – Amy Gillis IWK Health Centre, Goldbloom, Lvl 1, R1003 5850/5980 University Avenue Halifax, N.S. B3K 6R8 Ensure the external packaging is marked with the RFP number and proponent’s contact information. IWK-2019-242 Page 4 of 76 1.6.2 Proposals to be submitted on Time Proposals must be submitted at the location set out above on or before the Submission Deadline as indicated in section 1.4. Proposals submitted after the Submission Deadline will be rejected. The IWK’s time clock will be deemed to be correct. 1.6.3 Proposals to be submitted in Prescribed Format In a sealed package, proponents should submit