IMPORTANT – TERMS & CONDITIONS OF THIS RFP

  1. Proposals should be signed by an authorized employee of the bidding firm. Proposals should be

completed as requested or they may be considered non-compliant and will be returned to thebidder.

  1. Faxes will NOT be accepted.
  1. The lowest or any proposal will not necessarily be accepted. Fairhavenreserves the right to reject any and all proposals at any time without further explanation or toaccept any proposal considered advantageous to Fairhaven.
  1. All proposals should conform to the details and specifications presented in the Annexes of this

Request for Proposal as well as conforming to the General Terms and Conditions of this Request for

Proposal. Any quotation that does not conform to the specifications and details and terms andconditions of this RFP may be considered non-compliant and may be rejected.

  1. Fairhaven reserves the right in its sole discretion to clarify anyproposal after closing by seeking further information from that vendor without becoming obligated to clarify or seek further information from any or all other vendors.
  1. In the event the Fairhaven chooses to award a purchase order, thepurchase order will be awarded to the Bidder that provides the best value and service. Preferencemay be given to local suppliers where value, service and price are equivalent. Value and service willbe defined at the sole discretion of Fairhaven.
  1. All Requests for Proposals will be accepted or rejected by Fairhavenwithin thirty (30) days of the closing date of this RFP. In the event that a purchase order is awarded to the successful Bidder, along with the pricing structure submitted by the successful Proponent, will be disclosed to ALL Bidders who meet the Terms and Conditions of this RFP.
  1. In the event a proposal is accepted and a purchase order is awarded the Terms and Conditions and

Details and Specifications of this Request for Proposal shall be valid and binding and shall form apart of the purchase order.

  1. Where applicable materials must be CSA approved.
  1. If the proposals received show that, in the opinion of Fairhaven Management, the implementation of this projectis not feasible within the budget considerations of Fairhaven Management. This considerationmay result in no contract or purchase order being awarded.
  1. Any equipment or material and/or work ordered which, in the opinion of the purchaser, does not completely fulfil the specification, or is not the same as the sample previously submitted must be removed at theexpense of the vendor and be replaced immediately with material and/or work which fulfils the specifications or sample quality.
  1. All insurance costs related below will be borne by the successful Proponent.All applicable deductibles under the required insurance policies are at the soleexpense of the successful Proponent.
  1. All policies shall be endorsed to provide Fairhaven with not less than 30 days written notice of cancellation, change or amendment restricting coverage.All policies shall be with insurers licensed to underwrite insurance in theProvince of Ontario with an AM Best rating of no less than A-.The successful Proponent shall ensure that all sub-contractors/suppliers/subconsultants,if applicable, have valid coverage with the same limits.

The following requirements are standard and are included as anindication of the level of coverage which will be sought by Fairhaven.

The successful Proponent shall provide and maintain, during the term of the Contract, Commercial General Liability insurance, subject to limits of not lessthan $2,000,000 inclusive per occurrence, and with a property damage deductible not to exceed $5,000 or as agreed to by Fairhaven. To achieve thedesired limit, umbrella or excess liability insurance may be used.

The coverageshall include coverage for, but not be limited to:

i. Bodily injury including death;

ii. Damage to property including loss of use thereof;

iii. Premises and operations liability;

iv. Products or completed operations liability;

v. Blanket contractual liability;

vi. Cross liability clause;

vii. Severability of interest clause;

viii. Contingent employer’s liability;

ix. Personal injury liability;

x. Owner’s and successful Proponent’s protective coverage;

xi. Liability with respect to non-owned licensed motor vehicles;

xii. If applicable, demolition of buildings or removal of property;

xiii. If applicable, “Sudden and Accidental Pollution”, 120 hour reporting; and

xiv. Name Fairhaven as additional insuredparties, but only with respect to liability arising out of the operations of thenamed insured.

  1. The Proponent shall submit a copy of a current and valid "Clearance Certificate"from the WSIB with their Proposal, or documentation from the WSIB confirmingtheir exemption. The successful Proponent, forthwith upon being notified that they are the successful Proponent, shall provide Fairhavenwith another copy of the mostcurrent and valid “Clearance Certificate” from the WSIB. If the successful Proponent does not provide the Clearance Certificate asherein requested, or proof of exemption, or satisfactory proof that anapplication is in process, the Contract will be terminated and will beawarded to the next qualified Proponent.

15.During the term of the Contract, the successful Proponent shall ensure that Fairhaven is in receipt of the most current and valid Clearance Certificate. Fairhaven will not pay invoices unless a copy of the most current and valid Clearance Certificate has been provided. The successful Proponent clearly understands and agrees that they are not, noris anyone hired by them, covered by Fairhaven under the Workplace SafetyInsurance Act, as amended, Employment Standards Act, as amended, orany other act whether provincial or federal in respect of themselves, their employees and operations, and shall, upon request, furnish Fairhaven with satisfactory evidence that they have complied with the provisions of any suchActs. Information on coverage under the Workplace Safety and Insurance Act, asamended, can be obtained directly from the WSIB. Fairhaven is not to bedeemed the employer of the successful Proponent or their personnel under any circumstances.

  1. If the successful Proponent fails to provide and maintain insurance as required by the Contract, Fairhaven shall have the right to provide and maintain such insurance and give evidence to the successful Proponent. The successfulProponent shall pay the cost thereof to Fairhaven on demand, or Fairhaven maydeduct the cost from the amount which is due to, or may become due to, thesuccessful Proponent.

If Fairhaven requests to have the amount of coverage provided by these policies increased, or to obtain other special insurance for this Contract, the successful Proponent shall endeavor forthwith to obtain such increased or special insurance. It is understood and agreed that the coverage provided by these policies will notbe changed or amended in any way nor cancelled by the successful Proponent until 30 days after written notice of such change or cancellation has been personally delivered to Fairhaven’s Contact Person as described herein.

  1. A copy of the proponents’ health and safety policy and proceduresmust be submitted with proposal.

PURCHASE ORDER

Issuance of this Request for Proposal does not commit Fairhaven toaward a purchase order,

nor does it bind Fairhavenin anyway to acceptthe bid whatsoever, and shall not be construed as a commitment to award a contract. Any commitmentsthat may ensue shall be co-ordinated through the Fairhaven Environmental Services Department Manager.The preparation of a response to this Request for Proposal is on a voluntary basis. Any and all costsincurred by the vendor in responding to this Request for Proposal shall be the vendor’s soleresponsibility.

Fairhaven hereby reserves the right to add to, delete from, interpret or

otherwise revise all documents attached hereto and other terms of this Request for Proposal.

ALL INFORMATION, SPECIFICATIONS, DOCUMENTS AND DATA CONTAINED IN THIS REQUEST FOR

PROPOSAL PACKAGE ARE PROPRIETARY AND/OR CONFIDENTIAL AND ARE NOT TO BE USED BY THE

BIDDER FOR PURPOSES OTHER THAN IN THE PREPARATION OF A RESPONSE TO THIS REQUEST FOR

PROPOSAL AND ARE NOT TO BE DISCLOSED TO OTHERS BY THE BIDDER WITHOUT THE WRITTEN

CONSENT OF Fairhaven Management

I/We have carefully examined these documents and have obtained a clear and comprehensive
knowledge of the work, services and/or materials required.
I/We the undersigned hereby submit my/our proposal and agree to supply all necessary labour
and/or materials and/or equipment and/or services as quoted herein for the execution and
completion of this contract and in accordance with the terms, conditions and specifications and
details of this request for proposal.
Dated______
Bidding Firm
Print ______
______
Authorized Signature Title

______

Fairhaven

Danny Young,

Environmental Services Manager

ANNEX “A”

Specifications and Details

1.0

NOTE: At Fairhaven existing flooring will be removed and replace with the VCT flooring asnoted.

Supply and install new tile for RHA-WV2.

Plan and spec attached.

Product Specs

PRODUCT SPEC

CATEGORY VCT

ITEM NUMBER Armstrong VCT Flooring - Raffia 55806or 55807 (Fairhaven will confirm floor choice at site meeting)

FORM Tile

SIZE 12 in x 24 in x 0.125 in

(30.5 cm x 61 cm)

LIGHT65-69%

REFLECTIVITY

Armstrong Vinyl Composition Tile Flooring - Raffia 55806or 55807

(with white glue as specified bymanufacturer).

Floor Plan attached

2.0 Baseboard

Bidders shall supply and install new 4” black rubber (not vinyl) baseboard for each room as well as any

cabinets within the rooms.

3.0 Waxing of Floors

The successful bidders shall be responsible to apply sealer and two coats of wax to the new flooring

(excluding the stair treads). Fairhaven employees shall not wash the floor or apply any additional wax

to the floors until the initial 2 coats have been applied by the successful bidder. Upon inspection by

FairhavenEnvironmental Services, Manager, the remaining coats will then be applied. Proponents shall be responsible to ensure that the flooringand glue has fully cured enough before applying the wax and furthermore the successful bidder shall beresponsible to apply the sealer and wax according to the flooring manufacturer’s standards and the waxmanufacturer’s standards. The wax shall be the product that Fairhaven currently uses (Carefree Mattemanufactured by Diversey) and the successful bidder shall be responsible to obtain and apply the

appropriate product as per manufacturer instructions. In the event the successful bidder sub contracts the workout the successful bidder shall be responsible for the proper application.

4.0 Size/Sq Ft of Area

Total sqft of VCT is 11,720

Total feet of rubber baseboard is 3,650

5.0 Timeline:

Fairhavenis expecting to have this work completed by June 30th 2015

5.0 Award:

Fairhaven reserves the right to award all or a part of the contract to one or morecontractors.

6.0 Proposed Schedule

Fairhaven will provide, to the successful contractor, a prioritized schedule for this Resident Home Area.

Note* Resident rooms are to be be done during normal working hours (7:30am to 6:00pm)

Common Areas must be done after normal working hours (9:00pm to 6:00am)

The successful bidder shall follow this schedule and provide updates on theprogress being made as well as an estimated completion date, when requested. If it is found that the contractor is considerably behind in the schedule, Fairhavenreserves the right to cancel the unfinished areas or locations and pay theContractor out for the work completed. Fairhaven shall not be responsible topay for any materials or labour for the unfinished areas.

7.0 Warranty and Workmanship:

Contractor shall have a warranty that covers all material and workmanship for 5 years from the

date of installation.

Any workmanship that, in the opinion of Fairhaven, is not of satisfactorycondition shall be repaired or replaced at the expense of the vendor. Fairhaven shall withhold any and all payments to the vendor until the deficiencies are rectified. The Contractor shall be responsible to ensure the installer’s are qualified and experienced in theapplication of these flooring products.

If, at any time during the installation Fairhaven discovers work that is not ofsatisfactory condition the contractor will be required to repair or replace the flooring immediately. Ifthe contractor fails to do so, Fairhaven reserves the right to void the contract,withhold payment and award the work to someone else.

8.0 Job Site Cleanup and Responsibilities:

Contractor is responsible for the clean-up and removal of all garbage debris from the worksiteat the end of the work day. Contractor shall not use any Fairhaven waste containers for any disposal.

The contractor shall not use any person or persons under the age of 16 for any work involvedwith this project.

9.0 Quality Assurance and Experience

Flooring contractor (including installers) shall have a minimum 3 years’ experience in theflooring field and shall be approved by the manufacture. Bidder will submit with theproposal proof that they are an approved installer of the proposed flooring. Bidders notpossessing these qualifications will be disqualified.

10. Terms of Payment

Invoices shall be paid net 30 days from date of invoice and after verification thatgoods/services listed have been provided to the satisfaction of Fairhaven. Allinvoices shall include the successful Proponent’s HST number, as applicable.

11. Completion and Quality

Fairhaven and Contractor will inspect work for completeness and quality. Once work is satisfactory to Fairhaven, payment will be processed as outlined above.

Fairhavenwill hold back 10% of the total contract price. Fairhaven and Proponent will re inspect work for any deficiencies within 90 days of completion. Once any found deficiencies have been rectified, the 10% held back funds will be released to Proponent.

W2F-2015 Fairhaven

Vinyl Composition Tile (VCT)

Bid Form

Estimated
Price / Line Total
Total price for supply and installation,sealing and waxingof new flooringcomplete.
Total price for supply and installation of four inch rubber baseboard complete.
Removal, preparatory work &disposal of old flooringand baseboardto be included.
Total

HST

Grand Total

Company Name: ______

Signature: ______

File No. W2F-2015 Fairhaven