GROUNDS MAINTENANCE - ALGOMA RD.

Trade Agreement: WTO-AGP/NAFTA/AIT/Canada FTAs with
Peru/Colombia/Panama
Tendering Procedures: All interested suppliers may submit a bid
Attachment: None
Competitive Procurement Strategy: Lowest/Lower Bid
Comprehensive Land Claim Agreement: No
Nature of Requirements: 
Snow Clearing/Landscape Maintenance   1170 Algoma Road,  Ottawa  
EP305-150759/A      Hill, Cris Telephone No. 819-956-1343    Fax
No. 819-956-3600    cris.hill@pwgsc.gc.ca
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Soliciation Amendment 002:
This Amendment is raised to (1) extend the closing date and (2)
add the site visit minutes and to add a question and additional
items mentioned at the site visit as follows: 

(1) extend the closing date to April 1, 2015

(2) add the site visit minutes and to add a question and
additional items mentioned at the site visit

Site Visit Minutes       EP305-150759/A    March 18, 2015    
9:00am       
1170 Algoma, Ottawa - Meet at main entrance

Site Visit Start Time: 9:04am Site Visit end Time: 9:40am

In attendance from PWGSC: Michelle Chiasson & Kevin Toole (MOA -
Horticultural Services), Cris Hill (RPCD), 

Contractors in Attentance: Exel Contracting Inc., Caltrio, Gemma
Property Services, Prebbel Inc., Canadian Construction Core
(Forestell showed up at 9:20am as we were coming down from the
green roof, they were turned away as we had already started the
site visit)

Before starting Michelle Chiasson went outside to the parking
lot to make sure there was no one elese.

- Introduced myself and the technical authority. Bidders were
told that once awarded Kevin will be the TA not Michelle

-Reminded bidders that this is an all year grounds maintenance
contract, so it is for Landscape and snow removal and reminded
them that sub contracting can only be with our permission

-Reminded bidders that the supervisor is required to meet the
Mandatory qualifications in part 2 and they must submit any
required documents with their bid

- reviewed with the contractors on how to complete the Reference
Chart concerning the years of   experience, it should show 3
completed years (future years to do not count, the end date is
the closing date of the bid for any references show future dates)
   - Asked bidders to ensure that the day, month & year is shown
-- do not write "since such a year to present"

-	The bidders were told that when the TA is reviewing the
references they will only try 3 times to contact them within a 2
week period so that it does not hold up the process

-	Bidders were reminded to ensure that they contact their
references to let them know that they will be using them and
also ensure that the references have the proper names, telephone
number and email address. They were reminded to make sure the
reference name submitted is still with that company or make sure
they get the replacement name

- the bidders were reminded to review Part 4 Evaluation
Procedures of the RFP as this will show them what Mandatory
requirements are required with the bid 

- Advised the bidders that they need to complete and submit
Employee Security Information List in Part 6 at bid closing

- Bidders were reminded that this site is Site Access which
means all employees need Site Access by bid closing (they can
contact 
Patricia Lavelle to have their clearances duplicated to Site
Access)

-	Reminded bidders that no employees are allowed on site without
security clearance, if it is found that there is an employee on
site with no security this could put them in default. They were
told that when they want to add an employee they are to send the
name & date of birth to Cris Hill, she will send it to Security
and once cleared she will advise the contractor that employee is
now allowed on site.

- Reminded the Bidders to Review the SOW as each one is
different for each site and there have been revisions 

- Advised the bidders that Annex B is now the pricing scheduling
and it is to be completely filled out, if no price then insert
the $0, if pricing is missing they will be non-responsive

- Reminded the Bidders to complete pricing clearly and legible
writing

-Reminded Contractors that the As &When/Special Operations/Extra
Work is not guaranteed. They are estimated amounts for the
evaluation. This work will be issued on call-ups only as
required. 

- Reminded the Bidders there will be a Financial Security of 20%
of the firm pricing required from the winning bid

The job showing was then conducted by the TA so that contractors
could see the site with a walk around the site.

-	Started with the Green Roof

The following additional items were mentioned at the site visit: 

-	Bidders were reminded to watch for the green roof door closing
and locking, so ensure a way back out

-	Bidders were reminded that Fall arrest/working from heights
certificates are required for green roof as per SOW 3.2.1 - note
certificates will be requested at contract award

-	There is no stock piling of snow - can be left on grounds for
48hrs after snow storm as per SOW 2.10

-	Sidewalks to be cleared by the city, not part of this contract

-	Grass area  in front median by sidewalk to be kept cut as part
of this contract

-	Garbage and green bins by loading dock to be kept clear of
snow as they are used all year by kitchen staff

Green Roof

-	Cannot bring anything in or out of the building for the green
roof - it has to go over the side of the building up or down
from the green roof  (see question 1 above)

-	The TA passed around pictures of the site plan and green roof
garden for the bidders to look at

-	Bidders were reminded that there is a 4 inch media depth on
the green roof and as there is no irrigation on site the green
roof is to be kept watered    

-	Hose bibs on first level green roof need to be brought up to
second level 

-	It was pointed out that the drains on the green roof on the
first level needs to be kept cleared as water accumulates

-	Only employees with required certificate or diploma are
allowed on green roof see SOW 3.2.2

-	Bidders were reminded that whoever wins the contract should
keep the TA up to date with any structural problems on the green
roof


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Soliciation Amendment 001:
This amendment is raised to revise the Mandatory Site visit date
in the English only as follow:

Delete in its entirty: 
2.6	Mandatory Site Visit 
It is mandatory that the Bidder or a representative of the
Bidder visit the work site. Arrangements have been made for the
site visit to be held at 1170 Algoma Road on March 16, 2015 The
site visit will begin at 9:00am EDT, at the main entrance.

INSERT
2.6	Revised Mandatory Site Visit 
It is mandatory that the Bidder or a representative of the
Bidder visit the work site. Arrangements have been made for the
site visit to be held at  1170 Algoma Road on March 18, 2015 The
site visit will begin at 9:00am EDT, at the main entrance.
Personnel security screening is required prior to gaining
authorized access to1170 Algoma Road.  Bidders must communicate
with the Contracting Authority no later than March 11, 2015,
close of business dayto confirm attendance and provide the
name(s) of the person(s) and date of births of who will attend
the site visit.
The Bidder's Company Security Officer (CSO) must ensure that
their representatives hold a valid security clearance at the
required Site Access level for the site visit which is. Failure
to comply with the security requirements will result in the
representative(s) being denied access to the site.
Bidders will be required to sign an attendance sheet. Bidders
should confirm in their bid that they have attended the site
visit. Bidders who do not attend the mandatory site visit or do
not send a representative will not be given an alternative
appointment and their bid will be declared non-responsive. Any
clarifications or changes to the bid solicitation resulting from
the site visit will be included as an amendment to the bid
solicitation.
A maximum of two (2) representatives per bidder will be
permitted to examine the sites   
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Summary
i)   Requirement     
To provide Snow Removal Service and Landscape Maintenance
services including all labour, material, equipment, supervision
and transportation in accordance with the Statement of Work
attached at Annex A.
(ii)   Client Department 
For Public Works and Government Services Canada (PWGSC) at, 1170
Algoma Road, Ottawa, Ontario, Canada.
(iii)  Period of contract 
The period of any resulting Contract will be for a period of one
(1) year (estimated commencement date 
May 1, 2015) with Canada retaining an irrevocable option to
extend the contract for a period of four (4) additional
consecutive twelve (12) month periods.

Mandatory Site Visit 
It is mandatory that the Bidder or a representative of the
Bidder visit the work site. Arrangements have been made for the
site visit to be held at1170 Algoma RoadonMarch 16, 2015 The
site visit will begin at9:00am EDT, at the main entrance.
Personnel security screening is required prior to gaining
authorized access to1170 Algoma Road.  Bidders must communicate
with the Contracting Authority no later than March 11, 2015,
close of business dayto confirm attendance and provide the
name(s) of the person(s) and date of births of who will attend
the site visit. 
The Bidder's Company Security Officer (CSO) must ensure that
their representatives hold a valid security clearance at the
required Site Access level for the site visit which is. Failure
to comply with the security requirements will result in the
representative(s) being denied access to the site.
Bidders will be required to sign an attendance sheet. Bidders
should confirm in their bid that they have attended the site
visit. Bidders who do not attend the mandatory site visit or do
not send a representative will not be given an alternative
appointment and their bid will be declared non-responsive. Any
clarifications or changes to the bid solicitation resulting from
the site visit will be included as an amendment to the bid
solicitation.
A maximum of two (2) representatives per bidder will be
permitted to examine the sites

Security Requirement
1. 	The Contractor/Offeror personnel requiring access to secure
work site(s) must, at all times during
             the performance of the Contract/Standing Offer,
EACH hold a valid SITE ACCESS Clearance,
             granted or approved by the Canadian Industrial
Security Directorate, Public Works and
             Government Services Canada.

2. 	The Contractor/Offeror must comply with the provisions of
the Security Requirements Check List
             and security guide (if applicable), attached at
Annex C


Snow Clearing/Landscape Maintenance   1170 Algoma Road,  Ottawa  
EP305-150759/A      Hill, Cris Telephone No. 819-956-1343    Fax
No. 819-956-3600    cris.hill@pwgsc.gc.ca
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Technical and Financial Evaluation and Basis of Seclection

Technical and Financial Evaluation - mandatory requirements at
bid closing

(1) Mandatory Site Visit attendance;  

(Mandatory) Security Clearance of Site Access, at bid closing,
in accordance with Part 6,  Security
 Requirements; 

(3) (MANDATORY) Full Time Supervisor's Qualifications in
accordance with Part 3,

	(4) (Mandatory) Contractor's Experience and Past Performance in
accordance with Part 3, Section 1:
      Technical Bid. 

(5)  (Mandatory) Employee Information for Security at bid
closing in accordance with Part 6, 6.2	

(6) (Mandatory) Submission of Firm Price/Rates in Canadian funds
in accordance with Financial Bid                 Annex B;

Only proposals found to meet ALL the mandatory requirements will
be deemed acceptable proposals and will be further evaluated in
accordance with the evaluation criteria.  Proposals not meeting
ALL of the mandatory requirements will be deemed non-responsive
and will be given NO further consideration.


4.2	Basis of selection
A bid must comply with the requirements of the bid solicitation
and meet all mandatory evaluation criteria to be declared
responsive. 

The responsive bid evaluation will be based on the Lowest
Responsive Bid Price, a combination of the overall lowest total
bid of which 80% will be for the firm pricing (Pricing Schedule
1 and 2) and 20% on the "as and when" (Pricing Schedule 3, 4 and
5) will be recommended for award of a contract.


Delivery Date: Above-mentioned

The Crown retains the right to negotiate with suppliers on any
procurement.

Documents may be submitted in either official language of Canada.