2018ENT-03 – Ground Maintenance
The Conseil des écoles catholiques du Centre-Est (CECCE), (the “Purchaser”), hereby invites qualified (having complied with the specific requirements of the Invitation to Tender documents) vendors and suppliers to submit Tender Offers for supplying all or any of the goods and services specified in the attached Invitation to Tender documents, in accordance with these Instructions, Terms and Conditions.
Respondents shall submit their Offers (1x copy) on the Invitation to Tender Offer Forms provided via email at appro@ecolecatholique.ca OR in a sealed envelope to:
Conseil des écoles catholiques de langue française du Centre-Est (CECCE)
Main Reception Desk
c/o Purchasing Department
4 000, rue Labelle
Ottawa, Ontario K1J 1A1
NO LATER THAN 2:00:00 p.m. local time on the 21th day of February, 2018
TENDER INQUIRIES
All inquiries regarding this Invitation to Tender or its requirements shall be made IN WRITING to the following representative of the CECCE only :
Pascal Paquet, Purchasing agent
Conseil des écoles catholiques de langue française du Centre-Est
Purchasing Department
4 000, rue Labelle
Ottawa (Ontario), K1J 1A1
Fax : 613-746-3153
Email : paquep@ecolecatholique.ca
EVALUATION OF OFFERS
It is the intention of the CECCE to award a contract or contracts from this Invitation to Tender to the Respondents (if any) who offer the best overall value.
Consequentially, the CECCE shall not be bound to award to the lowest price or any Offer.
Those Respondents who have substantially complied with the requirements of this Invitation, as determined solely by the CECCE in its discretion, shall be evaluated in the sole discretion of the CECCE on the following criteria:
PRICING 65 Points
- Total price per zone (for zones 1, 2 & 3) and price per school (for zones 4 & 5), including discounts offered
- General labor rate
SCOPE OF OFFER AND CAPACITY 20 Points
- Number of schools quoted, employees and years in business
REFERENCES AND CONTRACT 15 Points
- References of the Respondent in contracts of a similar size and complexity in an education environment
CONTRACT TERM
Any Contract awarded shall commence at the beginning of the 2018 grounds maintenance season (April 15th, 2018), and shall be completed at the end of the 2019 grounds maintenance season (October 31th, 2019) to the full satisfaction of the Purchaser. The Purchaser reserves the right to limit the contract to a one year period, terminating at the end of the 2018 grounds maintenance season (October 31th, 2018).
It is expressly agreed that the Purchaser shall have the option to extend any contract made with the successful Respondents for 3x additional grounds maintenance seasons upon written notice by September 30, of each additional year, with all other terms and conditions remaining the same.
SCOPE OF WORK
GROUNDS MAINTENANCE
Scheduling
The successful Respondents will begin and end each season at the direction of the Board Representative.
Objective
To maintain the planting beds, planters, trees, shrubs for the following areas: school frontage, school contour, portables contours, school backyards, basket-ball hoops, parking lots etc.
Weeds will need to be removed in the following areas (asphalt and concrete borders): walkways, driveways, parking lots, waste enclose etc.) for the CECCE sites, as per the attached site plans, in a manner that provides safe surroundings for occupants and visitors, that enhances the appearance of the property and uses environmentally sustainable practices.
Trees, shrubs, planters and planting beds maintenance requirements
A- Spring season work to be done between 15th of April to May 31st.
A.1 All planters and planting beds on site shall be free of weeds, dead vegetation, leaves and other debris (removal shall be done by hands, no weed eater or covering the weeds with mulch will be accepted).
A.2 The soil in the planters and the planting beds shall be cultivated to a depth of 10 cm.
A.3 Hand cultivators shall be used in areas where plant roots may be damaged by mechanical cultivators.
A.4 As required, top soil shall be added to raise the level to 5 cm from the top edge.
A.5 As required, top soil shall be added to planting beds to replace depleted planting medium and to repair ruts, gouges and areas of standing water.
A.6 As required, organic much shall be added to planting beds and trees in order to insure the plant and tree viability as well as the aesthetics of the site. The depth of the much is to be 8 to 10 cm.
A.7 As required, fertilizer is to be added, the fertilizer is to be appropriate to the type of plant or tree.
A.8 Dead plants are to be replaced by the same type of plant or an acceptable equivalent.
A.9 All debris is to be removed from the site at the end of contracted work.
A.10 For the head office only, perennial plants are to be supplied by the successful Respondent (2 large cement containers at the front entrance)
A.11 Pruning must be completed by May 31st.
A.12 All dead shrubs and trees shall be removed to ground level (all trees on site).
A.13 All dead, diseased and broken branches and branches that rub shall be removed (all trees on site).
A.14 Tree branches shall be pruned so the cut is flush to the branch collar, leaving no stub (all trees on site).
A.15 Between ground level and 4 meters above ground level, and dead, diseased and broken tree branches or tree branches that rub shall be removed (all trees on site).A.16 Sucker growth from trees and tall shrubs shall be removed (all trees on site).
A.17 There is to be a minimum clearance of tree branches of 2 meters over walkways and 5 meters over roadway and parking area (all trees on site).
B- Summer season work, June 1st to the before last Friday of June
B.1 All debris shall be removed from planters and planting beds.
B.2 All planters and planting beds on site shall be free of weeds, dead vegetation, leaves and other debris (removal shall be done by hands, no weed eater or covering the weeds with mulch will be accepted).
B.3 All debris is to be removed from the site at the end of contracted work.
C- Summer season work, July 1st to the before last Friday of July.
C.1 All debris shall be removed from planters and planting beds.
C.2 All planters and planting beds on site shall be free of weeds, dead vegetation, leaves and other debris (removal shall be done by hands, no weed eater or covering the weeds with mulch will be accepted).
C.3 All debris is to be removed from the site at the end of contracted work.
D- Summer season work, August 1st to the before last Friday of August.
C.1 All debris shall be removed from planters and planting beds.
C.2 All planters and planting beds on site shall be free of weeds, dead vegetation, leaves and other debris (removal shall be done by hands, no weed eater or covering the weeds with mulch will be accepted).C.3 All debris is to be removed from the site at the end of contracted work.
E- Fall season work, September 1st to October 31th.
E.1 All planters and planting beds are to be cleared of debris and annual plants.
E.2 All planters and planting beds on site shall be free of weeds, dead vegetation, leaves and other debris (removal shall be done by hands, no weed eater or covering the weeds with mulch will be accepted).
E.3 All debris is to be removed from the site at the end of contracted work.
E.4 All dead shrubs and trees shall be removed to ground level (all trees on site).
E.5 All dead, diseased and broken branches and branches that rub shall be removed (all trees on site).
E.6 Between ground level and 4 meters above ground level, and dead, diseased and broken tree branches or tree branches that rub shall be removed (all trees on site).E.7 Sucker growth from trees and tall shrubs shall be removed (all trees on site).
E.8 There is to be a minimum clearance of tree branches of 2 meters over walkways and 5 meters over roadway and parking area (all trees on site).
