RFQ 6129-16-3181

1.0 RFQ Summary 1.1 Quotations are invited for the non-exclusive provision of the on demand service of auto detailing

and mobile auto detailing for vehicles operated by various City of Toronto Divisions, for a fixed two (2) year period from date of award, with the option to renew the contract for an additional three (3) separate one (1) year periods, all in accordance with the provisions and specifications contained in this request for quotation and any applicable City policy.

2.0 Terminology 2.1 Definitions 2.1.1 In this request for quotation, unless inconsistent with the subject matter or context:

“Addendum” or “Addenda” means any document or documents issued by the City prior to the Closing Deadline that changes the terms of the RFQ or contains additional information related to the RFQ; “Agencies and Corporations” refer to bodies and organizations that have a direct reporting or funding relationship with the City of Toronto or Council. The list of current organization name and contact of agencies and corporations to be considered under this RFQ is available from the following page on the City's website www.toronto.ca/abcc “Award” means the acceptance of a Quotation by the City in accordance with Chapter 195 of the City of Toronto Municipal Code;

"Bid" means a Bidder's response to the RFQ, which includes all of the documentation necessary to satisfy the requirements of the RFQ, has the same meaning as "Quotation" and is used interchangeably;

“Bidder” means any legal entity that submits a Quotation in response to the RFQ;

“Business Day” means any working day, Monday to Friday inclusive, excluding statutory and other holidays, namely: New Year’s Day; Family Day; Good Friday; Easter Monday; Victoria Day; Canada Day; Civic Holiday; Labour Day; Thanksgiving Day; Remembrance Day; Christmas Day; Boxing Day and any other day which the City has elected to be closed for business;

“Buyer” or "Senior Buyer" means the main contact person at the City for all matters related to the RFQ process, as set out on the RFQ Cover Page;

"City" means the City of Toronto including all Agencies and Corporations of the City;

“City Confidential Information” means all information of the City that is of a confidential nature, including all confidential information in the custody or control of the City, regardless of whether it is identified as confidential or not, and whether recorded or not, and however fixed, stored, expressed or embodied, which comes into the knowledge, possession or control of the Vendor in connection with the Contract. For greater certainty, the City Confidential Information shall:

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a) include: (i) all new information derived at any time from any such information whether created by the City , the Vendor or any third-party; (ii) all information (including Personal Information) that the City is obliged, or has the discretion, not to disclose under provincial or federal legislation or otherwise at law; but

b) not include information that: (i) is or becomes generally available to the public without fault or breach on the part of the Vendor of any duty of confidentiality owed by the Vendor to the City or to any third-party; (ii) the Vendor can demonstrate to have been rightfully obtained by the Vendor, without any obligation of confidence, from a third-party who had the right to transfer or disclose it to the Vendor free of any obligation of confidence; (iii) the Vendor can demonstrate to have been rightfully known to or in the possession of the Vendor at the time of disclosure, free of any obligation of confidence when disclosed; or (iv) is independently developed by the Vendor; but the exclusions in this subparagraph shall in no way limit the meaning of Personal Information or the obligations attaching thereto under the Contract or other Requirements of Law.

“Closing Deadline” means the date and time specified on the RFQ Cover Page or any Addenda issued by the City, as the date and time by which Bidders must submit their Quotation;

“Conflict of Interest” includes, but is not limited to, any situation or circumstance where:

a) in relation to the RFQ process, the Bidder has an unfair advantage or engages in conduct, directly or indirectly, that may give it an unfair advantage, including but not limited to (i) having access to information in the preparation of its Quotation that is confidential to the City and not available to other Bidders; (ii) communicating with any person with a view to influencing preferred treatment in the RFQ process including the giving of a benefit of any kind, by or on behalf of the Bidders to anyone employed by, or otherwise connected with, the City ; or (iii) engaging in conduct that compromises or could be seen to compromise the integrity of the open and competitive RFQ process and render that process non-competitive and unfair; or

b) in relation to the performance of its contractual obligations in the City contract, the Vendor’s other commitments, relationships or financial interests (i) could or could be seen to exercise an improper influence over the objective, unbiased and impartial exercise of its independent judgement; or (ii) could or could be seen to compromise, impair or be incompatible with the effective performance of its contractual obligations;

“Contract” means the binding agreement that is formed upon Award as confirmed by the issuance of a purchase order, blanket contract or the execution of any written agreement by the City.

“Council” means City Council;

"CPI" means The Consumer Price Index (CPI) is an indicator of changes in consumer prices experienced by Canadians. It is obtained by comparing, over time, the cost of a fixed basket of goods and services purchased by consumers. “Deliverables” means everything provided to the City in the course of performing the Contract or agreed to be provided to the City under the Contract by the Vendor

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“District” means a set geographical boundary within the City of Toronto (1. Toronto and East York District, 2. Etobicoke York District, 3. North York District, and 4. Scarborough District) as specified in Appendix "D", Form 3 – Contract Area Maps. "Garage Supervisor" means the person with delegated authority to make vehicle and equipment maintenance decisions for an assigned City garage/service location "GTA" mean the Greater Toronto Area and surrounding area "GVW" means Gross Vehicles Weight "HST", means Harmonized Sales Tax; “Including” means “including without limitation” and” includes” means “includes without limitation”; the use of the word “including” or “includes” is not intended to limit any statement that immediately precedes it to the items immediately following it. "Heavy Duty Vehicle" means vehicles in class 6-8, 19,501 lbs. GVW and over to 33,000 lbs GVW "Light Duty Vehicles" means vehicles in class 1-2, 6,000 lbs. GVW and less to 10,000 lbs. GVW

“may” and “should” used in this RFQ denote permissive (not mandatory); "Medium Duty Vehicle" means vehicles in class 3-5, 10,001 lbs. GVW to 19,500 lbs GVW "Mobile Services" means the Vendor is to visit the designated City location to provide the Services.

“must”, “shall” or “will” used in this RFQ denote imperative (mandatory), meaning Quotations not satisfying imperative (mandatory) requirements will be deemed to be non-compliant and will not be considered for Award of Contract.

“MFIPPA” means the Municipal Freedom of Information and Protection of Privacy Act;

"Non-Compliant" means that the Quotation has failed one (1) or more mandatory requirement(s) and will not be considered for Award; "Performance Evaluation Process" means the process developed by the City by which the Vendor's performance will be evaluated for the purpose of the Contract as set out in Appendix "B1", section 4 and Form 4 – Vendor Performance Evaluation Form

"Quotation" means a Bidder's response to the RFQ, which includes all of the documentation necessary to satisfy the requirements of the RFQ, has the same meaning as "Bid" and is used interchangeably; “Requirements of Law” mean all applicable requirements, laws, statutes, codes, acts, ordinances, orders, decrees, injunctions, City by-laws, rules, regulations, policies, official plans, permits,

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licences, authorisations, directions, and agreements with all authorities that now or at any time hereafter may be applicable to either the Contract or the Deliverables or any part of them; "RFQ" means this Request for Quotation inclusive of all Appendices, Schedules and any Addenda that may be issued by the City; “Term” means the period of time from the effective date of the Award as evidenced by a City purchase order, until the completion date of the Contract including any renewal options exercised by the City as detailed in Section 4.0. "Unit" means any vehicle and/or equipment owned and operated by the City that requires the Services in this RFQ;

“Vendor” means the successful Bidder that has been awarded the Contract. 2.2 References to Labeled Provisions

Each reference in this Request for Quotation to a numbered or lettered “section”, “subsection”, “paragraph”, “subparagraph”, “clause” or “sub clause” shall, unless otherwise expressly indicated, be taken as a reference to the correspondingly labelled provision of this Request for Quotation (RFQ).

2.3 General Interpretation In this RFQ, unless the context otherwise necessitates:

2.3.1 any reference to an officer or representative of the City shall be construed to mean the person

holding that office from time to time, and the designate or deputy of that person, and shall be deemed to include a reference to any person holding a successor office or the designate or deputy of that person;

2.3.2 a reference to any Act, bylaw, rule or regulation or to a provision thereof shall be deemed to

include a reference to any Act, bylaw, rule or regulation or provision enacted in substitution thereof or amendment thereof;

2.3.3 all amounts are expressed in Canadian dollars and are to be secured and payable in Canadian

dollars; 2.3.4 all references to time shall be deemed to be references to current time in the City; 2.3.5 a word importing only the masculine, feminine or neuter gender includes members of the other

genders; and a word defined in or importing the singular number has the same meaning when used in the plural number, and vice versa;

2.3.6 any words and abbreviations which have well-known professional, technical or trade meanings,

are used in accordance with such recognized meanings; 2.3.7 all accounting terms have the meaning recognized by or ascribed to those terms by the Chartered

Professional Accountants Canada (CPA Canada); and

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2.3.8 all index and reference numbers in the RFQ or any related City document are given for the

convenience of Bidders and such must be taken only as a general guide to the items referred to. It must not be assumed that such numbering is the only reference to each item. The documents as a whole must be fully read in detail for each item.

2.4 RFQ Process Terms and Conditions

This RFQ process is governed by the terms and conditions in Appendix “A”.

3.0 Scope of Work and Associated Requirements 3.1 The scope of this RFQ includes the non-exclusive provision of the on-demand services for auto

detailing and mobile auto detailing services for vehicles operated by various City of Toronto Divisions, for a fixed two (2) year period from date of award, with the option to renew the contract for an additional three (3) separate one (1) year periods, all in accordance with the provisions and specifications contained in this request for quotation. General Requirements

3.1 The Vendor must be able to arrange for service as per section 12.0 – Delivery and Pickup.

3.2 The Vendor shall communicate with the corresponding Contract Manager to confirm the Services required prior to the start of Work by email providing written notice.

3.3 The Bidder's Detailing facility(s) must be in operation Monday to Friday from be 8:00 a.m. to 5:00 p.m. The Bidder's mobile vehicle(s) must be in operation Monday to Friday from be 8:00 a.m. to 5:00 p.m.

Mobile Auto Detailing Requirements

3.4 Bidder's will visit the designated City office, site and/or garage to complete the auto detailing

services with all required detailing materials needed to provide auto cleaning service.

3.4.1 The Vendor must have a call service structure capable of dispatching mobile detailing vehicles between 8:00 a.m. to 5:00 p.m. Monday to Friday. The Vendor should state the call service telephone number available to provide mobile detailing services with their bid. (See Appendix D Form 8 Table 2) Should the Vendor fail to state their call service telephone number with the bid submission must do so within five- (5) Business Day of request by the City. Failure to provide the call service telephone number within the five (5) Business Days will result in the bid being declared non-compliant and not considered for award.

Fleet Services Requirements

3.5 Requests for Vehicle Detailing Service will be communicated by the Garage Supervisor or their designate, in charge of each of the Fleet Services Maintenance Garage locations.

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3.6 The Vendor will supply free pick-up and delivery service of vehicles to and from the City's locations listed in Appendix D, Form 1 - City Services Garage Locations.

3.7 The Bidder's detailing facility shall be within the District they are bidding on (1. Toronto and East York District, 2. Etobicoke York District, 3. North York District, and 4. Scarborough District); or within a ten (10) kilometer radius from one (1) of the four (4) main Fleet Service Divisions garage locations in the District they intend to Bid on as per Appendix "D", Form 1 – City Services Garage Locations (843 Eastern Avenue, and/or 1026 Finch Avenue, and/or Ellesmere Road, and/or 150 Disco Road, Toronto). For evaluation purposes, the City shall use the shortest distance on Google maps for determining the distance between the vendor's facility and each of the fleet services main garage locations.

3.8 Bidders bidding on the auto detailing services must have an indoor detailing facility large enough to accommodate City vehicles up to 19,500 lbs. GVWR and be equipped and capable of providing all the necessary services required to provide a full detailing for all types of vehicle body types, such as, but not limited to; passenger vehicles, light and medium crew and compartment pick-up trucks, cargo vans, cube vans, utility vans, compact vans, ambulances, garbage trucks, and various off road equipment.

3.9 Bidders should be capable of providing the Services on-site at City locations as well as at their own facilities. Bidders shall supply pick-up and delivery services of City Units to and from City locations at no additional cost.

3.10 Should the City not receive a bid within a district or within a ten (10) kilometer radius from one (1)

of the four (4) main Fleet Service Divisions garage locations; the City holds the right to make an award to a Vendor for each District that has a service facility within the closest proximity to each main FSD Garage Locations. Fire Services Requirements

3.11 Bidders detailing facility shall be no further than ten kilometers (10KM) from Toronto Fire Services head office on 4330 Dufferin Street, Toronto, ON M3H 5R9. For evaluation purposes, the City shall use the shortest distance on Google Maps for determining the distance between the Vendor's facility and Toronto Fire Services main garage location.

3.12 Should the City not receive a bid within a district or within a ten (10) kilometer radius from one Toronto Fire Services head office location; the City holds the right to make an award to a Vendor that has a service facility within the closest proximity to 4330 Dufferin Street, Toronto, ON M3H 5R9.

3.13 Bidders bidding on the auto detailing services must have an indoor detailing facility large enough to accommodate City vehicles up to 19,500 lbs. GVWR and be equipped and capable of providing all the necessary services required to provide a full detailing for all types of vehicle body types, such as, but not limited to; passenger vehicles, light and medium crew and compartment pick-up trucks, cargo vans, cube vans, utility vans, compact vans.

3.14 The Vendor will supply free pick-up and delivery service of vehicles to and from the City's locations listed in Appendix D, Form 1 - City Services Garage Locations.

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Toronto Paramedic Services 3.15 Toronto Paramedic Services requires Bidders to adhere to a specific protocol. Please refer to

section 9.6 for further details.

3.16 The Bidder's detailing facility shall be within a ten (10) kilometer radius from one (1) of the three (3) main Paramedic Service Divisions garage locations in the District they intend to Bid on as per Appendix "D", Form 1 – City Services Garage Locations (1535 Kingston Rd, and/or 50 Toryork Drive, and/or 2430 Lawrence Ave East, Toronto). For evaluation purposes, the City shall use the shortest distance on Google maps for determining the distance between the vendor's facility and each of the fleet services main garage locations.

3.17 Bidders should be capable of providing the Services on-site at City locations as well as at their own facilities. Bidders shall supply pick-up and delivery services of City Units to and from City locations at no additional cost.

3.18 Bidders bidding on the auto detailing services must have an indoor detailing facility large enough to accommodate City vehicles up to 14,000 lbs. GVWR and be equipped and capable of providing all the necessary services required to provide a full detailing for all types of vehicle body types, such as, but not limited to; passenger vehicles, light and medium crew and compartment pick-up trucks, cargo vans, cube vans, utility vans, compact vans, and ambulances.

4.0 Term of Contract

4.1 Upon Award of this RFQ, the Vendor and the City will have a Contract for Deliverables, for a

fixed two (2) year period from date of award, with the option to renew the Contract for an additional three (3) separate one (1) year periods, all in accordance with the terms, conditions, and specifications contained in this RFQ and any applicable City policy.

4.2 The decision to renew the Contract for any option term will be at the sole discretion of the City and

will be decided at least four (4) months in advance. All terms and conditions of the Contract shall remain in effect and continue during the optional year(s), with the exception of any price adjustment. The City may take into consideration the following into its decision to exercise any option year:

Available budget; The annual price adjustment; Vendor performance during the contract; and Operational needs

4.3 Included in the decision to accept any option year(s) of the Contract, is a price adjustment annually effective applied after the Contract's end date in accordance with the annual Consumer Price Index (CPI), (CPI Index-All Items-Toronto) for a 12 month period. CPI will be validated starting from four (4) months prior to the end of the current Contract conducted by the City for the Deliverables included herein, at the time the option is being considered.

4.4 For the purposes of the evaluation and award, there will be a 3% CPI adjustment applied annually to the total annual cost.

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5.0 Site Meeting – Not Applicable 6.0 Quotation Response Requirements 6.1 General Response Requirements 6.1.1 The following section lists the items that are to be included with your submission. Failure to

include mandatory items will result in your submission being found to be non-compliant and not considered further.

6.1.2 Bidders must submit one (1) original Quotation (clearly marked and identified) and should submit

one (1) additional hard copy of their Quotation. In the event where there are deviations between the original and any copies, the original hard copy shall prevail.

6.2 Request for Quotation Cover Page

6.2.1 If providing a Quotation on behalf of a corporation, the RFQ cover page must be signed by an

authorized signing officer who has the authority to bind the corporation. If the Bidder is not a corporation, the cover page must be signed by an authorized signing officer, having the authority to legally bind the Bidder to the extent permissible by the Requirements of Law. Bidders must also indicate the receipt of all Addenda as indicated on the RFQ cover page.

6.3 Price Form – Appendix “C” 6.3.1 Subject to the process terms contained in Appendix "A" and the City's procurement policies, it is

the intent of the City to Award a Contract to one (1) or more Bidder(s) based on the Bidder(s) meeting specification and providing the lowest total base bid price cost in each Table as shown in Appendix "C" – Price Form, inclusive of prompt payment.

6.3.2 Each of the Tables 1, 2, 3, 4, 5, 6, 7, 8, 9 and 10 in Appendix "C" – Price Form shall be evaluated and awarded separately to one (1) or multiple Bidder(s).

6.3.3 The Bidder is to transcribe the grand total base bid price from the Appendix C - Price Form into RFQ Cover Page 1 – Total Base Bid Price. In the event of any discrepancy between the information provided in RFQ Cover Page 1 – Total Base Bid Price and the amount set out in the Price Form, the Price Form shall govern.

6.3.4 Early Payment Discount Discount terms for early payment cannot be earlier than 15 days from the receipt date of the invoice by the City of Toronto, Corporate Accounts Payable unit.

6.3.4.1 If early payment terms are being offered, this must be indicated on Appendix C - Price Form. The Total Base Bid Price will be calculated taking the total base bid price less the discount offered, and will be applied against both the initial Term, and any subsequent renewal Term option(s) (if applicable) in order to determine the evaluated bid price for the purposes of the award.

6.3.5 Optional Pricing Where optional pricing is requested, the Bidder is required to provide pricing on all items as

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specified in the optional pricing table within Appendix C – Price Form. Pricing on these items is a mandatory requirement. Optional pricing is not calculated into the Total Base Bid Price, unless notified otherwise. Optional pricing is required for informational purposes and will be used for administering the Contract.

6.3.6 All prices, rates, and/or costs submitted by Bidders with respect to this Request for Quotation,

must include any and all expenses that may be anticipated and incurred by the Vendor while providing the Products F.O.B. destination as specified in this RFQ. No additional costs will be considered.

6.3.7 Bidders must provide a quote for Deliverables that meet or exceed the minimum specifications and requirements detailed in Section 9.0

6.3.8 For firms that manufacture and/or market products identified within the Ontario Municipal Hazardous Waste or Special Waste (MHSW), all fees payable to Stewardship Ontario are to be included in the unit prices.

6.3.9 Bidders must provide ALL prices requested in the Price Form(s). Prices that are intended to be zero cost/no charge to the City must be submitted in the space provided in Price Form(s) as "$0.00", "0" or "zero". BIDDERS THAT DO NOT FULLY COMPLETE THESE FORMS (SUCH AS LEAVING LINES BLANK), OR HAVE UNCLEAR ANSWERS (SUCH AS "N/A", "-", OR "TBD", DASHES OR HYPHENS) WILL BE DECLARED NON-COMPLIANT.

6.4 Volume Rebate – Price Form - Appendix "C" – Not Applicable

6.5 Bid Security – Not Required ( Please see section 16.0 )

6.6 City Policies Submission Form(s) – Appendix "E"

The Policy Submission Form contains statements from different City of Toronto Policies. The complete text of these policies can also be found on the City’s website at http://www.toronto.ca/purchasing/policies. Where applicable, the Bidder shall answer the questions posed and include the submission form with the completed Request for Quotation, failure to do so will result in the Bidder being declared Non-Compliant.

6.7 Literature – Not Applicable 6.8 Bidder Qualifications

6.8.1 Bidders must be authorized to provide car detailing services listed in Appendix “C” - Price Form

and must hold title to any equipment that will used to detail City vehicles. If requested by the City, Bidders must submit written verification of current and valid authorization, satisfactory to the City, prior to Award. Failure to submit written verification of authorization, satisfactory to the City within a time frame specified by the City will result in the Quotation being declared Non-Compliant.

6.8.2 Prior to award, if requested by the City, the Bidder must submit written verification that their service technicians are certified and authorized to provide car detailing services, including pick-up and delivery of vehicles Failure to submit written verification of certification/authorization

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satisfactory to the City within a timeframe specified by the City will result in the Quotation being declared Non-Compliant.

6.9 Bidder References (Appendix D – Form 3)

6.9.1 Bidders must submit a minimum of 2 references from companies, for whom the Bidder has satisfactorily provided, Auto Detailing services in the past two (2) years which may be listed in the form provided for this purpose in Appendix "D" – Form 3. If not provided at time of Bid submission, the Bidder must do so within five (5) days of request by the City or the Bid will be declared Non-Compliant and will not be considered for award. (Please see Appendix D to provide this information)

6.9.2 The City may contact the references provided. Should any reference fail to confirm that the services listed in Appendix "D", Form 3 were performed in a satisfactory manner; the Quotation will be declared Non-Compliant. Quotations with incomplete reference information may be declared Non-Compliant.

6.10 Usage Reports – Appendix "B1", section 2 6.10.1 A sample usage report including the criteria in Appendix "B1" – Supplementary Contract Terms

and Conditions, section 2, subsection 1 should be included by the Bidder upon Bid submission. These usage reports will be required for Contract management and accounting purposes by the City. If not submitted with their Quotation, Bidders must submit the sample usage report within five (5) Business Days of a written request from the City.

6.11 Subcontracted Services – Appendix "D", Form 6 and Form 7

6.11.1 Please refer to Appendix "B1"- Supplementary Terms and Conditions, section 4, Subcontractors for the City's requirements regarding subcontractors for the purposes of this Contract.

6.11.2 Bidders should specify in Appendix "D", Form 6 – Potential Subcontractors all of the potential subcontractors that the Bidder will engage to provide services on behalf of the Bidder under this Contract, along with their Quotation as well as the services intended to be subcontracted. Bidders should also provide a "Yes" or "No" response in confirming the Bidding firm does or does not intend to engage any potential subcontractor(s) in providing the Services required in this RFQ. Bidders should complete and submit Form 6 – Potential Subcontractors in Appendix "D" along with their Bid. If not provided at the time of Bid submission, Bidders must submit within five (5) Business Days of a written request from the City, or their Bid may be declared Non-Compliant.

6.11.3 Bidders are required to ensure they disclose any ownership interest or holdings in, or affiliations, relationships, and personal or business connections with subcontractors, suppliers or parts dealers, including those of any Relatives prior to Award. Bidders should provide this information with their Quotation in the form provided in Appendix "D", Form 7 – Bidder Affiliations Declaration Form, and have it signed and dated by the Bidders' authorized signing officer. Bidders should complete and submit Form 7 – Bidder Affiliations Declaration Form in Appendix "D" along with their Bid. If not provided with the Bid submission, Bidders may do so within five (5) Business Days upon written request from the City or their Bid will be declared Non-Compliant.

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6.11.4 Bidders should also provide a "Yes" or "No" response in confirming the Bidding firm does or does not have any affiliation(s) to declare in providing the Services required in this RFQ. If discovered by the City that the successful Bidder failed to declare such affiliations before Award of the Contract, it may result in termination of the Contract at which time the City will seek compensation from the Vendor as per the termination provisions in Appendix "B" – General Contract Terms and Conditions, section 13 of the RFQ.

6.11.5 Other Submission Requirements

6.11.6 In order for the City to consider the Vendor’s Bid for auto detailing services, the Vendor must state in Appendix D Form 8, their facilities complete address within the district or within ten kilometers (10 km) from the City's main maintenance garage and or headquarters that the vendor is bidding on, including the number of employees doing vehicle pickup and drop-off or number of mobile auto detailing vehicles available to provide the services. Should the Vendor fail to provide this information with their bid submission, the vendor must do so within five (5) Business Days of request by City staff. Failure to submit the address of their business office and the contact information of the person responsible to address any concerns by the City within the five (5) Business Days will result in the bid being declared non-compliant and not considered for award.

6.11.7 The Vendor should also provide the address of their business office and the contact information of the person responsible to address any concerns relating to accounting and invoicing matters, performance issues, customer complaints, service performance, dispute resolutions, reporting and more. Should the Vendor fail to provide this information with their bid submission, the vendor must do so within five (5) Business Days of request by City staff. Failure to submit the address of their business office and the contact information of the person responsible to address any concerns by the City within the five (5) Business Days will result in the bid being declared non-compliant and not considered for award.

6.11.8 The Vendor shall provide a number of Mobile Services vehicles sufficient to maintain the City’s requirements in Appendix "C" – Price Form and meeting the response times with every service delivery. As confirmation of Fleet size and fleet age, the Vendor should submit a list of their fleet, including the year, make, model serial number, and licence plate and vehicle registration certificate for each unit to be used to provide mobile auto detailing services to the City. Should the Vendor fail to provide this information with their bid submission, the vendor must do so within five (5) Business Days of request by the City. Failure to submit a list of their fleet, including the year, make, model serial number, licence plate and vehicle registration certificate for each unit to be used to provide mobile auto detailing services to the City within the five (5) Business Days will result in the bid being declared non-compliant and not considered for award.

7.0 Award 7.1 Subject to the process terms contained in Appendix "A" and the City's procurement policies, it is

the intent of the City to award Contract(s) to one (1) or more Bidder(s) based on the Bidder(s) meeting specification and providing the lowest total base bid price, per price table, as shown in Appendix “C” – Price Form inclusive of prompt payment.

7.2 The intention is to award Contract(s) to the overall lowest Bidder(s), per table, whose Quotation meets the requirements of this Request for Quotation based on the initial contract period.

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7.3 Upon award the City will confirm with the Vendor, the Deliverables, date(s) and any other

instructions related to the Deliverables being provided. 7.4 The provision of Deliverables shall not commence until a signed Contract for the Deliverables is

issued and a Contract Release Order (CRO) has been issued.

8.0 Piggyback Clause 8.1 After award, the Vendor acknowledges that the City may inform its Agencies and Corporations of

the Vendor's Contract with the City. If the Vendor wishes to provide the same Deliverables to the City's Agencies and Corporations, it shall use commercially reasonable efforts to negotiate for the purpose of entering into separate and distinct contracts with the City's Agencies and Corporations based on the same or comparable terms (including price and duration) as are set out in the City's Contract with the Vendor. The Vendor further acknowledges that the City shall not be liable for any separate contracts negotiated with the City's Agencies and Corporations by the Vendor.

9.0 Specifications

9.1 All specifications are minimum requirements that must be met or exceeded. Bids containing one or more items that do not meet or exceed the minimum specifications will be declared Non-Compliant.

9.2 Fleet Services & Fire Services Specifications

9.2.1 Complete Vehicle Detailing shall include but not limited to: Light Duty Vehicles Class 1-2, up to 10,000 lbs. GVW: 1. Complete detailing services 2. Exterior washing services 3. Interior detailing services Medium Duty Vehicles Class 3-5, from 10,001 lbs GVW to 19,500 lbs. GVW: 1. Complete detailing services 2. Exterior washing services 3. Interior detailing services Heavy Duty Vehicles Class 6-8, from 10,001 lbs GVW and over up to 33,000 lbs. GVW: 4. Complete detailing services 5. Exterior washing services 6. Interior detailing services

9.2.2 Overall Detailing Specifications

Full exterior wash including undercarriage wash Cleaning of wheels & rims Door & Truck jambs wiped Full interior vacuum, including trunk and all hard to reach areas Stain removal treatment of mats/carpets, flooring and on roof interior (headliner)

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Full interior shampoo to include seats, carpets and mats Clean and shine all vinyl including dash, vents, side panels and all openings Clean and shine console including steering wheel Interior & exterior windows cleaned

9.2.3 Exterior Wash only shall include but not limited to:

Full exterior wash including undercarriage wash Clean wheels & rims Door & Truck jambs wiped Exterior windows cleaned

9.2.4 Interior Detailing only shall include but not limited to:

Door & Truck jambs wiped Full interior vacuum, including trunk and all hard to reach areas Stain removal treatment of mats/carpets. flooring and on roof interior (headliner) Full interior shampoo to include seats, carpets and mats Clean and shine all vinyl including dash, vents, side panels and all openings Clean and shine console Interior window cleaned

9.3 Paramedic Services Specifications 9.3.1 Cleaning Process:

Wash and degrease the exterior of the vehicle. Remove all non-debris materials and equipment from the front cab and return at the

conclusion of cleaning. Vacuum the front cab, including the floor and seats. Wipe down all hard surfaces in the front cab with disinfectant, including the steering wheel,

dashboard, centre console, headrests, and back wall. Mop the floor of the front cab with degreaser. In the rear of the ambulance, clear out the centre bench. Vacuum the rear of the vehicle, including inside the centre bench. Wipe down all interior surfaces in the rear of the vehicle with disinfectant, including blue

surfaces, white surfaces, and the ceiling. Mop the floor of the rear of the vehicle with degreaser. Clean the interior of all windows with Windex. Clean the exterior of the medical supplies cabinets with Accel Prevention Wipes or liquid. Replace the materials that were removed from the front cab and the centre bench. The vehicle shall have a sign placed in the dash indicated the vehicle has been fully cleaned.

9.4 Any discharges from the washing of Mobile Service equipment shall be disposed of using the

City's sanitary sewer system and must conform to the requirements of City of Toronto Municipal

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Code, Administrative By-Laws, Chapter 681, Sewers which may be referenced by visiting http://www.toronto.ca/legdocs/municode/1184_681.pdf on the City's internet site.

9.5 The Vendor shall provide fully equipped Mobile Service vehicle(s) with water and environmentally friendly cleaning materials, labour, travel time and millage necessary to complete the services.

10.0 Quantity

10.1 Quantities provided are estimates only and should not be interpreted as indicating a minimum or

maximum order quantity. The quantities shall be used as a basis for comparison upon which the award will be made. These quantities are not guaranteed to be accurate and are furnished without any liability to the City whether decreased or increased.

11.0 Material Safety Data Sheets (MSDS) 11.1 The Vendor must provide Material Safety Data Sheets (MSDS) for each item in Appendix “C” –

Price Form within five (5) Business Days when requested by the City for the duration of the contract, including option years. The MSDS must be sent electronically to the following email account: Gui.Andrade@toronto.ca with the corresponding RFQ # in the following format: "RFQ: 6129-16-3181" in the email subject line. Failure to submit all MSDSs to the City within the specified time frame by the City may result in the Vendor being deemed in breach of the Contract.

12.0 Delivery & Pick Up 12.1 On-site Auto Detailing

12.1.1 Delivery will be to City of Toronto locations as per the Contract/Contract Release Order.

12.1.2 The Vendor shall respond to a call for service and arrive on site to pick up the Unit from City

facilities, as instructed by the Garage Supervisor or delegate, as follows: a) A Service requests shall be made by the City before 10:00 a.m. and the vendor shall pick-up

the unit no later than 12:00 p.m. the same day. The services shall be completed and the unit returned to the location specified by the Garage Supervisor or delegate within the following timelines.

i) Exterior Wash - 3:00 p.m. same day ii) Interior Detailing - 3:00 p.m. same day iii) Complete Detailing - 5:00 p.m. same day

12.1.3 Responding to a call for service shall include (but not be limited to) the following steps:

(i) Acknowledging receipt of the request for service by contacting the Garage Supervisor (or designate) via email, (ii) Arriving on-site within the time specified in section 12.2 to pick-up the Unit for detailing services at the Vendor's facility.

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12.2 Mobile Auto Detailing

12.2.1 The Vendor shall respond a call for service and arrive on site to complete the Services at City facilities, as instructed by the garage supervisor or delegate, within two (2) hours of receiving the call. The Vendor shall complete the Services at City facilities as follows:

a) Exterior Wash, within two (2) hours of arrival on site b) Interior Detailing, within two (2) hours of arrival on site c) Complete Detailing, within four (4) hours of arrival on site

12.2.2 Responding to a call for service shall include (but not be limited to) the following steps:

(i) Acknowledging receipt of the request for service by contacting the Garage Supervisor (or designate) via email, (ii) Arriving on-site within the time specified in section 12.2.1 to pick-up the Unit for detailing services at the Vendor's facility.

13.0 Return of Products – Not Applicable

14.0 Warranty – Not Applicable

15.0 Insurance - Refer to Appendix B – General Contract Terms and Conditions

16.0 Performance Security

16.1 Upon Award of the Contract(s), at the request of the City, each successful Bidder will be required

to submit a certified cheque, bank draft, money order or Letter of Credit, made payable to City of Toronto, Treasurer, in the amount of five thousand dollars ($5,000) to act as the Performance Security.

16.2 If submitting a letter of credit, the following conditions must be incorporated into the letter of credit:

a) It must be issued by a Canadian chartered bank listed in schedule ‘i’ or ‘ii’ to the Bank Act

(Canada);

b) It is in a sufficient dollar amount (e.g.: equivalent to the value of the certified cheque for which it is substituting);

c) It is irrevocable;

d) It is unconditional;

e) It is automatically renewable unless advised by written notice to the City Treasurer 30 days preceding the expiry date or dates, that the letter of credit will not be renewed; and

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f) The City of Toronto may draw on it at will;

g) If advised in accordance with (5) above the City Treasurer will exercise the drawing option.

16.3 The Performance Security of the successful Bidder(s) will be returned by the Purchasing and Materials Management Division upon expiry of the Contract and not before provided all required work has been completed to the satisfaction of the City representative.

16.4 Any bid received that does not satisfy the requirements of the Certified Cheque, Bank Draft, Money Order or Letter of Credit will be declared informal and not considered.

16.5 Original copies only of Letters of Credit are acceptable. Quotations submitted with faxed copies of

Letters of Credit are not acceptable and will be declared informal. 17.0 Occupational Health and Safety 17.1 Bidders are required to submit a properly commissioned (**) Occupational Health and Safety

Statutory Declaration (“OHSA Declaration”) in the form attached to this Quotation Request prior to award. (Form can be found in Appendix "D" – Supplementary Forms).

17.2 If a properly commissioned OHSA Declaration is not submitted with your Quotation, the City may provide a Bidder with an opportunity to submit the required OHSA Declaration within five (5) working days of such written request. Failure to submit the OHSA Declaration in response to that written request or the inability of the Bidder to satisfy the requirements set out in the OHSA Declaration are grounds for default. The City may also consider previous OHSA violations as grounds for rejection of a Quotation and the City may terminate any contract arising from this Request for Quotation if the Bidder is continuously in violation of OHSA requirements.

17.3 In the event that a Bidder is unable to satisfy the OHSA Declarations requirements, Bidders are

advised Occupational Health and Safety training is available to Ontario contractors through the Construction Safety Association. That training should enable Bidders to identify whether further training is necessary to satisfy the requirements of the OHSA Declaration on future Tender/Quotation/Request for Proposal submissions.

17.4 The following persons, by virtue of their office, are Commissioners for taking affidavits in Ontario:

Members of the Legislative Assembly, Provincial judges and justices of the peace, and barristers and solicitors entitled to practise law in Ontario.

17.5 Before commencing any Work, the Vendor shall provide the City with a valid clearance certificate from the Workplace Safety & Insurance Board (WSIB), and shall continue to provide valid clearance certificates from the WSIB for the duration of the Contract. Prior to the release of final monies owing by the City of Toronto, the Vendor will be required to produce a certificate issued by the Board to the effect that it has paid in full their assessment based on a true statement of the amount of payrolls. If such a certificate cannot be provided because the Vendor is considered by WSIB to be an independent operator without coverage, a letter to this effect from the WSIB shall be provided by the Vendor.

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APPENDIX “A” REQUEST FOR QUOTATIONS PROCESS TERMS AND CONDITIONS 1. Bidder’s Responsibility (1) It shall be the responsibility of each Bidder:

a) to examine all the components of this Request for Quotations (RFQ), including all appendices, forms and Addenda;

b) to acquire a clear and comprehensive knowledge of the required Deliverables before submitting a Quotation;

c) to become familiar and (if it becomes a successful Bidder) comply with all of the terms and conditions contained in this RFQ and the City’s Policies and Legislation set out on the City of Toronto website at: www.toronto.ca/tenders/index.htm

(2) The failure of any Bidder to receive or examine any document, form, addendum, or policy shall not

relieve the Bidder of any obligation with respect to its Quotation or any purchase order issued based on the Bidder’s Quotation.

2. City Contact and Questions

(1) All contact and questions concerning this RFQ should be directed in writing to the City employee(s) designated as “Buyer” in the RFQ.

(2) No City representative, whether an official, agent or employee, other than those identified as “Buyer” or the Chief Purchasing Official or his/her delegate are authorized to speak for the City with respect to this RFQ, and any Bidder who uses any information, clarification or interpretation from any other representative does so entirely at the Bidder’s own risk.

(3) Not only shall the City not be bound by any representation made by an unauthorized person, but any attempt by a Bidder to bypass the RFQ process may be grounds for rejection of its Quotation.

(4) Commencing from the issue date of this RFQ until the time of any ensuing Award, no communication shall be made by any person, including potential Bidders, or its representatives, including a third-person representative employed or retained by it (or any unpaid representatives acting on behalf of either), to promote its Quotation or oppose any competing Quotation, nor shall any potential Bidder, or its representatives, including a third-person representative employed or retained by it (or any unpaid representatives acting on behalf of either), discuss this RFQ or its Quotation with any City staff, City officials or Council member(s), other than a communication with the "City Contact" identified on page 1 on this RFQ.

(5) Communications in relation to this RFQ outside of those permitted by the applicable procurement policies and this RFQ document contravene the Lobbying By-law, an offence for which a person is liable to a maximum fine of $25,000.00 on a first conviction and $100,000.00 on each subsequent conviction. In addition, the City's Procurement Processes Policy provides that any Bidder found in breach of the policy may be subject to disqualification from the call or a future call or calls at the discretion of Council.

(6) Notwithstanding anything to the contrary set out in this document, the obligations with respect to lobbying as set out in the City of Toronto Municipal Code, Chapter 140 shall apply. The links to the City's Procurement Processes Policy, Lobbying By-Law and Interpretive Bulletin on Lobbying and Procurement are as follows:

http://www.toronto.ca/citybusiness/pdf/policy_procurement_process.pdf http://www.toronto.ca/legdocs/municode/1184_140.pdf http://www.toronto.ca/lobbying/pdf/interpretation-bulleting_lobbying-procurements.pdf

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3. Addenda

If it becomes necessary to revise any part of this RFQ, the revisions will be by Addendum posted electronically in Adobe PDF format on the City’s website at www.toronto.ca/calldocuments. Bidders and prospective Bidders SHOULD MONITOR THAT SITE as frequently as they deem appropriate until the day of the Deadline. Only answers to issues of substance will be posted. The City reserves the right to revise this RFQ up to the Closing Deadline. When an Addendum is issued the date for submitting Quotations may be revised by the City if, in its opinion, the City determines more time is necessary to enable Bidders to revise their Quotations.

All Bidders must acknowledge receipt of all Addenda in the space provided on the Quotation Submission Form. The City’s Purchasing and Materials Management Division will make reasonable efforts to issue the final Addendum (if any) no later than two (2) days prior to the Deadline.

4. Exceptions to Mandatory Terms and Conditions

If a Bidder wishes to suggest a change to any mandatory term or condition set forth in any part of this RFQ it should notify the Buyer in writing not later than three (3) Business Days before the Closing Deadline. The Bidder must clearly identify any such term or condition, the proposed change and the reason for it. If the City wishes to accept the proposed change, the City will issue an Addendum as described in the article above titled Addenda. The decision of the City shall be final and binding, from which there is no appeal. Changes to mandatory terms and conditions that have not been accepted by the City by the issuance of an Addendum are not permitted and any Quotation that takes exception to or does not comply with the mandatory terms and conditions of this RFQ will be rejected.

5. Omissions, Discrepancies and Interpretations

A Bidder who finds omissions, discrepancies, ambiguities or conflicts in any of the RFQ documentation or who is in doubt as to the meaning or has a dispute respecting any part of the RFQ should notify the Buyer noted in this RFQ in writing. If the City considers that a correction, explanation or interpretation is necessary or desirable, the City will issue an Addendum as described in the article above titled Addenda. The decision and interpretation of the City respecting any such disputes shall be final and binding, from which there is no appeal. No oral explanation or interpretation shall modify any of the requirements or provisions of the RFQ.

6. Incurred Costs

The City will not be liable for, nor reimburse, any potential Bidder or Bidders, as the case may be, for costs incurred in the preparation and submission of any Quotation.

7. Limitation of Liability

The City shall not be liable for any costs, expenses, loss or damage incurred, sustained or suffered by any Bidder prior, or subsequent to, or by reason of the acceptance or the non-acceptance by the City of any Quotation, or by reason of any delay in acceptance of a Quotation, except as provided in this RFQ.

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8. Post-Submission Adjustments and Withdrawal of Quotations

(1) No unilateral adjustments by Bidders to submitted Quotations will be permitted.

(2) A Bidder may withdraw its Quotation prior to the Closing Deadline any time by notifying the Buyer designated in this RFQ in writing.

(3) A Bidder who has withdrawn a Quotation may submit a new Quotation, but only in accordance with the terms of this RFQ.

(4) After the Closing Deadline each submitted Quotation shall be irrevocable and binding on Bidders for a period of 90 days.

(5) If the City makes a request to a Bidder for clarification of its Quotation, the Bidder will provide a written response within 48 hours accordingly, unless otherwise indicated, which shall then form part of the Quotation.

9. No Collusion or Unethical Conduct

(1) No Bidder may discuss or communicate about, directly or indirectly, the preparation or content of its Quotation with any other Bidder or the agent or representative of any other Bidder or prospective Bidder. If the City discovers there has been a breach at any time, the City reserves the right to disqualify the Quotation or terminate any ensuing contract.

(2) By submitting a Quotation in response to this Quotation Request, the Bidder certifies that:

a) the prices in the Quotation have been arrived at independently of those of any other Bidder;

b) the prices in the Quotation have not been knowingly disclosed by the Bidder, and will not knowingly be disclosed by the Bidder prior to the award of purchase, directly or indirectly, to any other Bidder or competitor; and

c) no attempt has been made, or will be made, to induce any other person to submit or not to submit a Quotation, for the purpose of restricting competition.

(3) Bidders must not have common ownership, directors, or management, or any other affiliation, connection, association or attachment with each other that may be deemed to compromise the principle of competition. Bidders must disclose any arrangements with other Bidders (including but not limited to subcontracting) that may reasonably be deemed to compromise the principle of competition, at or prior to the Closing Deadline.

10. Prohibition against Gratuities

(1) No Bidder and no employee, agent or representative of the Bidder, may offer or give any gratuity in the form of entertainment, participation in social events, gifts or otherwise to any officer, director, agent, appointee or employee of the City in connection with or arising from this RFQ, whether for the purpose of securing a contract or seeking favourable treatment in respect to the award or amendment of the contract or influencing the performance of the contract, including without restriction enforcement of performance standards, or expressing appreciation, or providing compensation, for the award of a contract or for performance of the City's obligations thereunder or for conferring favours or being lenient, or in any other manner whatsoever.

(2) If the City determines that this article has been breached by or with respect to a Bidder, the City may exclude its Quotation from consideration, or if a contract has already been entered into, may terminate it without incurring any liability.

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11. Conflicts of Interest/Unfair Advantage

(1) In its Quotation, the Bidder must disclose to the City any potential conflict of interest that might compromise the performance of the work or which might reasonably compromise or provide the Bidder an unfair advantage in the bidding process. If such a conflict of interest does exist, the City may, at its discretion, refuse to consider the Quotation.

(2) The Bidder must also disclose whether it is aware of any City employee, Council member or member of a City agency, board or commission or employee thereof having a financial interest in the Bidder and the nature of that interest. If such an interest exists or arises prior to the award on any contract, the City may, at its discretion, refuse to consider the Quotation or withhold the awarding of any contract to the Bidder until the matter is resolved to the City’s sole satisfaction.

(3) Bidders are cautioned that the acceptance of their Quotation may preclude them from participating as a Bidder in subsequent projects where a conflict of interest may arise. The Bidder for this project may participate in subsequent/other City projects provided the Bidder has satisfied pre-qualification requirements of the City, if any, and in the opinion of the City, no conflict of interest would adversely affect the performance and successful completion of an agreement by the Bidder.

12. Quasi-Criminal/Criminal Activity of a Proponent

(1) The City may reject a Quotation or Bidder if the City:

a) confirms that the Bidder or any individual that owns, directs, or controls the Bidder has been charged with or convicted of an offence under the Criminal Code, an offence under other applicable Requirements of Law, or an offence pursuant to similar laws outside of Ontario, or has been named in an order or similar enforcement measure by a regulatory authority;

b) determines that this charge or conviction or order is material to the given procurement; and

c) determines that, in light of this charge or conviction, awarding the Bidder could compromise the

delivery of the deliverables or would otherwise undermine the business reputation of the City of the public's confidence in the integrity of the call process

13. Failure or Default of Bidder

(1) If the Bidder, for any reason, fails or defaults in respect of any matter or thing which is an obligation of the Bidder under the terms of the RFQ, the City may at its option:

a) Consider that the Bidder has submitted a non-compliant Bid, whereupon the City may also rescind any acceptance of the [Proposal/Bid] as null and void; or

b) Consider that the Bidder has abandoned any Agreement and require the Bidder to pay the City the

difference between its Quotation and any other Quotation which the City accepts, if the latter is for a greater amount and, in addition, to pay the City any cost which the City may incur by reason of the Bidder’s failure or default. The Bidder shall be ineligible to submit a new Quotation for any Call that the City is required to reissue as a result of the Bidder's failure or default or where the City deems that the Bidder has abandoned the Agreement.

14. Acceptance of Quotations

(1) The City shall not be obliged to accept any Quotation in response to this RFQ.

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(2) The City may modify and/or cancel this RFQ prior to accepting any Quotation.

(3) Quotations may be accepted or rejected in total or in part.

(4) The lowest quoted price may not necessarily be accepted by the City.

(5) In determining which Quotation provides the best value to the City, consideration may be given to the past performance of any Bidder.

(6) Quotations which are incomplete, not completed in ink, conditional or obscure or which contain additions not called for, erasures or alterations of any kind may be rejected.

(7) The City reserves the right to waive immaterial defects and minor irregularities in any Quotation.

(8) Quotations not completed in non-erasable medium and signed in ink shall be rejected.

(9) The City reserves the right to verify the validity of information submitted in the Quotation and may reject any Quotation where, in the City’s sole estimation, the contents appear to be incorrect, inaccurate or inappropriate.

(10) The City reserves the right to assess the ability of the Bidder to perform the contract and may reject any Quotation where, in the City’s sole estimation, the personnel and/or resources of the Bidder are insufficient.

(11) The City may reject a Quotation if it determines, in its sole discretion, that the Quotation is materially unbalanced. A Quotation is materially unbalanced when:

a) it is based on prices which are significantly less than cost for some items of work and prices which are significantly overstated in relation to cost for other items of work; and

b) the City had determined that the Quotation may not result in the lowest overall cost to the City even though it may be the lowest submitted Quotation; or

c) it is so unbalanced as to be tantamount to allowing an advance payment.

15. Currency

Unless otherwise stated herein, prices quoted are to be in Canadian dollars.

16. Tied Bids

In the event that the City receives two or more Quotations identical in price, the City reserves the right to select one of the tied Quotations by way of a coin toss (in the case of two identical bids), or lottery (in the case of more than two identical bids).

17. Mathematical Errors

In the event of mathematical errors found in the pricing pages, the unit prices quoted shall prevail. Extensions and totals will be corrected accordingly and adjustments resulting from the correction will be applied to the total price quoted.

18. City Confidential Information

(1) City Confidential Information provided by City staff to any Bidder or prospective Bidder in connection with, or arising out of this RFQ, the Deliverables or the acceptance of any Quotation:

a) is and shall remain the property of the City; b) must be treated by Bidders and prospective Bidders as confidential;

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c) must not be used for any purpose other than for replying to this RFQ, and for fulfillment of any related subsequent contract.

19. Ownership and Disclosure of Quotation Documentation

(1) The documentation comprising any Quotation submitted in response to this RFQ, along with all correspondence, documentation and information provided to the City by any Bidder in connection with, or arising out of this RFQ, once received by the City:

a) shall become a record of the City; b) shall become subject to the Municipal Freedom of Information and Protection of Privacy Act

("MFIPPA"), and may be released, pursuant to that Act and other Requirements of Law. (2) Because of MFIPPA, Bidders should identify in their Quotation any scientific, technical, commercial,

proprietary or similar confidential information, the disclosure of which could cause them injury. (3) Each Bidder’s name and quoted total base price shall be made public.

(4) By submitting a Quotation, the Bidder acknowledges that it will be made available to members of City Council and Committees on a confidential basis and may be released to members of the public pursuant to an access request made under MFIPPA and other Requirements of Law.

20. Intellectual Property Rights

Each Bidder warrants that the information contained in its Quotation does not infringe any third party intellectual property right and agrees to indemnify and save harmless the City, its staff and its consultants, if any, against all claims, actions, suits and proceedings, including all costs incurred by the City brought by any person in respect of the infringement or alleged infringement of any patent, copyright, trademark, or other intellectual property right in connection with their Quotation. 21. Governing Law

This RFQ and any Quotation submitted in response to it and the process contemplated by this RFQ shall be governed by the laws of the Province of Ontario. Any dispute arising out of this RFQ or this RFQ process will be determined by a court of competent jurisdiction in the Province of Ontario.

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APPENDIX "B" GENERAL CONTRACT TERMS AND CONDITIONS In addition to any other terms and conditions contained elsewhere in this RFQ, the following terms and conditions shall form part of the Contract between the City and the Vendor and are deemed to be incorporated into and take precedence over the terms of any purchase order(s) issued in connection with this RFQ. The order of precedence shall be: (i) the RFQ, including any appendices, schedules and Addenda; (ii) the purchase order; and (iii) the Quotation;

1. Compliance with Laws

The Vendor will be required to comply, at its sole expense, with all applicable Requirements of Law (including, without limitation, the City's Fair Wage and other policies or by-laws applicable to the City's vendors, the Ontario Fire Code, the Ontario Employment Standards Act, the Ontario Human Rights Code, the Ontario Labour Relations Act, the Workplace Safety and Insurance Act, the Income Tax Act and Occupational Health and Safety requirements) in relation to the provision of any Services, including the obtaining of all necessary permits and licences, and shall submit proof of such compliance to the City, upon request, and the Vendor shall indemnify and save the City harmless from any liability or cost suffered by it as a result of the vendor's failure to comply with this provision.

2. Non-Exclusivity

The awarding of a Contract to a Vendor shall not be a guarantee of exclusivity. 3. Confidentiality

The Vendor shall treat as confidential all information of any kind which comes to the attention of the Vendor in the course of carrying out the Services and shall not disseminate such information for any reason without the express written permission of the City or otherwise in accordance with MFIPPA or other applicable privacy law. The Vendor may be required to enter into a detailed confidentiality and conflict of interest agreement in a form satisfactory to the City Solicitor.

4. Conflict of Interest

The Vendor shall: (a) avoid any Conflict of Interest in the performance of its contractual obligations; (b) disclose to the City without delay any actual or potential Conflict of Interest that arises during the performance of its contractual obligations; and (c) comply with any requirements prescribed by the City to resolve any Conflict of Interest. In addition to all other contractual rights or rights available at law or in equity, the City may immediately terminate the Contract upon giving notice to the Vendor where: (a) the Vendor fails to disclose an actual or potential Conflict of Interest; (b) the Vendor fails to comply with any requirements prescribed by the City to resolve or manage a Conflict of Interest; or (c) the Vendor’s Conflict of Interest cannot be resolved to the City's reasonable satisfaction. 5. Indemnities (1) The Vendor shall indemnify and save harmless the City of Toronto, its Mayor, Members of Council,

officers, employees, and agents from and against any losses, liens, charges, claims, demands, suits, proceedings, recoveries and judgments (including legal fees and costs) arising from or related to the

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Vendor's performance or non-performance of its obligations, including payment obligations to its approved subcontractors and suppliers and others, and including or breach of any confidentiality obligations under the Contract or infringement, actual or alleged of any Canadian, American or other copyright, moral right, trade-mark, patent, trade secret or other thing with respect to which a right in the nature of intellectual/industrial property exists.

(2) Upon assuming the defence of any action covered under this sub-article the Vendor shall keep City of Toronto reasonably informed of the status of the matter, and the Vendor shall make no admission of liability or fault on City of Toronto's part without City of Toronto's written permission.

Intellectual Property Indemnity

The Vendor shall indemnify and save harmless the City of Toronto, its Mayor, Members of Council, officers, employees, and agents from and against any losses, liens, charges, claims, demands, suits, proceedings, recoveries and judgements (including legal fees and costs) arising from infringement, actual or alleged, by the Quotation, its use or misuse, or by any of the deliverables developed or provided or supplied under or used in connection with the Services (including the provision of the Services themselves), of any Canadian, American or other copyright, moral right, trade-mark, patent, trade secret or other thing with respect to which a right in the nature of intellectual/industrial property exists.

Employment & WSIB Indemnity

Nothing under this Agreement shall render the City responsible for any employment, benefit or termination liability (including those under or in connection with the Workplace Safety and Insurance Act, 1997 or any successor legislation ("WSIA"), whether statutorily required, at common law or otherwise, resulting from Services supplied under this Agreement by persons employed or otherwise engaged by the Vendor. In the event that employment related costs, or other related responsibility falls to the City for any reason whatsoever, the Vendor agrees to indemnify the City for such costs.

6. Insurance

The successful Proponent agrees to purchase and maintain in force, at its own expense (including the payment of all deductibles) and for the duration of this Agreement, the following policies of insurance, which policies shall be in a form and with an insurer acceptable to the City. A certificate of these policies originally signed by the insurer or an authorized agent of the insurer must be delivered to the City prior to the commencement of the Proponent’s services:

(a) Comprehensive General Liability, provided that the policy:

(i) is in the amount of not less than Two Million Dollars ($2,000,000.00), per occurrence;

(ii) adds the City of Toronto as additional insured;

(iii) has provisions for cross-liability and severability of interest, broad form

contractual liability, owner's/contractor's protective liability, broad form property damage, employers liability/contingent employer's liability, products and

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completed operations, non owned automobile liability and personal injury liability;

(iv) provides for thirty (30) days' prior written notice of cancellation or material

change.

(b) Standard Garage Automobile Liability, provided that the policy is:

(i) in the amount of NOT LESS THAN TWO MILLION DOLLARS ($2,000,000.00) for each occurrence.

(ii) in the amount per auto of NOT LESS THAN FIVE HUNDRED THOUSAND

DOLLARS ($500,000) for Collision/Upset Legal Liability – Customer’s Vehicle

(iii) in the amount per occurrence of NOT LESS THAN FIVE HUNDRED THOUSAND DOLLARS $ (500,000) for Specified Perils – Customer’s Vehicle

It is understood and agreed that the coverage and limits of liability noted above are not to be construed as the limit of liability of the vendor in the performance of services. It is also agreed that the above insurance policies may be subject to reasonable deductible amounts, which deductible amounts shall be borne by the vendor. At the expiry of the policies of insurance, original signed Certificates evidencing renewal will be provided to the City without notice or demand. The successful vendor is responsible for any loss or damage whatsoever to any of its materials, goods, equipment or supplies and will maintain appropriate all-risk coverage as any prudent owner of such materials, goods, supplies and equipment. The successful vendor shall have no claim against the City or the City’s insurers for any damage or loss to its property and shall require its property insurers to waive any right of subrogation against the City.

7. No Assignment

The Vendor shall not assign any part of the Contract nor any interest therein without the prior written consent of the City, which consent shall not be unreasonably withheld. However, such written consent shall not under any circumstances relieve the Vendor of its liabilities and obligations under this RFQ and the Contract, including the terms of this RFQ.

8. Subcontractors

(1) The Vendor shall be solely responsible for the payment of every subcontractor employed, engaged, or retained by it for the purpose of assisting it in the performance of its obligations under the contract. The Vendor shall coordinate the provision of the Deliverables by its subcontractors in a manner acceptable to the City, and ensure that they comply with all the relevant requirements of the Contract.

(2) The Vendor shall be liable to the City for all costs or damages arising from acts, omissions, negligence or willful misconduct of its subcontractors.

9. Personnel and Performance

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(1) The Vendor must make available appropriately skilled workers, consultants or subcontractors, as appropriate, and must be able to provide the necessary materials, tools, machinery and supplies to fulfill its obligations under the Contract.

(2) The Vendor shall be responsible for its own staff resources and for the staff resources of any subcontractors and third-party service providers.

(3) The Vendor will ensure that its personnel (including those of approved subcontractors), when using any City buildings, premises, equipment, hardware or software shall comply with all security policies, regulations or directives relating to those buildings, premises, equipment, hardware or software.

(4) Personnel assigned by the Vendor to provide the deliverables (including those of approved

subcontractors) may also, in the sole discretion of the City, be required to sign confidentiality and conflict of interest agreement(s) satisfactory to the City Solicitor.

10. Independent Contractor

The Vendor and the City agree and acknowledge that the relationship of the City and the Vendor is one of owner and independent contractor and not one of employer-employee. Neither is there any intention to create a partnership, joint venture or joint enterprise between the Vendor and the City.

11. Warranties and Covenants

The Vendor represents, warrants and covenants to the City (and acknowledges that the City is relying thereon) that any deliverable resulting from or to be supplied or developed under the Contract will be in accordance with the City’s functional and technical requirements (as set out in the RFQ) and, if applicable, will function or otherwise perform in accordance with such requirements.

12. Ownership of Intellectual Property and Deliverables

The City will own all intellectual property rights, including (without limitation) copyright, in and to all deliverables provided by the Vendor and its subcontractors. All information, data, plans, specifications, reports, estimates, summaries, photographs and all other documentation prepared by the Vendor in the connection with the provision of the Deliverables under the Contract, whether they be in draft or final format, shall be the property of the City.

13. Termination Provisions

(1) Upon giving the Vendor not less than 30 days’ prior written notice, the City may, at any time and without cause, cancel the Contract, in whole or in part. In the event of such cancellation, the City shall not incur any liability to the Vendor apart from the payment for the Deliverables that have been satisfactorily delivered or performed by the Vendor at the time of cancellation.

(2) Failure of the Vendor to perform its obligations under the Contract shall entitle the City to terminate the Contract upon ten (10) calendar days’ written notice to the Vendor if a breach which is remediable is not rectified in that time. In the event of such termination, the City shall not incur any liability to the Vendor apart from the payment for the Deliverables that have been satisfactorily delivered or performed by the Vendor at the time of termination.

(3) All rights and remedies of the City for any breach of the Vendor's obligations under the Contract shall be cumulative and not exclusive or mutually exclusive alternatives and may be exercised singularly, jointly or in combination and shall not be deemed to be in exclusion of any other rights or remedies available to the City under the Contract or otherwise at law.

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(4) No delay or omission by the City in exercising any right or remedy shall operate as a waiver of them or of any other right or remedy, and no single or partial exercise of a right or remedy shall preclude any other or further exercise of them or the exercise of any other right or remedy.

14. Liquidated Damages

If the vendor at any time fails to supply all goods or services to the City as specified within the Contract, or fails to replace goods or services rejected by the City, then the City shall be permitted to procure such goods or services elsewhere and charge any additional costs incurred by the City to the vendor as liquidated damages, unless otherwise specified, and deduct such amounts from payments due to the vendor or to otherwise collect such costs from the vendor by any other method permitted by law.

15. Right to Retain Monies

The City shall have the right to retain out of monies payable to the vendor under the Contract the total amount outstanding for time to time of all claims arising out of the default of the vendor of its obligations to the City. This shall include claims pursuant to this or any other contract or cause of action between the vendor and the City which have not been settled between the City and the vendor.

16. Occupational Health and Safety

(1) The Vendor shall comply with all federal, provincial or municipal occupational health and safety legislative requirements, including, and without limitation, the Occupational Health and Safety Act, R.S.O., 1990 c.0.1 and all regulations thereunder, as amended from time to time (collectively the "OHSA").

(2) Nothing in this section shall be construed as making the City the "employer" (as defined in the

OHSA) of any workers employed or engaged by the Vendor for the Work, either instead of or jointly with the Vendor.

(3) The Vendor agrees that it will ensure that all subcontractors engaged by it are qualified to perform the Work and that the employees of subcontractors are trained in the health and safety hazards expected to be encountered in the Work.

(4) The Vendor acknowledges and represents that:

a) The workers employed to carry out the Work have been provided with training in the hazards of the Work to be performed and possess the knowledge and skills to allow them to work safely;

b) The Vendor has provided, and will provide during the course of the agreement, all necessary personal protective equipment for the protection of workers;

c) The Vendor’s supervisory employees are competent, as defined in the OHSA, and will carry out their duties in a diligent and responsible manner with due consideration for the health and safety of workers;

d) The Vendor has in place an occupational health and safety policy in accordance with the OHSA; and e) The Vendor has a process in place to ensure that health and safety issues are identified and addressed

and a process in place for reporting work-related injuries and illnesses. (5) The Vendor shall provide, at the request of the Contract Manager or his designate, the following as

proof of the representations made in paragraph d(i) and d(iv):

a) documentation regarding the training programs provided or to be provided during the Work (i.e. types of training, frequency of training and re-training); and

b) the occupational health and safety policy.

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(6) The Vendor shall immediately advise the Contract Manager or his designate in the event of any of the

following:

a) A critical injury that arises out of Work that is the subject of this agreement;

b) An order(s) is issued to the Vendor by the Ministry of Labour arising out of the Work that is the subject of this agreement;

c) A charge is laid or a conviction is entered arising out of the Work that is the subject of this agreement, including but not limited to a charge or conviction under the OHSA, the Criminal Code, R.S.C 1985, c. C-46, as amended and the Workplace Safety and Insurance Act, 1997, S.O. 1997, c. 16, Sched. A, as amended.

(7) The Vendor shall be responsible for any delay in the progress of the Work as a result of any violation

or alleged violation of any federal, provincial or municipal health and safety requirement by the Vendor, it being understood that no such delay shall be a force majeure or uncontrollable circumstance for the purposes of extending the time for performance of the Work or entitling the Vendor to additional compensation, and the Vendor shall take all necessary steps to avoid delay in the final completion of the Work without additional cost to the City.

(8) The parties acknowledge and agree that employees of the City, including senior officers, have no

authority to direct, and will not direct, how employees, workers or other persons employed or engaged by the Vendor do work or perform a task that is the subject of this agreement.

17. Workplace Safety and Insurance Board The Vendor shall secure, maintain and pay all costs for Workplace Safety and Insurance Board ("WSIB") workers’ compensation coverage for its employees providing Services under this contract, whether required statutorily or not under the Workplace Safety and Insurance Act, 1997. The Vendor represents and warrants that it shall be in good standing with the WSIB throughout the Term of this Contract. Prior to supplying the Services and prior to receiving payment, the Vendor shall produce a Clearance Certificate issued by the WSIB confirming that the Vendor has paid its assessment based on a true statement of the amount of its current payroll in respect of the Services and that the City is relieved of financial liability. Thereafter, throughout the period of Services being supplied, a new Clearance Certificate will be obtained from the WSIB by the Vendor and provided to the City every 90 days or upon expiry of the Certificate's validity period whichever comes first. The Vendor shall ensure that any and all persons, including but not limited to volunteers, students, subcontractors and independent contractors, providing services under this Contract have secured WSIB coverage, whether required statutorily or not, for the term of this Contract.

18. Accessibility Standards for Customer Service Training Requirements The Vendor shall require all applicable personnel (including those of its subcontractors) to fulfill the training requirements set out in the City's policy on Accessible Customer Service Requirements for Contractors, Consultants and other Service Providers.

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19. City of Toronto – Invoice/Billing Requirements To assist in prompt payment, it is essential that all required billing information is provided on the invoice submitted to the City of Toronto. If billing information is missing from an invoice it will result in a payment delays. It is the Vendor's responsibility to submit accurate invoices for goods /services delivered to the City of Toronto divisions. If an inaccurate invoice (ie: but not limited to, pricing, quantity or services provided) is submitted, the Vendor will be requested to issue a credit note and submit a new invoice. If the invoice in question offered an early payment discount, the re-issue date of the new invoice will be used to calculate the early payment discount terms. 19.1 Standard Invoices: 1) Original hardcopy vendor invoices must be addressed and sent DIRECTLY to: City of Toronto Accounting Services Division Corporate Accounts Payable 55 John Street 14th Floor, Metro Hall Toronto, ON M5V 3C6; or 2). Electronic Invoices To support an electronic payable environment, the City of Toronto Corporate Accounts Payable unit will accept electronic vendor invoices submitted via email to APinvoice@toronto.ca . Electronic invoices submitted must be in a PDF format with either single or multiple invoice(s) per attachment. Note: Do not send statements or past due invoices to this email address, only current invoices will be accepted. Do not send hard copy invoices to Corporate Accounts Payable if you have submitted an electronic invoice. If you have any questions regarding this process, please contact AP Customer Service at 416-397-5235 and follow the prompts. 2)Invoice/s submitted to the City of Toronto must have complete ship to information including:

1. City Unit Number - (usually a six digit numeric number) 2. City Work Order Number - (six digit numeric number) 3. City PO Number (seven digit numeric number – begins with an 3/6/8/9) 4. Contract Number (eight digit numeric number – begins with a 4) 5. Breakdown of your Labour Charges and details of work required per job / M5 job line

– (number of hour(s), applicable hourly rates, and work detail) 6. Detailed breakdown of any Sublet charges per job 7. Invoice Date – (invoice date must not be dated prior to the City PO creation date) 8. Contract rates – (ensure that the labour charges are those listed from the signed Contracts) 9. Totals at the bottom of your invoices for the following before applicable taxes:

a. Labour – (identify different lines for different labour rates – if applicable) b. Sublet Charges

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Invoices that do not contain the required billing information may be returned without payment to the Vendor for correction. Please refer to Appendix "D", Form 12 – Sample Fleet Services Invoice for an example. 3) The City has the right to request all supporting documentation such as confirmation of service calls, and the Vendor must provide this documentation upon request. Services must be confirmed prior to work commencing. Any amendment to the original estimate must also be approved. 4) The City's Fleet Services Accounting and Finance department will reject any invoices that do not provide all of the information required in section 2 above. 5) Any questions or concerns in regards to invoicing and payments for Fleet Services Division should be directed to Rachel Ou (or designate), Supervisor, Financial Services via email at rou@toronto.ca. 6) City purchases with the use of a credit card/PCard, are NOT to be sent to Corporate Accounts Payable. These invoices are considered paid. 7) Vendors are encouraged to provide packing slips and/or goods receipt confirmations directly to the ordering Division for goods/services delivered. 8) Vendors are to provide backup documentation directly to the ordering Division, not Corporate Accounts Payable. 19.2) Construction Contracts & Consultant Assignments related to Capital Projects – With a

Holdback only. Invoices related to an approved capital project with a holdback and managed by a Contract Administrator (CA) must be forwarded to the CA for review and approval. Billing requirement direction will be provided by the contract custodian or city divisional designate prior to the start of the Contract. 1) All invoices must be addressed and sent DIRECTLY to: Contract Administrator

City of Toronto Address Contact Info: Phone #, E-mail address Note: Contact Information of respective CA will be provided in writing, prior to the start of the contract. 2) Invoice/s submitted to the City of Toronto Contract Administrator must have complete information including:

I. Contract/Project Number II. Contract line item

III. Name of City Division and Contract Administrator IV. Vendor Number V. Vendor Name and address

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VI. The City Division’s contact name and phone number (the person ordering or picking up the goods and/or services),

VII. Description of work/ Project Name VIII. Location of work

IX. Bill through Dates(Work Done): from and to X. Invoice Date

XI. Sub-total Amount: Excluding all taxes XII. Total Invoice Amount; Including all taxes

Purchasing document information on the invoice (blanket contract number, contract release order number (CRO) purchase order (PO) or Divisional Purchase Order (DPO), must be clearly indicated on the invoice. (*This purchasing number should be provided by City staff at the time of order*) Additional terms need to be added as Appendix B1, these terms have been reviewed by PMMD and Legal at the time the FDS service template was developed and must be added here. Please see Chris or Bob for more information: APPENDIX "B1" – SUPPLEMENTARY CONTRACT TERMS AND CONDITIONS

1. Vendor's Hours of Operations

(1) The Vendor's facilities stated in Appendix "D", Form 8 – Bidder Information must be in operation from 8:00 a.m. to 5:00 p.m. on Business Days, for the Term of the Contract.

2. Records and Audit

(2) The City shall have the right to inspect and audit all of the Vendor's financial and other records relating to the Services at all reasonable times as deemed necessary by the City, during the term of the Contract and for a period of two years following completion thereof. The Vendor shall at all times during this period keep and maintain records of the Services performed pursuant to the Contract, including proper records of invoices, vouchers, timesheets and other documents that support actions taken by the Vendor including any invoices from the vendor's subcontractors, at no cost to the City.

(3) Should an audit disclose any overbilling on the part of the Vendor and/or any subcontractor, the Vendor shall be responsible to repay to the City all monies owed by the Vendor and the subcontractor as a result of the overbilling, or the City at its discretion may deduct the overbilling from monies owed to the Vendor. In addition, the Vendor shall be charged the direct costs of the City associated with the audit and overbilling cost recovery. Further the City shall have the right at its sole discretion to restrict the Vendor and/or its Vendor Obligations.

3. Reporting

(1) The Vendor shall provide usage reports on a monthly basis to the Contract Manager or delegate by the 15th of each month or as requested by the Contract Manager or delegate. The Vendor shall demonstrate the ability to provide electronic usage reports in columnar text format, in MS Excel 2007 or higher version, of invoice details by providing the following report criteria:

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Dollar value and usage information by (but not limited to):

a) Contract Number b) Contract Release Order (CRO) Number c) City Maintenance Garage Address d) Service location (address) e) Invoice number and date f) Goods Receipt Number g) City Work Order Number h) City Unit Vehicle/equipment Number i) Name of City Approver j) Quantity/usage per Contract Line Item k) Detailed description of components by category and/or Contract line item number l) Cumulative Total by month or as requested by the City Division

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4. Subcontracted Services

(1) The Vendor shall not subcontract any Work under this Contract to a subcontractor without prior written approval by the Contract Manager. Any Work performed by a subcontractor shall be the sole responsibility of the Vendor. Charges to the City shall not differ from the unit costs offered by the Vendor in Appendix "C" - Price Form. Failure to comply may result in the Contract being cancelled, in which case the City may require the Vendor to pay the City the difference between its quotation and any other quotation which the City accepts, if the latter is for a greater amount and, in addition, to pay the City any cost which the City may incur by reason of the Vendor's default, within 30 Business Days of notice from the City. Failure to pay the City within the 30 Business Days will result in the City deducting any monies owed to the Vendor by the City. The Vendor shall be ineligible to submit a new quotation for any call that the City is required to reissue as a result of the Vendor's default.

(2) Any subcontractor performing Work on behalf of the Vendor, after receiving written approval by the Contract Manager, shall meet the requirements, Terms and Conditions of this RFQ and the Contract. Any Work performed by a subcontractor shall be the sole responsibility of the Vendor. Charges to the City shall not differ from the unit costs offered by the Vendor in Appendix "C" - Price Forms.

5. Vendor Responsibilities

(1) The Vendor shall not charge the City storage fees for Unit(s) while at the Vendor's facility.

(2) Work on City Units shall be completed in a covered area at all times. In the event the Vendor damages any City Units while providing the Services, the Vendor shall repair the Units to the satisfaction of the City at the Vendor’s cost. The Vendor shall also be required to report the damages to the City immediately within one (1) hour. The City shall evaluate the damages and make arrangements with the Vendor to repair the Unit at the Vendor’s cost.

(3) It is prohibited to park City Units outside the Vendor's facility (yard). In the event a Unit is being

delivered to the Vendor's facility (either by the City or by the Vendor) and the Vendor fails to provide a secure area for the Unit to be stored, the Unit will be returned to the City, and all costs associated with labour and transportation to transport the Unit to and from the City's facility shall be the responsibility of the Vendor. The City reserves the right, acting reasonably, to deduct any monies owed to the City from any monies owed to the Vendor. In the absence of such option, the Vendor shall make payment to the City within 30 calendar days of notice.

(4) While working on City facilities, the Vendor must: a) Comply with City policies and security regulations regarding pass cards, keys and Contractor

badges when inside the various City buildings. Please review the City of Toronto City-wide Corporate Security Policy in Appendix "E1".

b) Vendor is obligated to supervise their personnel while working on City of Toronto work sites to ensure their safety and that their movement on City facilities is within the requirements of their work.

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c) Comply with the building rules such as the no smoking policy of the buildings and other rules, which will be communicated to the successful Bidder in writing at the mandatory kick-off meeting upon Award (Appendix "B1", section 10).

(5) It is the responsibility of the Vendor to ensure that the Work being requested by City staff meets the requirements as set out by the Terms and Conditions of this RFQ and is quoted in Appendix "C" - Price Form. In cases where City staff requests Services not listed under Appendix "C" - Price Form, the Vendor shall communicate this to the Contract Manager as soon as it becomes known. The City is under no obligation to pay for any Work performed by the Vendor that is not procured and quoted under this RFQ and any resulting Contract.

6. Performance Evaluation Process

(1) The Vendor shall be evaluated for their performance prior to the acceptance of any optional year. Please refer to Appendix "D", Form 4 - Vendor Performance Evaluation Form for a sample of the form which details the criteria that will be used to evaluate and rate the Vendor's performance for the purposes of this Contract.

(2) Prior to the commencement of Services, the Vendor must attend a mandatory kick-off meeting with the Contract Manager. The purpose of this meeting is to review the Service requirements as set out in the Contract, establish responsibilities under the Contract, and establish successful working relations with the Vendor.

(3) The City may request subsequent mandatory performance review meetings with the Vendor four

to six (4-6) months prior to the end of each Term, including option years, (at no cost to the City) to review the Vendor Performance Evaluation scores and provide feedback on areas of improvement. The City expects the Vendor to exhibit a willingness to cooperate to resolve any outstanding issues in order for the City to continue business with the Vendor.

(4) If the Vendor fails to attend the mandatory kick-off meeting or any of the subsequent mandatory performance review meetings during the Contract Term, the City may terminate the Contract as per the termination provisions in Appendix "B" – General Contract Terms and Conditions, section 13.

(5) At any of the performance review meetings under this section, the Vendor shall be entitled to

identify any aspect of the City's operations that is undermining the Vendor's ability to deliver at least a satisfactory level of performance in accordance with the Vendor Performance Evaluation Form. Where the City concludes that this is in fact the case, the rating given to the Vendor with respect to those criteria on the Vendor Performance Evaluation Form, will be adjusted accordingly.

(6) Where Vendor performance issues are identified during the Contract Term, the following process shall be followed by the City and the Vendor:

a) The City and the Vendor shall agree at the time of the mandatory meeting or within 24 hours thereafter, on the measures to be taken by the Vendor moving forward to improve their performance to at least a satisfactory level.

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b) Within 24 hours of both parties agreeing on the proposed measures, the Vendor shall confirm with the City (through the Contract Manager) in writing that the measures agreed upon have been implemented.

c) Where the Vendor fails or refuses to implement the proposed measures, it shall be documented and will negatively impact the Vendor's performance rating to show the Vendor as displaying unacceptable performance for the corresponding criteria as per the Vendor Performance Evaluation Form.

d) If the Vendor continues to provide unacceptable performance, they shall be deemed to be in default under the Contract, and the City in its sole discretion, can terminate the Contract (as per the termination provisions in Appendix "B" – General Contract Terms and Conditions, section 13) and recommend the Vendor for disqualification by City Council, and as such, the Vendor can be prevented from doing business with the City for a period of one (1) year.

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APPENDIX “C” PRICE FORM

UNIT PRICES QUOTED SHALL INCLUDE THE NON-EXCLUSIVE PROVISION OF THE ON DEMAND SERVICE OF AUTO DETAILING AND MOBILE AUTO DETAILING SERVICES FOR VEHICLES OPERATED BY VARIOUS CITY OF TORONTO DIVISIONS, EXCLUDING HARMONIZED SALES TAX (HST)

IN THE EVENT OF MATHEMATICAL ERRORS FOUND IN THE PRICING PAGES, THE UNIT PRICES QUOTED SHALL PREVAIL. EXTENSIONS AND TOTALS WILL BE CORRECTED ACCORDINGLY AND ADJUSTMENTS RESULTING FROM THE CORRECTION WILL BE APPLIED TO THE TOTAL PRICE QUOTED.

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Item No. Service DescriptionEstimated Annual

Quantity (A)

Unit Cost

Flat Rate

(B)

Extended Price (A) x (B)

1 Exterior wash only (including pickup and delivery) 10 $ - $ -

2 Interior detailing only (including pickup and delivery 20 $ - $ -

3 Complete detailing (including pickup and delivery) 40 $ - $ -

4 Exterior wash only (including pickup and delivery) 10 $ - $ -

5 Interior detailing only (including pickup and delivery 20 $ - $ -

6 Complete detailing (including pickup and delivery) 15 $ - $ -

$ -

___________%

Medium Duty Vehicle and equipment class 3-5, 10,001 lbs. GVW to 19,500 lbs GVW

Total Base Bid Price Before Discount Table 1: Toronto & East York District (District 1)

Prompt Payment Total % Discount from date of Award for the term of the Contract including

all option years

State Discount Term (e.g. Net 15 days)

Discount applied to Total Base Bid Price

TOTAL BASE BID PRICE (excluding HST) After Discount

(Transcribe to cover page)

Table 1: Fleet Services Toronto & East York District (District 1) - Detailing services at the Vendor's facility within the District or within ten

(10) kilometers from 843 Eastern Avenue, Servicing four (4) Fleet Services maintenance garages: 843 Eastern Avenue (main), 1008 Yonge

Street, 116 King Street and 50 Booth Avenue

Appendix "C" - Price From

Light duty vehicles and equipment class 1-2, 6,000 lbs. GVW and less to 10,000 lbs. GVW

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Item No. Service DescriptionEstimated Annual

Quantity (A)

Unit Cost

Flat Rate

(B)

Extended Price (A) x (B)

1 Exterior wash only (including pickup and delivery) 1 $ - $ -

2 Interior detailing only (including pickup and delivery 9 $ - $ -

3 Complete detailing (including pickup and delivery) 31 $ - $ -

4 Exterior wash only (including pickup and delivery) 2 $ - $ -

5 Interior detailing only (including pickup and delivery 1 $ - $ -

6 Complete detailing (including pickup and delivery) 15 $ - $ -

$ -

___________%

Table 2: Fleet Services Etobicoke York District (District 2) - Detailing services at the Vendor's facility within the District or within ten (10)

kilometers from 150 Disco Road, servicing one (1) Fleet Services maintenance garage: 150 Disco Road

Light duty vehicles and equipment class 1-2, 6,000 lbs. GVW and less to 10,000 lbs. GVW

Medium Duty Vehicle and equipment class 3-5, 10,001 lbs. GVW to 19,500 lbs GVW

Total Base Bid Price Before Discount Table 2: Etobicoke York District (District 2)

Prompt Payment Total % Discount from date of Award for the term of the Contract including

all option years

State Discount Term (e.g. Net 15 days)

Discount applied to Total Base Bid Price

TOTAL BASE BID PRICE (excluding HST) After Discount

(Transcribe to cover page)

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Item No. Service DescriptionEstimated Annual

Quantity (A)

Unit Cost

Flat Rate

(B)

Extended Price (A) x (B)

1 Exterior wash only (including pickup and delivery) 10 $ - $ -

2 Interior detailing only (including pickup and delivery 8 $ - $ -

3 Complete detailing (including pickup and delivery) 40 $ - $ -

4 Exterior wash only (including pickup and delivery) 55 $ - $ -

5 Interior detailing only (including pickup and delivery 14 $ - $ -

6 Complete detailing (including pickup and delivery) 15 $ - $ -

$ -

___________%

State Discount Term (e.g. Net 15 days)

Table 3: Fleet Services North York District (District 3) - Detailing services at the Vendor's facility within the District or within ten (10)

kilometers 1026 Finch Avenue West, Servicing two (2) Fleet Services maintenance garages: 1026 Finch Avenue and 86 Ingram Drive

Light duty vehicles and equipment class 1-2, 6,000 lbs. GVW and less to 10,000 lbs. GVW

Medium Duty Vehicle and equipment class 3-5, 10,001 lbs. GVW to 19,500 lbs GVW

Total Base Bid Price Before Discount Table 3: North York District (District 3)

Prompt Payment Total % Discount from date of Award for the term of the Contract including

all option years

Discount applied to Total Base Bid Price

TOTAL BASE BID PRICE (excluding HST) After Discount

(Transcribe to cover page)

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Item No. Service DescriptionEstimated Annual

Quantity (A)

Unit Cost

Flat Rate

(B)

Extended Price (A) x (B)

1 Exterior wash only (including pickup and delivery) 10 $ - $ -

2 Interior detailing only (including pickup and delivery 15 $ - $ -

3 Complete detailing (including pickup and delivery) 40 $ - $ -

4 Exterior wash only (including pickup and delivery) 15 $ - $ -

5 Interior detailing only (including pickup and delivery 16 $ - $ -

6 Complete detailing (including pickup and delivery) 20 $ - $ -

$ -

___________%

State Discount Term (e.g. Net 15 days)

Discount applied to Total Base Bid Price

Medium Duty Vehicle and equipment class 3-5, 10,001 lbs. GVW to 19,500 lbs GVW

Total Base Bid Price Before Discount Table 4: Scarborough District (District 4)

TOTAL BASE BID PRICE (excluding HST) After Discount

(Transcribe to cover page)

Prompt Payment Total % Discount from date of Award for the term of the Contract including

all option years

Light duty vehicles and equipment class 1-2, 6,000 lbs. GVW and less to 10,000 lbs. GVW

Table 4: Fleet Services Scarborough District (District 4) - Detailing services at the Vendor's facility within the District or within ten (10)

kilometers 1050 Ellesmere Road, Servicing two (2) Fleet Services maintenance garages: 1050 Ellesmere Road and 25 Old Eglinton Avenue

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Item No. Service DescriptionEstimated Annual

Quantity (A)

Unit Cost

Flat Rate

(B)

Extended Price (A) x (B)

1 Exterior wash only (including pickup and delivery) 30 $ - $ -

2 Interior detailing only (including pickup and delivery 30 $ - $ -

3 Complete detailing (including pickup and delivery) 30 $ - $ -

4 Exterior wash only (including pickup and delivery) 15 $ - $ -

5 Interior detailing only (including pickup and delivery 15 $ - $ -

6 Complete detailing (including pickup and delivery) 20 $ - $ -

$ -

___________%Prompt Payment Total % Discount from date of Award for the term of the Contract including

all option years

State Discount Term (e.g. Net 15 days)

Table 5: Fire Services (District 14) - Detailing services at the Vendor's facility within the District or within ten (10) kilometers from 4330

Dufferin Street Servicing one (1) Fire Services maintenance garage: 4330 Dufferin Street

Light duty vehicles and equipment class 1-2, 6,000 lbs. GVW and less to 10,000 lbs. GVW

Medium Duty Vehicle and equipment class 3-5, 10,001 lbs. GVW to 19,500 lbs GVW

Total Base Bid Price Before Discount Table 5: Fire Services, 4330 Dufferin Street

Discount applied to Total Base Bid Price

TOTAL BASE BID PRICE (excluding HST) After Discount

(Transcribe to cover page)

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Item No. Service DescriptionEstimated Annual

Quantity (A)

Unit Cost

Flat Rate

(B)

Extended Price (A) x (B)

1 Exterior wash only (including pickup and delivery) 0 $ - $ -

2 Interior detailing only (including pickup and delivery 0 $ - $ -

3 Complete detailing (including pickup and delivery) 150 $ - $ -

$

___________%

State Discount Term (e.g. Net 15 days)

Discount applied to Total Base Bid Price

TOTAL BASE BID PRICE (excluding HST) After Discount

(Transcribe to cover page)

Table 6: Toronto Paramedic Services - Detailing services at the Vendor's facility within the District or within ten (10) kilometers from 2430

Lawrence Ave East Servicing two (2) Paramedic Services Garages: 2430 Lawrence Ave East & 100 Turnberry Ave

Light duty vehicles and equipment class 1-2, 6,000 lbs. GVW and less to 10,000 lbs. GVW

Total Base Bid Price Before Discount Table 6: 2430 Lawrence Ave East

Prompt Payment Total % Discount from date of Award for the term of the Contract including

all option years

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Item No. Service DescriptionEstimated Annual

Quantity (A)

Unit Cost

Flat Rate

(B)

Extended Price (A) x (B)

1 Exterior wash only (including pickup and delivery) 0 $ - $ -

2 Interior detailing only (including pickup and delivery 0 $ - $ -

3 Complete detailing (including pickup and delivery) 150 $ - $ -

$

___________%

Total Base Bid Price Before Discount Table 7: Toryork Drive

Prompt Payment Total % Discount from date of Award for the term of the Contract including

all option years

State Discount Term (e.g. Net 15 days)

Discount applied to Total Base Bid Price

Table 7: Toronto Paramedic Services - Detailing services at the Vendor's facility within the District or within ten (10) kilometers from 50

Toryork Drive Servicing two (3) Paramedic Services garages: 50 Toryork Drive, 1300 Wilson Ave, 5700 Bathurst Ave

Light duty vehicles and equipment class 1-2, 6,000 lbs. GVW and less to 10,000 lbs. GVW

TOTAL BASE BID PRICE (excluding HST) After Discount

(Transcribe to cover page)

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Item No. Service DescriptionEstimated Annual

Quantity (A)

Unit Cost

Flat Rate

(B)

Extended Price (A) x (B)

1 Exterior wash only (including pickup and delivery) 0 $ - $ -

2 Interior detailing only (including pickup and delivery 0 $ - $ -

3 Complete detailing (including pickup and delivery) 300 $ - $ -

$

___________%

Table 8: Toronto Paramdic Services - Detailing services at the Vendor's facility within the District or within ten (10) kilometers Detailing

services at the Vendor's facility within the District or within ten (10) kilometers from 1535 Kingston Rd Servicing one (1) Paramedic

Services garage: 1535 Kingston Rd

Discount applied to Total Base Bid Price

TOTAL BASE BID PRICE (excluding HST) After Discount

(Transcribe to cover page)

Light duty vehicles and equipment class 1-2, 6,000 lbs. GVW and less to 10,000 lbs. GVW

Total Base Bid Price Before Discount Table 8: 1535 Kingston Rd

Prompt Payment Total % Discount from date of Award for the term of the Contract including

all option years

State Discount Term (e.g. Net 15 days)

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Item No. Service DescriptionEstimated Annual

Quantity (A)

Unit Cost

Flat Rate

(B)

Extended Price (A) x (B)

1 Exterior wash only (including pickup and delivery) 0 $ - $ -

2 Interior detailing only (including pickup and delivery 0 $ - $ -

3 Complete detailing (including pickup and delivery) 260 $ - $ -

7Labour cost per hour for other mobile detailing services not listed in Table 5

64 $ -

$ -

$

___________%

Table 9: Mobile Detailing Services within the GTA and Surrounding area for Paramedic Services

Light duty vehicles and equipment class 1-2, 6,000 lbs. GVW and less to 10,000 lbs. GVW

Discount applied to Total Base Bid Price

TOTAL BASE BID PRICE (excluding HST) After Discount

(Transcribe to cover page)

Prompt Payment Total % Discount from date of Award for the term of the Contract including

all option years

State Discount Term (e.g. Net 15 days)

Total Base Bid Price Before Discount Table 9: Mobile Detailing Services within the GTA and

surrounding area

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Item No. Service DescriptionEstimated Annual

Quantity (A)Unit Cost (B) Extended Price (A) x (B)

1 Exterior wash only (including pickup and delivery) 44 $ - $ -

2 Interior detailing only (including pickup and delivery 39 $ - $ -

3 Complete detailing (including pickup and delivery) 39 $ - $ -

4 Exterior wash only (including pickup and delivery) 63 $ - $ -

5 Interior detailing only (including pickup and delivery 34 $ - $ -

6 Complete detailing (including pickup and delivery) 39 $ - $ -

4 Exterior wash only (including pickup and delivery) 64 $ - $ -

5 Interior detailing only (including pickup and delivery 24 $ - $ -

6 Complete detailing (including pickup and delivery) 39 $ - $ -

7Labour cost per hour for other mobile detailing services not listed in Table 5

64 $ -

$ -

$ -

___________%Prompt Payment Total % Discount from date of Award for the term of the Contract including

all option years

State Discount Term (e.g. Net 15 days)

Discount applied to Total Base Bid Price

TOTAL BASE BID PRICE (excluding HST) After Discount

(Transcribe to cover page)

Table 10: Mobile Detailing Services within the GTA and Surrounding area for Fleet Services

Light duty vehicles and equipment class 1-2, 6,000 lbs. GVW and less to 10,000 lbs. GVW

Medium Duty Vehicle and equipment class 3-5, 10,001 lbs. GVW to 19,500 lbs GVW

Heavy Duty Vehicle and equipment class 6-8, 19,501 lbs. GVW and over to 33,000 lbs GVW

Total Base Bid Price Before Discount Table 10: Mobile Detailing Services within the GTA and

surrounding area

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APPENDIX “D” – SUPPLEMENTARY FORMS

1) Declaration of Compliance with Anti-Harassment/Discrimination Legislation & City Policy 2) Statutory Declaration (Occupational Health & Safety) 3) Bidder References Form

4) Bid Bond Form 5) Form 1 – City Services Garage Locations 6) Form 2 - Bidder References 7) Form 3 –Contract Area Maps

8) Form 4 - Vendor Performance Evaluation Form

9) Form 5 - Sample Fleet Services Invoice

10) Form 6 - Potential Subcontractors

11) Form 7 - Bidder Affiliations Declaration Form

12) Form 8 – Required Bidder Information

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Declaration of Compliance with Anti-Harassment/Discrimination Legislation & City Policy

Organizations/individuals in Ontario, including the City of Toronto, have obligations under the Ontario Human Rights Code, the Occupational Health and Safety Act, the Employment Standards Act, the Accessibility for Ontarians with Disabilities Act, the Criminal Code of Canada and the Charter of Rights and Freedoms. In addition, the City of Toronto also has policies that prohibit discrimination on the additional grounds of political affiliation or level of literacy, subject to the requirements of the Charter. Organizations are required to have and post policies, programs, information, instruction, plans and/or other supports, and an appropriate internal process available to their employees and service recipients to prevent, address and remedy discrimination, racism, harassment, hate and inaccessibility complaints under the applicable legislation and including the additional grounds of discrimination prohibited under City policy. Individuals are obliged to refrain from harassment/hate activity. The City of Toronto requires all organizations and individuals that contract with the City to sign the following Declaration of Compliance with Anti-Harassment/Discrimination Legislation & City Policy. This Declaration must be signed by your organization and submitted with the contract or Letter of Understanding. The name of your organization and the fact that you have signed this declaration may be included in a public report to City Council. Declaration:

I/we uphold our obligations under the above provincial and federal legislation. In addition, I/we uphold our obligations under City policies which prohibit harassment/discrimination on a number of grounds including political affiliation and level of literacy. WHERE LEGALLY MANDATED I/we have in place the necessary policies, programs, information, instruction, plans and/or other supports that are consistent with our obligations, and I/we have an internal process available to my/our employees and service recipients to prevent, address and remedy discrimination, racism, harassment, hate and inaccessibility complaints. I/we agree that I/we shall, upon the request of the City, provide evidence of the policies, programs, information, instruction, plans and other supports and an appropriate internal complaint resolution process required under this Declaration which is sufficient to allow the City to determine compliance. I/We acknowledge that failure to demonstrate compliance with this declaration to the satisfaction of the operating Division, in consultation with the City Solicitor, may result in the termination of the contract. Name of Vendor or Name of Grant Applicant (Organization or Individual): Complete Address: Email _____________________________ Tel. No. ____________________________ Postal Code: Fax No. ____________________________ Name of Signing Officer or Name of Applicant (Name – please print): Position Signature: Date:

Authorised Signing Officer or Individual

Gro

up/V

endo

r/In

divi

dual

Nam

e:

Dat

e:

For

Offi

ce U

se O

nly

DE

CL

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AT

ION

OF

CO

MP

LIA

NC

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ITH

AN

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EN

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& C

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Multilingual Services: 311 and TTY 416-338-0889.Further information: www.toronto.ca/diversity.ca

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STATUTORY DECLARATION (Occupational Health & Safety)

PROVINCE OF ONTARIO ) JUDICIAL DISTRICT OF YORK )

IN THE MATTER OF RFQ NO. __________ AND ANY ENSUING CONTRACT BETWEEN

_______________________________________________ (Company Name)

- AND -

City of Toronto I, ______________________________ of the City/Town/Village of ___________________________ in the Province

(Name) of _____________________________, do solemnly declare the following:

(Name of Province) 1. I am the ___________________________ of the ____________________________ and as such

(Insert Title) (Insert Company Name) have knowledge of the matters herein stated. 2. __________________________ is a sole proprietorship/partnership/corporation with its head office (Company

Name) located at________________________ and has carried on business as a_______________________________________

(contractor/state other type of business) since on or about_____________________.

(Insert Date) 3. _______________________________ since__________________ had in place a Health and Safety Policy

(Company Name) (Insert Date) under Section 25(2) (j) of the Occupational Health and Safety Act, R.S.O. 1990, c. 0.1 as amended, (the “Act”) and has/have developed and maintain(s) on an annual basis a program to implement the written Occupational Health and Safety Policy. A copy of the policy and program for________________________ (Insert Company Name) will be delivered to the City of Toronto upon request by the City and will be available for inspection at the City of Toronto, solely for the purposes of the above noted Contract. 4._______________________________ since__________________ had in place a Workplace Violence and a

(Company Name) (Insert Date) Workplace Harassment Policy under Section 32.0.1(1) of the Occupational Health and Safety Act, R.S.O. 1990, c. 0.1 as amended, (the “Act”) and has/have developed and maintain(s) on an annual basis a program to implement the written Workplace Violence and Workplace Harassment Policy. A copy of the policy and program for________________________ (Insert Company Name) will be delivered to the City of Toronto upon request by the City and will be available for inspection at the City of Toronto, solely for the purposes of the above noted Contract.

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5._______________________________ (Insert Company Name) will employ for the Work under this Contract a supervisor or supervisors who are competent persons as defined by section 1(1) of the Act, and specifically a person or persons who: (a) are qualified because of knowledge, training and experience to organize the Work and its

performance;

(b) are familiar with the Act and the regulations made thereunder that apply to the Work; and

(c) have knowledge of any potential or actual danger to health and safety associated with the Work.

6.________________________________________ (Insert Company Name) will employ for the purpose of

this project the following competent supervisors: __________________________________________ (Insert name of supervisors)

No supervisors other than those named shall work on this Contract.

7. The supervisors employed by________________________________________ (Insert Company Name) has successfully completed the necessary health and safety courses to be considered a competent person to undertake the Work described in the Contract.

AND I/We make this solemn Declaration conscientiously believing it to be true, and knowing that it is of the same force and

effect as if made under oath and by virtue of “The Canada Evidence Act”.

DECLARED BEFORE ME AT THE ) )

OF ) )

IN THE ) _____________________________________________ ) Signing Officer for Company

THIS DAY OF 20___. ) )

A Commissioner etc. )

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FORM 1 – CITY SERVICES GARAGE LOCATIONS

No. Main Fleet Garage Address 1 Toronto and East York District *843 Eastern Avenue 2 Etobicoke York District *150 Disco Road 3 North York District *1026 Finch Avenue West 4 Scarborough District *1050 Ellesmere Road Satellite Fleet Garage Address5 North York District 86 Ingram Drive 6 Toronto and East York District 1008 Yonge Street 7 Toronto and East York District 50 Booth Avenue 8 Toronto and East York District 1116 King Street 9 Scarborough District 25 Old Eglinton Avenue (Bermondsey)

No. Transfer Stations Address 10 Bermondsey Transfer Station 188 Bermondsey Road 11 Commissioners Street Transfer Station 400 Commissioners Street 12 Disco Transfer Station 120 Disco Road 13 Dufferin Transfer Station 35 Vanley Crescent 14 Ingram Transfer Station 50 Ingram Drive 15 Keele Valley Transfer Station 1 McNaughton Road East 16 Reuse it Centre 242 Cherry Street 17 Scarborough Transfer Station 1 Transfer Place 18 Victoria Park Transfer Station 3350 Victoria Park Avenue 19 Toronto Fire Services Garage 40 Toryork Drive 20 Toronto Paramedic Services Garage 4330 Dufferin Street

* Main FSD Garage Locations

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FORM 2 - BIDDER REFERENCES FORM

1. Company Name: ______________________________

Contact Name/Title: ______________________________

Telephone Number: ______________________________

Email: ______________________________

Provided Vehicle Detailing Services Yes No

Meet all delivery timelines as required Yes No

2. Company Name: ______________________________

Contact Name/Title: ______________________________

Telephone Number: ______________________________

Email: ______________________________

Provided Vehicle Detailing Services Yes No

Meet all delivery timelines as required Yes No

3. Company Name: ______________________________

Contact Name/Title: ______________________________

Telephone Number: ______________________________

Email: ______________________________

Provided Vehicle Detailing Services Yes No

Meet all delivery timelines as required Yes No

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FORM 3 –CONTRACT AREA MAPS

1. FLEET SERVICES MAP - 843 EASTERN AVENUE

2. FLEET SERVICES MAP - 1050 ELLESMERE ROAD

3. FLEET SERVICES MAP - 1026 FINCH AVE WEST

4. FLEET SERVICES MAP - 150 DISCO ROAD

5. TORONTO FIRE SERVICES MAP

6. EMS STATION FACILITIES MAP

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!

!

!

ETOBICOKEYORK

DISTRICT

NORTH YORKDISTRICT

TORONTO ANDEAST YORK

DISTRICT

SCARBOROUGHDISTRICT

1050EllesmereRoad

843EasternAvenue

IFleet Locations -

! Fleet Locations 10km Buffer District FleetLocations_districts.mxd

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!

!

!

PICKE

RING

VAUGHANMARKHAM

RICHMONDHILL

ETOBICOKEYORKDISTRICT

NORTH YORKDISTRICT

TORONTO ANDEAST YORK

DISTRICT

SCARBOROUGHDISTRICT

1050EllesmereRoad

1026 FinchAvenue West

843EasternAvenue

IFleet Locations -

! Fleet Locations 10km Buffer District FleetLocations_districts.mxd

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!!

!

!

MISS

ISSA

UGA

BRAM

PTON

VAUGHAN

MARKHAM

RICH

MOND

HILL

ETOBICOKEYORK

DISTRICT

NORTH YORKDISTRICT

TORONTO ANDEAST YORK

DISTRICT

SCARBOROUGHDISTRICT

1050Ellesmere

Road

150 DiscoRoad

1026 FinchAvenue West

IFleet Locations -

! Fleet Locations 10km Buffer District FleetLocations_districts.mxd

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!

!

MISSISSAUGA

BRAM

PTON

CALEDON

VAUGHAN RICH

MOND

HILL

ETOBICOKEYORK DISTRICT

NORTH YORKDISTRICT

TORONTO ANDEAST YORK

DISTRICT

150 DiscoRoad

1026 FinchAvenue West

IFleet Locations -

! Fleet Locations 10km Buffer District FleetLocations_districts.mxd

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Ambulance Facilities &Station Locations

09 - 866 Richmond St W*10 - 2015 Lawrence Av W11 - 1135 Caledonia Rd12 - 1535 Albion Rd13 - 555 Martingrove Rd14 - 321 Rexdale Bv*15 - 2753 Jane St18 - 643 Eglinton Av W20 - 2430 Lawrence Av E21 - 887 Pharmacy Av22 - 3100 Eglinton Av E*23 - 115 Parkway Forest Dr24 - 3061 Birchmount Rd*25 - 8500 Sheppard Av E*26 - 4331 Lawrence Av E26P - 5316 Lawrence Av E*27 - 900 Tapscott Rd28 - 2900 Lawrence Av E*29 - 4560 Sheppard Av E

30 - 100 Turnberry Av31 - 4219 Dundas St W32 - 9 Clendennan Av33 - 760 Dovercourt Rd34 - 674 Markham St35 - 265 Manitoba Dr (CNE)*36 - 339 Queens Quay W37 - 1288 Queen St W38 - 259 Horner Av*39 - 155 The East Mall40 - 58 Richmond St E41- 1300 Pape Av42 - 1535 Kingston Rd43 - 126 Pape Av45 - 135 Davenport Rd46 - 105 Cedarvale Av47 - 3600 St Clair Av E

51 - 63 Toryork Dr52 - 170 Plewes Rd53 - 4330 Dufferin St54 - 4135 Bathurst St*55 - 5700 Bathurst St*56 - 3300 Baview Av57 - 2075 Bayview Av*58 - 12 Canterbury Pl*59 - 235 Cibola AvDistrict OfficesD1 - 50 Toryork RdD2 - 2430 Lawrence Av ED3 - 100 Turnberry AvD4 - 1535 Kingston RdD5 - 5700 Bathurst StFuture D1 - 1300 Wilson AvEducation04 - 153 Chatham AvSkid Pad - 350 Wilson Hts Bv*Shared with TPS or TFS

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Vendor Performance Evaluation Form

Fleet Services

Contract Number Vendor Name

Description of Work

Definitions of Performance Ratings:

Unacceptable - Absolutely does not meet contractual/Service requirements

Not Satisfactory - Does not meet contractual/Service requirements for most part

Satisfactory - Meets contractual/Service requirements for most part

Excellent - Meets all contractual/Services requirements in the most efficient and effective way

0.00

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00ADMINISTRATION - Contractor Performance and Diligence 0.00

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00SAFETY AND COMPLIANCE - Laws and Standards 0.00

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

100

UNACCEPTABLE

(-25)

NOT SATISFACTORY

(26-50)

Contract Manager, Fleet Services Name Title

Project/Operations Manager, <Vendor Name>Name Title

Vukadin Lalovic, Fleet Manager Date

FORM 4

4. Did Vendor take adequate precaution with any hazardous materials and substances? (Section 6.3.7)

TOTAL POINTS - SAFETY AND COMPLIANCE

8. Did the Vendor confirm with the Contract Manager in writing that the measures agreed upon have been implemented within the timeline specified? (Appendix B-4)

SUB-SCORE:

9. Did the Vendor fail or refuse to implement the proposed measures? (Appendix B-4)

TOTOAL POINTS - ADMINISTRATION

5. Did the Vendor provide accurate and complete invoices? (Appendix B-19)

6. Is the Vendor using the sample invoice provided by the City? (Form 5)

7. Did the Vendor take any measures to improve their performance to a satisfactory level when requested by the City? (Appendix B1- 4)

8. Is the Vendor employing sufficient staff or fully equipped mobile detailing vehicles to complete the Services as specified in Section 12.0? (Section 12.4 or 12.8)

TOTAL POINTS - QUALITY AND EXECUTION

2. Did the Vendor renew the clearance certificate with the WSIB in a timely fashion prior to expiry and submitted a copy to the Contract Manager or delegate? (Appendix B-17)

SUB-SCORE:

1. Did the Vendor submit to the Contract Manager or delegate renewed copies of insurance upon expiry of the certificate on a timely fashion? (Appendix B-6)

3. Did the Vendor submit to the Contract Manager electronic copies of usage reports by the 15th of each month or as requested by the Contract Manager or delegate? (Appendix B1, Section 3)

4. Did the Vendor attend all mandatory meetings when requested by the City? (Appendix B-4)

1. Is the Vendor providing the Services within the City's hours of operation Monday to Friday from 8:00 a.m. to 5:00 p.m.? (Section 3.11)

3. Is the the Vendor proviing the Services in accordance to the specification? (Section 9.0)

5. Did the Vendor responded to all calls for Service and showed-up on site on time to pick up the unit or Service a unit from City facilities as instructed by the garage supervisor or delete? (Section 12.2 or 12.6)

Satis

fact

ory

(4.0

)

WEIGHT: 45

6. Did the Vendor complete the Services requested by the City on time or returned the unit back to City property within the specified timelines? (Section 12.2 or 12.6)

QUALITY AND EXECUTION - Compliance with contract standards and

specificationsSUB-SCORE:

7. Is the Vendor acknowledging receipt of the request for Service by contacting the garage supervisor or delegate via email? (Section 12.3 or 12.10)

2. Is the Vendor compliant with the WSIB? (Appendix B-17)

WEIGHT: 40

Vendor Main Contact Contract Manager

Response:

Una

ccep

tabl

e(1

.0)

Not

Sat

isfa

ctor

y (2

.5)

Contract Value

Exce

llent

(5

.0)

Signature Date

4. Did the Vendor provide Material Safety Date Sheets (MSDS) for the products and materials used on City vehicles and equipment when requested by the City? (Section 11.0)

TOTAL SCORE

SATISFACTORY

(50-75)

EXCELLENT

(75-100)

Signature Date

0.00

WEIGHT: 15

1. Is the Vendor compliance with OHSA requirements? (Statutory Declaration, (Section 17.0)

2. Is the Vendor compliance with environmental, safety requirements (non-OHSA), and other laws? (Section 17.0)

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FORM 5

Prior to pickup: km

After Pickup: km

Job # Contract line item Qty Unit Price

AB1234 1 1 -$

AB1234 2 1 -$

AB1234 3 2 -$

Job # Contract line item No. Hours Rate

-$

Job # Contract line item Qty Unit Price

-$

47xxxxxxBlanket Contract No.:

GRAND TOTAL

-$

-$

Total Flat Rated Services

Total Cost of Labour

LABOURS (AS PER CONMTRACT LINE ITEMS)

City Work Order #

FLAT RATED SERVICES (AS PER CONTRACT LINE ITEMS)

Vehicle Information and Millage

Unit Drop-off Location:

City Unit #

City Official Requester:

Date/Time at State:

Vendor Technician's Name:

Date/Time of Request:

Amount

Company InformationInvoice Date Invoice Number:

01-Jan-17

Bill To:

Unit Pickup Location:

7 digit numeric (begins with 3/6/8/9)6 digit numeric6 digit numeric

Description

City of Toronto

Accounts Payable Division

55 John Street, 14 Floor, Metro Hall

Toronto, ON M5V 3C6

Invoice Sample

Amount

-$

Comments

(attach copy of Tow Slips to invoice)

-$

-$

-$

Total Sublet Charges

HST (13%)

Description

SUBLET CHARGES (AS PER CONTRACT LINE ITEMS)

Description Amount

City PO # Odometer Reading

-$

-$

-$

Light duty vehicle complete detailing

Medium duty vehicle exterior detailing

Heavy duty equipment exterior detailing

-$

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FORM 6 - POTENTIAL SUBCONTRACTORS

The Bidder should provide a "Yes" or "No" response in confirming whether the Bidding firm does or does not intend to engage any potential subcontractor(s) in providing the Services required in this RFQ Potential subcontractors to declare? Yes No

Company Name & Address Telephone Number Total Number of Employees

Subcontracted Service(s)

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FORM 7 - BIDDER AFFILIATIONS DECLARATION FORM The Bidder should provide a "Yes" or "No" response in confirming whether the Bidding firm does or does not have any affiliation(s) to declare in providing the Services required in this RFQ. The Bidder's authorized signing officer should also sign and date the form below. Affiliations to declare? Yes No

Affiliation Contact Name & Business Address

Telephone Number Relationship to Bidder

Service(s) performed for the Bidder (if any)

Signature of Authorized Signing Officer Date

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FORM 8 - REQUIRED BIDDER INFORMATION Reference Section 3.4 Car Detailing: State location and Telephone number of detailing facility(s) that are within the District or within a ten (10) kilometer radius from one of the four FSD main garage locations.

Vendors Garage Location:___________________________________________________________________

Closest Garage Location:____________________________________________________________________

Telephone Number: ______________________________________________________________________ Number of Employees doing pickups and drop offs per City location:__________________________or Number of Mobile Trucks to provide Mobile Detailing Services: ________________________________

_______________________________________________________________________________

Vendors Garage Location:___________________________________________________________________

Closest Garage Location:____________________________________________________________________

Telephone Number: ______________________________________________________________________ Number of Employees doing pickups and drop offs per City location:__________________________or Number of Mobile Trucks to provide Mobile Detailing Services: ________________________________

_______________________________________________________________________________

Vendors Garage Location:___________________________________________________________________

Closest Garage Location:____________________________________________________________________

Telephone Number: ______________________________________________________________________ Number of Employees doing pickups and drop offs per City location:__________________________or Number of Mobile Trucks to provide Mobile Detailing Services: ________________________________

_______________________________________________________________________________

Vendors Garage Location:___________________________________________________________________

Closest Garage Location:____________________________________________________________________

Telephone Number: ______________________________________________________________________ Number of Employees doing pickups and drop offs per City location:__________________________or Number of Mobile Trucks to provide Mobile Detailing Services: ________________________________

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FORM 8 - CONTINUED Reference Section 3.4.1 Car Detailing: State location and Telephone number of detailing facility(s) that are within the District or within a ten (10) kilometer radius from one of the four FSD main garage locations.

Vendors Garage Location:___________________________________________________________________

Closest Garage Location:____________________________________________________________________

Telephone Number: ______________________________________________________________________ Number of Employees doing pickups and drop offs per City location:__________________________or Number of Mobile Trucks to provide Mobile Detailing Services: ________________________________

_______________________________________________________________________________

Vendors Garage Location:___________________________________________________________________

Closest Garage Location:____________________________________________________________________

Telephone Number: ______________________________________________________________________ Number of Employees doing pickups and drop offs per City location:__________________________or Number of Mobile Trucks to provide Mobile Detailing Services: ________________________________

_______________________________________________________________________________

Vendors Garage Location:___________________________________________________________________

Closest Garage Location:____________________________________________________________________

Telephone Number: ______________________________________________________________________ Number of Employees doing pickups and drop offs per City location:__________________________or Number of Mobile Trucks to provide Mobile Detailing Services: ________________________________

_______________________________________________________________________________

Vendors Garage Location:___________________________________________________________________

Closest Garage Location:____________________________________________________________________

Telephone Number: ______________________________________________________________________ Number of Employees doing pickups and drop offs per City location:__________________________or Number of Mobile Trucks to provide Mobile Detailing Services: ________________________________

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Form 8 -Table 1 - Head Office

Business Head Office Complete Address:  

Name of Operations Manager:  

Tel: Website (if applicable):

 

Office Tel: Cell: Email:

 

Form 8 - Table 2 – Call Service Information

Tel: (_____) ________ - __________________   Web Call Services (if available): ________________________________________________________  

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APPENDIX E - CITY POLICY COMPLIANCE FORMS (Also See City Policies Listed in Appendix "E1")

POLICY TO EXCLUDE BIDS FROM EXTERNAL PARTIES INVOLVED IN THE PREPARATION OR DEVELOPMENT OF A SPECIFIC CALL/REQUEST To ensure Fair and Equal Treatment in its competitive procurements, the City of Toronto will undertake to:

- disallow bidders/proponents from submitting a bid to any Tender, Quotation, or Proposal call in which the bidder/proponent has participated in the preparation of the call document; and

- a bidder/proponent who fails to comply will result in disqualification of their response to the call/request. Did you, the Bidder, assist the City of Toronto in the preparation of this Request for Quotation call? Specify: Yes _____ No _____

PURCHASE OF PRODUCTS MANUFACTURED IN FACTORIES WHERE CHILDREN ARE USED AS SLAVE LABOUR OR OTHER EXPLOITIVE CIRCUMSTANCES WHICH IMPEDES CHILD DEVELOPMENT (if applicable) Purpose: To advise suppliers that the City of Toronto does not wish to encourage the use of products manufactured in factories where children are used as slave labour or other exploitive circumstances which impedes child development. Policy: Bidders must state where the products offered have been made. City Council does not wish to see products used that have been made in factories in countries where children are used as slave labour or other exploitive circumstances, which impedes child development. Therefore, preference will be given to bidders that obtain products from any country other than the aforementioned, but this criteria will not be used to disqualify any bidder. Bidders must state where the products offered have been made: _______________________ (Specify) Bidders to state if products offered have been made in factories in countries where children are used as slave labour or other exploitive circumstances which impedes child development: ____________________ (Specify)

This policy will be considered in the evaluation of all Bids received.

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ENVIRONMENTALLY RESPONSIBLE PROCUREMENT STATEMENT (if applicable) For a copy of the City of Toronto Environmentally Responsible Procurement Policy, please download a copy of the Policy at http://www.toronto.ca/calldocuments/pdf/environment_procurement.pdf State if environmentally preferred products/service is being offered: YES______ NO______ State briefly the environmental benefit of the product/service offered: ____________________________________________________________________________________ ______________________________________________________________________________

RESTRICTIONS ON THE HIRING AND USE OF FORMER CITY OF TORONTO MANAGEMENT EMPLOYEES FOR CITY CONTRACTS (if applicable) Respondents are to state the name(s) of any former City of Toronto management employee(s) hired/used by your firm, if any, who have left the employ of the City or its special purpose bodies within the last two years. Specify: ________________________________________________________________________________ This policy will be considered in the evaluation of all submissions received by the City of Toronto.

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APPENDIX “E1” – APPLICABLE CITY POLICIES

For a copy of the City of Toronto Procurement Policies, please download a copy of the Policy by clicking any of the links as provided below or by visiting the following website (www.toronto.ca/purchasing/policies):

(1) FAIR WAGE POLICY*

*Fair Wage Policy – (extracted from Schedule A of the City of Toronto Municipal Code, Chapter 67) FW R (10/07)

The policy and schedules are available on the Fair Wage Office website – www.toronto.ca/fairwage LABOUR TRADES CONTRACTUAL OBLIGATIONS IN THE CONSTRUCTION INDUSTRY* Labour Trades Contractual Obligations – (extracted from Schedule B of the City of Toronto Municipal Code, Chapter 67)

(2) ACCESSIBILITY STANDARDS FOR CUSTOMER SERVICE TRAINING REQUIREMENTS POLICY

(3) POLICY TO EXCLUDE BIDS FROM EXTERNAL PARTIES INVOLVED IN THE PREPARATION

OR DEVELOPMENT OF A SPECIFIC CALL/REQUEST

(4) CONFLICT OF INTEREST POLICY

(5) PURCHASE OF PRODUCTS MANUFACTURED IN FACTORIES WHERECHILDREN ARE USED AS SLAVE LABOUR OR OTHER EXPLOITIVE CIRCUMSTANCES WHICH IMPEDES CHILD DEVELOPMENT

(6) ENVIRONMENTALLY RESPONSIBLE PROCUREMENT STATEMENT

(7) POLICY ON DONATIONS TO THE CITY FOR COMMUNITY BENEFITS

(8) RESTRICTIONS ON THE HIRING AND USE OF FORMER CITY OF TORONTO MANAGEMENT

EMPLOYEES FOR CITY CONTRACTS

(9) RIGHT TO REJECT DEBTORS AND SET OFF POLICY

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APPENDIX “E2” – FAIR WAGE SCHEDULE

Please review a copy of the Fair Wage Schedule applicable to this Call. The Fair Wage Schedules can be found at the following website:

http://www.toronto.ca/fairwage

In the event that other Fair Wage Schedules may overlap the work covered by this Contract or if you have any questions with respect to the Fair Wage Policy or the Fair Wage Schedules please contact the Fair Wage Office by:

• Tel: (416) 392-7300 • Fax:(416) 392-0801 • E-Mail: fairwage@toronto.ca

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NOTICE OF "NO BID" RFQ#: 6113-15-7243

CLOSING DEADLINE:

IMPORTANT - PLEASE READ THIS It is important to the City to receive a reply from all Bidders. There is no obligation to submit a Bid; however, should you choose not to bid, completion of this form will assist the City in determining the type of goods or services you are interested in bidding on in the future in order to ascertain a better understanding of why a Quotation was not provided to the City to consider. INSTRUCTIONS: If you are unable, or do not wish to quote on this RFQ, please complete the following portions of this form. State your reason for not bidding by checking applicable box(es) or by explaining briefly in the space provided. It is not necessary to return any other quotation documents. Return the completed form by email or fax to the Official Point of Contact prior to the Closing Deadline.

Company Name:

Address:

Signature of Company Representative:

Position:

Date: Telephone :

1. We do not manufacture/supply this commodity 6. We do not manufacture/supply to this

specification

2. Unable to quote competitively 7. Cannot handle due to present plant loading

3. Quantity/job too large 8. Quantity/job too small

4. Cannot meet delivery/completion requirements 9. Licensing restrictions

5. Agreements with distributors/dealers do not permit us to sell direct

10. Conditions too restrictive

Yes No

Do you wish to quote on these goods/services in the future?

Please take the opportunity to tell us how we can improve upon this call:

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