REQUEST

FOR PROPOSALS Contracted Winter Maintenance Wallace Hills

Residential and Commercial sites
RFQ# 2015 24

This Request for Proposals (RFP) seeks to establish the successful contractor to conduct the
required contracted driveway plowing, salting and ramp/step shovelling of elders and
compromised health community members of Wallace Hills community of the Sipeknekatik
Band for the 2015-2016 winter season.
The entire RFP can be found online at shubenacadieband.ca/category/public tenders/
The complete bid submission must be submitted no later than 12:00 PM local time,
November 13, 2015. Submissions received after this date will not be accepted.
Complete bid submissions must be submitted in a sealed envelope marked RFP #2015-24 to
the address below:

RPF 2015-14
Nathan Sack
Director of Operations
Sipeknekatik Band
522 Church Street,
Indian Brook NS B0N 1W0

The lowest or any bid not necessarily accepted.
Sipeknekatik reserves the right to refuse any and all proposals

Contents
1.

Contact Information and Timelines

2.

Definitions 3

3.

Background & Context 3

4.

Objective and Purpose 4

5.

Deliverables 4

6.

Specifications

7.

Submission Requirements

8.

Evaluation Criteria 8

9.

Receipt of Proposals

10.

Contact Person for Successful bidder 9

11.

Conditions 9

12.

Appendix A Snow Clearing of Wallace Hills 10

13.

Appendix B Personnel, Health and Safety Submission 10

5
8

1. Contact Information and Timelines

Contact Information:
Copies of the RFP document are available at: http://shubenacadieband.ca/catergory/public -
tenders

Timelines:
Thursday, October 30, 2015

RFP Advertised

Friday, November 13, 2015

Deadline for RFP Submissions

Tuesday, November 16, 2015

RFP Evaluations Completed

Friday, November 17, 2015

Notification of Successful Vendor

2. Definitions
Bidder any individual, company or corporation that has submitted a bid to the Band

Successful Bidder the successful bidder, as decided by the Band, from the bidders to
perform all or part of the quotation

Contractor interchangeable with successful bidder

Band The Sipeknekatik Band
3. Background & Context
The Sipeknekatik Band is seeking proposals from qualified contractors to conduct
Hammonds Plain Road and residential household driveway snow clearing at the Wallace Hills
reserve. This will also include snow clearing the parking lot, salt and/or sanding, shoveling,
removal of snow and sanding of steps and ramps at the commercial lot where the Gaming
Centre is located during the 2015 2016 Winter Season.

The Sipeknekatik Band has a fundamental belief that a strong commitment to the
environment as well as the health and safety of its employees, visitors and contractors is
essential to the optimal operation and long-term viability of its business. In line with this

belief is the Sipeknekatik Bands commitment to ensuring that its employees as well as
visitors and contractors know their environmental, health and safety responsibilities and
work in a safe a manner as possible.

Moreover, contractor work practices are on-site activities with significant implications for the
environment and the management of health and safety within the Sipeknekatik Band. The
Band will take every opportunity to align itself with contractors that are equally committed
to the health and safety of their employees and the work site environment.
4. Objective and Purpose
The purpose of the RFP is to receive quotations from qualified contractors for the plowing of
band housing units driveways, sanding/salting of each driveway and removal of snow, to
reduce the operating and liability costs of the Band. Also, the commercial driveway and
parking lot of the Bands Gaming Centre located at Wallace Hills will also be included in the
scope of work. The Gaming Centres steps and ramp must be sanded/salted after removal of
snow. The contractor will be responsible for all environmental, traffic controls and any
necessary equipment and materials.

The main objective that the Band hopes to achieve are:
a. Proper completion of all required winter maintenance operations in the Wallace Hills
community
b. Proper controls in place for traffic, health and safety.
c. Efficiencies in contracted winter maintenance operations
5. Deliverables
The contractor will be required to provide the following:
a. Plowing of driveways of all band-owned Elder or Disabled housing units of the Wallace
Hills community
b. Salting of driveways of all band-owned Elder or Disabled housing units of the Wallace
Hills community
c. Plowing of access road and parking lot of the Wallace Hills Gaming Centre

d. Supply their own equipment, insurance, vehicle, fuel, salt, and sand at their own
expense
e. All driveway plowing services in the Wallace Hills community is to be completed in
accordance with provincial and Band standards and specifications.
f. All required Health and Safety as per Nova Scotia Occupational Health and Safety, the
Band and the contractors own programs for workers and public alike.
6. Specifications
a. The Director of Operations, or his designate, will notify the contractor involved (5) five
days prior to the start of the winter season of any additions or deletions or driveways.
b. Unless otherwise specified or requested, the new accumulation of snow for:
i. Driveways shall not exceed 10.0 cm (2.0 inches).
ii. Snow clearing shall include all assigned band unit driveways, steps and
ramps to the doorways and walkways. The contractor must contact the
Manager of Operations & Maintenance to confirm the exact area to be
plowed and excess piling.
c. All driveways require sanding after snow plowing.
d. All contracted Winter Maintenance Operations shall be completed in accordance to
governing Nova Scotia Transportation & Public Works snow and Ice control on Nova
Scotia and Band specifications, unless otherwise directed by the Operations and
Maintenance Manager.
e. The contractor will be called at all times by the Operations & Maintenance
Department when driveways are to cleared of snow and the commencing time will
start within one (1) hour of the call and/or be completed by 6:00 a.m.
f. The contractors personnel shall be required to be neat, respectful and courteous and
shall perform their duties in a manner which presents a high level of public relations
for the Bidder and the Shubenacadie Band.
g. Any contractors personnel performing works associated to this quotation found to be
under the influence of drugs and alcohol will result in the contractor being relieved of
their duties and responsibilities immediately.
h. During heavy snow falls, blowing conditions, or after the Sipeknekatik Band
contractors have created banks at the entrances, the contractor shall be required to

clear snow from the designated snow clearing areas upon request of the Operations &
Maintenance Manager.
i. It is the responsibility of the contractor to clear sufficient areas for the seasons
removal and excess piling. Snow shall not be piled against fences, buildings or obstruct
visibility. Any damage resulting from the contractors operations will be the
responsibility of the contractor. Should the Band be require to make restitution for
damages, any such costs shall be deducted from the contractors next invoice.
j. Visibility must be maintained at entrances, sidewalks and around corners to allow for
proper sightlines for vehicle and pedestrian traffic.
k. The contractor is responsible for ensuring snow is piled to provide reasonable run-off
away from the buildings to access drains and shall move snow to allow drainage if
necessary.
l. Equipment
a. The Bidder shall provide full details (serial numbers, make, model, attachments,
etc.) of equipment with this Proposal. The fleet proposed shall be acceptable to
the Band and shall be made available for inspection by the Director of
Operations, or his designate, upon request. Bidders are advised that for the unit
to be acceptable for this quotation, the units must be:
i. In good mechanical and physical condition, and be subject to inspection
and acceptance by the Band;
ii. Comply with the requirements of the Highway Traffic Act designating
safety equipment, lights and applicable appurtenances required for snow
removal and sanding.
b. The units shall be maintained by the bidder in good mechanical and physical
condition for the duration of the Proposal, and are subject to periodic
inspections and approval by the Operations & Maintenance Manager for the
duration of the Agreement.
c. The acceptances of, or continued use, of any piece of equipment intended for
the Quotation shall be at the sole discretion of the Director of Operations.
d. The equipment to be used for snow removal shall be available for inspection by
the Director of Operations or his designate, prior to proposal acceptance.

e. All attachments shall be factory supplied, specifically designed for use with the
quoted unit and shall be operator controlled from the cab unit.
f. The Bidder shall demonstrate prior to the award of the Proposal, that the
equipment quoted will perform the required work to the satisfaction of the
Band.
m. Maintenance and Repairs
a. The Bidder shall maintain the units at all times to a standard acceptable to the
Band and in accordance with the requirements of the Highway Traffic Act.
b. All damage to the Bidders equipment arising from operations under this
quotation shall be repaired at the Bidders expense.
c. The Band must approve any change in the type of equipment to be used
throughout the period of the quotation in writing.
d. The Bidder shall supply all required items for the operation of the equipment
including but not limited to, fuel, lubricants, cutting edges, sand, salt, etc.
n. Operators
a. The Bidder must supply the names and qualifications of the operators, when
requested. The Operators must hold a valid Nova Scotia Drivers Licence with
proper classification and must be experienced in the operation of the equipment
and performance of the work.
b. The Bidder shall employ only orderly, competent and skillful operators to ensure
that the works are carried out in a safe and timely manner.
c. In the event that any person employed by the Bidder in connection with the
work arising out of the Proposal gives, in the opinion of the Band, just cause for
complaints, the Bidder, upon notification by the Band in writing, shall not permit
such person to continue in any future work arising out of this Proposal.
o. Invoices are to be forwarded to:
Attn: Steven Knockwood
Sipeknekatik
522 Church Street
Indian Brook, NS B0N 1W0

Operations & Maintenance Department

p. On completion of each driveway snow plowing event, the Bidder shall record site
location, date and time; quantities and other pertinent details on a work order and
submit these on the invoice for payment.
q. Bidders are advised that snow removal operations frequently require long hours of
work, and are often carried out throughout the night.
a. The Bidder will be required to provide standby operators for consecutive shifts if
dictated by winter storm conditions
b. The Operators will be expected to complete their assigned duties prior to finish
the shift
c. Bidders must give the Sipeknekatik Band their highest priority in their snow
removal maintenance.
7. Submission Requirements
The document is intended to encourage responses from potential bidders and to provide a
fair and open process for proposing technical solutions or services and a partnership
arrangement between the bidder and the Sipeknekatik Band.
8. Evaluation Criteria
The evaluation of proposals shall be based upon the following criteria:
1. Understanding the Scope of Work
2. Demonstrated Ability and Health and Safety
3. Approach and Methodology
4. Total cost
5. References
9. Receipt of Proposals
One (1) hard copy of your itemized proposal must be submitted by 12:00 p.m. Atlantic time
on November 13, 2015 to and labelled as:

RPF 2015-24

Nathan Sack
Director of Operations
Sipeknekatik Band
522 Church Street
Indian Brook, NS B0N 1W0

Please note if your proposal is not labelled as per the instructions provided above it will be
automatically rejected.
10.Contact Person for Successful bidder
Stephen Knockwood
Operations & Maintenance Manager
sknockwood@shubenacadieband.ca
Telephone: 902-758-3341

All proposals submitted to the Sipeknekatik Band become the property of the Band and, as
such, are subject to the Bands Confidentiality Policy.
11.Conditions
a. The Sipeknekatik Band shall not be obligated in any way by
the respondents response to the document. Respondents
costs related to the preparation of a response to the RFP
document shall be entirely the responsibility of the
respondent. Expenses of any natured incurred by the
respondent prior to the signing of an agreement or contract
shall be the sole responsibility of the respondent and may
not be charged to or claimed form the Sipeknekatik Band in
any manner.
b. The Sipeknekatik Band reserves the right to reject any or all
proposals.

c. All materials submitted in response to the RFP become the

property of the Sipeknekatik Band. Proposals and
supporting materials will not be returned to the vendors.
d. Prices quoted are to be valid for 90 days from date of receipt
of proposal.


12.Appendix A Snow Clearing of Wallace Hills
The undersigned has carefully examined the information attached hereto, is fully informed as
to the Bands requirements, and hereby submits the following price. Quotations for 2014
2015 winter maintenance on the following section of roads:

Road

# of Units

Price Quote

Wallace Hills Road

1 KM

Housing Units Driveways

Gaming Centre Driveway and Parking Lot

Gaming Centre Steps and Ramp

PRICE QUOTE $
$
13.Appendix B Personnel, Health and Safety Submission

For all bidders this is a crucial and mandatory component for all submissions. Any
submission that do not include a this information in their Proposal shall be deemed non-
compliant and rejected.
Requirements Received in Proposal

YES N
O

N/A

1.0 GENERAL INFORMATION

Current Company Name

Number of years operating under this name

Current Mailing Address

Current Street Address

Current Telephone Number

Current Fax Number

If applicable, previous company name

If applicable, numbers of years operating under previous

name

If applicable, previous street and mailing address

2.0 HUMAN RESOURCES

Provide every persons name, contact information and valid

Nova Scotia Drivers licence number that will be utilized in
the performance of this quotation

3.0 VEHICLE & EQUIPMENT LICENCING AND INSURANCE

Provide a listing of the make, model, year of each vehicle to

be utilized in the performance of this quotation

Provide a copy of each vehicles insurance, inspection and

registration papers

Provide a list of the equipment that will be utilized in the

performance of this quotation

4.0 REFERENCES

Please provide three references confirming your experience

and work ethic