T 20 176 Document

THE REGIONAL MUNICIPALITY OF YORK
REQUEST FOR TENDER

(SHORT FORM GOODS AND SERVICES)
T-20-176
JANITORIAL SERVICES FOR HOUSING YORK INC. AT VARIOUS

SOUTHERN LOCATIONS ACROSS YORK REGION
Date of Release of RFT: April 21, 2021
Closing Time for Submission of Bids*: May 11, 2021 on or before 1:00 p.m. Eastern Time
*Please note that this date and time may be extended by addendum
ELECTRONIC BID SUBMISSIONS ONLY
Accommodation requests under the AODA should be directed to the Procurement Office
at 1-877-464-9675 extension 71900 or via email at purchasing@york.ca
Table of Contents
Section 1 - RFT Procurement Process _________________________________________________ 5

1.1 Invitation _______________________________________________________________ 5
1.2 Electronic Bid Submission __________________________________________________ 5
1.3 Contact for Technical Issues ________________________________________________ 5
1.4 Region’s Purchasing Analyst ________________________________________________ 5
1.5 Bidders’ Information Meeting ______________________________________________ 5
1.6 Scope of Work ___________________________________________________________ 5
1.7 Contract Term/Delivery Date _______________________________________________ 6
1.8 Costs Incurred by Bidders __________________________________________________ 6
1.9 Communications with the Region____________________________________________ 6
1.10 Questions and Clarifications ________________________________________________ 6
1.11 Addenda _______________________________________________________________ 7
1.12 Ability and Experience ____________________________________________________ 7
1.13 Irrevocability Period ______________________________________________________ 7
1.14 Bid Deposit _____________________________________________________________ 7
1.15 Performance Security _____________________________________________________ 9
1.16 Errors and Omissions _____________________________________________________ 9
1.17 Bid Submission Process ____________________________________________________ 9
1.18 Closing Time ___________________________________________________________ 10
1.19 Purchasing Bylaw _______________________________________________________ 10
1.20 Unresolved Litigation ____________________________________________________ 11
1.21 Acceptance and Rejection of Bids___________________________________________ 11
1.22 Award of Contract _______________________________________________________ 11
1.23 Contract ______________________________________________________________ 12
1.24 Non-Exclusive __________________________________________________________ 12
1.25 Conflicts of Interest______________________________________________________ 12
1.26 Unofficial Tender Results _________________________________________________ 12
1.27 Blackout Period _________________________________________________________ 12
1.28 Lobbying Prohibited _____________________________________________________ 13
1.29 Confidentiality __________________________________________________________ 13
1.30 Subcontracting _________________________________________________________ 13
RFT Number: T-20-176 Page 2 of 46

1.31 Legislative and Licensing Requirements ______________________________________ 14
1.32 Collusion ______________________________________________________________ 14
1.33 Contract Terms and Conditions ____________________________________________ 14
1.34 Insurance Requirements __________________________________________________ 14
Section 2 - Legal Matters and Disclaimers _____________________________________________ 14
2.1 Amendment or Cancellation of Process ______________________________________ 14
2.2 Governing Law _________________________________________________________ 14
Schedule A Glossary of Defined Terms _________________________________________________ 15
Schedule B Specifications____________________________________________________________ 17
3.1 Background ____________________________________________________________ 17
3.2 Scope of Work __________________________________________________________ 17
3.3 Location Information ____________________________________________________ 17
3.4 Addition and Deletion of Locations _________________________________________ 18
3.5 Hours of Work __________________________________________________________ 18
3.6 Work Requirements _____________________________________________________ 18
a) Garbage and Recycling Duties _____________________________________________ 18
b) Janitorial Duties ________________________________________________________ 19
c) Full year Calendar Maintenance Schedule for Hard Surfaces _____________________ 19
3.7 Frequency of Work Defined _______________________________________________ 20
3.8 Materials and Supplies Requirements _______________________________________ 21
3.9 Common Cleaning Terms and Practices ______________________________________ 21
3.10 Emergency and Special Services ____________________________________________ 23
3.11 Contractor Sign-off Sheets ________________________________________________ 23
3.12 Location Access and Security ______________________________________________ 24
3.13 Infection Control Cleaning ________________________________________________ 24
3.14 Occupational Health and Safety ____________________________________________ 24
3.15 COVID-19 Compliance ____________________________________________________ 25
3.16 COVID-19 Costs _________________________________________________________ 25
3.17 COVID-19 Protocols______________________________________________________ 26
3.18 Safety Data Sheets (SDS) __________________________________________________ 26
3.19 Area Protection and Clean-up______________________________________________ 27
3.20 Staff Assigned to the Work ________________________________________________ 27
3.21 Qualifications __________________________________________________________ 28
3.22 Uniforms ______________________________________________________________ 28

3.23 Project Lead and Supervisor _______________________________________________ 28
3.24 Use of HYI Equipment ____________________________________________________ 28
3.25 Quality Control and Reporting _____________________________________________ 29
3.26 Scheduled Meetings _____________________________________________________ 30
3.27 Priority________________________________________________________________ 30
3.28 Invoicing ______________________________________________________________ 30
Schedule C Contract Terms and Conditions _____________________________________________ 33
Schedule C.1 Insurance _____________________________________________________________ 41
Schedule D HYI’s Certificate of Insurance Form __________________________________________ 43
Schedule E Employment Standards Act, 2000 – Current Contractor Information _______________ 44
Schedule F Bid Deposit Information Form ______________________________________________ 45
Appendix ‘A’ Location Details ________________________________________________________ 46
Appendix ‘B’ Janitorial Duties ________________________________________________________ 46
Appendix ‘C’ Full Year Calendar Maintenance Schedule for Hard Surfaces ____________________ 46
Appendix ‘D’ Contractor Sign-off sheet _________________________________________________ 46

SECTION 1 - RFT PROCUREMENT PROCESS
1.1 Invitation
The Region, on behalf of Housing York Inc. (HYI) is inviting Bids from qualified Bidders to provide
goods and services (the “Work”) as described in Schedule B (Specifications).
1.2 Electronic Bid Submission

The Region will ONLY accept ELECTRONIC BID SUBMISSIONS submitted through the Bidding
Website.
HARD COPY BID SUBMISSIONS WILL NOT BE ACCEPTED.
1.3 Contact for Technical Issues

Bidders that encounter technical issues with the Bidding Website should email
support@bidsandtenders.ca and copy the Purchasing Analyst identified in Section 1.4 (Region’s
Purchasing Analyst).
1.4 Region’s Purchasing Analyst

The Region’s Purchasing Analyst for this RFT is:
Nowshin Nawal, Senior Purchasing Analyst, Procurement Office
Telephone: 1-877-464-9675 ext. 76003
E-mail: Nowshin.Nawal@york.ca
1.5 Bidders’ Information Meeting

A Bidders’ Information Meeting will not be required in this RFT.
1.6 Scope of Work

The Work includes, but is not limited to, the supply of all labour, materials and equipment for
janitorial services at ten (10) Housing York Inc. housing locations across the southern areas of York
Region as described in the RFT.
A general, and not necessarily complete or exact description of the Work is as follows:
Complete janitorial services in:
i. All public areas;

ii. Exterior entrances and exits;
iii. Lobbies, interior entrances, interior exits and vestibules;
iv. Elevators;
v. Public washrooms;

vi. Laundry rooms;
vii. Recreation rooms / lounges/ hallway sitting areas;
viii. Corridors / hallways;
ix. Garbage / recycling / organic waste – chutes and rooms, and;
x. Stairwells
1.7 Contract Term/Delivery Date

The Contract is for a term is October 1, 2021 to November 30, 2022.
1.8 Costs Incurred by Bidders

Bidders are responsible for all costs associated with the preparation and submission of Bids to the
Region and any work performed in connection with submitting a Bid. The Region/HYI will not make
any payment for any Bids received, or for any other effort required of, or made by Bidders prior to
the commencement of the Work under the Contract.
1.9 Communications with the Region

Bidders are responsible for seeking clarification of any matter that they consider unclear before
submitting a Bid. The Region and/or HYI is not responsible for any misunderstanding of this RFT on
the part of the Bidder.
To ensure fair consideration and evaluation of Bids, the Region prohibits unsolicited
communication initiated by Bidders to, or with, any Regional/HYI consultants or employees
during the tender process, except as provided for in Sections 1.3 and 1.10.
1.10 Questions and Clarifications

Questions related to this RFT shall be submitted to the Region through the Bidding Website by
clicking on the ‘Submit a Question’ button.
Bidders shall seek clarification of any matter that they consider unclear before submitting a Bid.
The Region and/or HYI is not responsible for any misunderstanding of this RFT on the part of the
Bidder.
If a Bidder finds discrepancies or omissions in the Bid Documents, or if a Bidder is in doubt as to
their meaning, the Bidder shall submit its question or concern using the ‘Submit a Question’
feature on the Bidding Website. The Region shall make reasonable efforts to provide Bidders with
written responses to questions that are submitted during the bidding process, subject to the
provisions of this Section. Questions and answers will be distributed in the form of an addendum.
The Region may, in its sole discretion:
• Edit the question(s) for clarity;
• Exclude questions that are either unclear, irrelevant or inappropriate;

• Answer similar questions from various Bidders only once; and
• Not answer questions received fewer than 5 Business Days prior to the Closing Time.
No employee or agent of the Region is authorized to amend or waive the requirements of this RFT
in any way unless the amendment or waiver is issued in an addendum. Under no circumstances
shall Bidders rely upon any information or instructions from the Region/HYI, its employees, or its
agents, unless the information or instructions are provided in writing in the form of an addendum.
1.11 Addenda
Bidders shall allow for the issuance of addenda during the bidding period.
Any amendments, new information, or clarifications to this RFT will be posted to the Bidding
Website in the form of an addendum. In the event that this RFT is amended via addendum, all terms
and conditions of this RFT which are not modified shall remain unchanged.
The Region will notify Bidders of the issuance of addenda via email. The onus remains with the
Bidder to ensure that they have downloaded all addenda prior to submitting their Bid. The Region
will not be liable for misdirected notices of addenda resulting from a Bidder’s failure to update their
contact information in the Bidding Website and/or Bidders who fail to check for addenda prior to
submitting their Bid.
Each Bidder shall acknowledge receipt of all addenda to this RFT prior to submitting their Bid. Bids
that do not contain evidence of receipt of all addenda will be deemed to be “incomplete” and will
not be accepted in the Bidding Website.
In the event that an addendum is issued after a Bidder has submitted its Bid, the Bidding Website
will change the status of the Bid to “incomplete” and the Bidder will be required to acknowledge
the addendum and resubmit its Bid prior to the Closing Time. The Region recommends that after
submitting its Bid, the Bidder checks for addenda up until the Closing Time.
1.12 Ability and Experience

Bidders must be prepared, if required, to present evidence of experience, ability, service facilities
and financial standing necessary to meet satisfactorily the requirements set forth or implied in this
RFT.
1.13 Irrevocability Period

All Bids shall remain valid for acceptance for a period of sixty (60) days after the Closing Time.
1.14 Bid Deposit

Bidders must submit a bid deposit in the amount of Five thousand Dollars ($5,000.00 amount) when
submitting their Bid.

Bids received that do not include a bid deposit in a form acceptable to the Region shall be deemed
noncompliant and shall be rejected.
Bid Deposits must be submitted via Electronic Funds Transfer (EFT) or Wire Transfer to the following
account:
Beneficiary's Name: The Regional Municipality of York
Beneficiary's Address: 17250 Yonge St PO BOX STN Main Newmarket ON L3Y 6Z1
Beneficiary's Bank Name: TD CANADA TRUST
Beneficiary's Bank Address: 16655 YONGE ST UNIT 1 NEWMARKET ON L3X 1V6
Beneficiary's Bank ID for Canadian payments: Institution Number 004
Beneficiary’s Transit No.: 31022 Beneficiary's Bank Account Number: 5268207
Swift code for non-Canadian wires: TDOMCATTTOR
Bidders shall include proof of the transfer of their bid deposit which shall be made not later than
the Closing Time, in a form acceptable to the Region at its sole discretion, with their Bids. Forms of
proof acceptable to the Region include a PDF copy of the confirmation of the transfer from the
financial institution issuing the transfer, or a confirmation number of the transfer provided to the
Bidder by the financial institution issuing the transfer, along with that financial institution’s contact
information, which may be submitted using the Bid Deposit Information Form attached as Schedule
F.
If the Region for any reason is unable to obtain confirmation that the transfer was made or
confirmation that the transfer was received in the Region’s account specified above prior to the
Closing Time from the Bidder’s issuing financial institution, and the Bidder fails to submit such proof
in a form acceptable to the Region at its sole discretion with their Bid, the Bid shall be deemed to
be non-compliant and rejected.
In order to allow the transfer to clear, the transfer must be received in the Region’s account
specified above not later than five (5) Business Days following the Closing Time; failing which the
Bid shall be deemed to be non-compliant and rejected by the Region.
All bid deposits except those of the two low Bidders will be returned within fifteen (15) business
days following the opening of the Bids. The bid deposit(s) of the second lowest Bidder will be held
until a Contract has been awarded. Bid deposits received by EFT or wire transfer will be returned
to the Bidder in the form of a cheque. There will be no interest paid on the bid deposit held by the
Region.
If the lowest Bidder fails to accept the award of the Contract, or fails to deliver proof of insurance
and all other documents required to be delivered to the Region upon award of the Contract within
8 business days of being notified of the award of the Contract, or if the lowest Bidder withdraws its
Bid, the Region may, at its option, consider that the Bidder has abandoned its Bid and the
acceptance by the Region shall be null and void and the Region may:

(a) retain the proceeds of the bid deposit accompanying the Bid as liquidated damages;
(b) require the defaulting Bidder to immediately pay to the Region the difference between the
amount of the its Bid and any other Bid which the Region accepts if the other Bid is for a larger
amount and any costs which the Region may incur by reason of recalling the Bids, less any
amount retained by the Region from the forfeited bid deposit. In addition, the defaulting Bidder
shall indemnify and save harmless the Region, its directors, Council members, officers,
employees, agents and partners from and against any and all claims, demands, losses, costs,
expenses, damages, actions, suits or proceedings arising from such failure or withdrawal by the
defaulting Bidder.
1.15 Performance Security

The Region/HYI shall retain the bid deposit of the Contractor as performance security until the
completion of the Contract, including any renewals.
The Region/HYI shall be entitled to deduct from the performance security, any monies payable to
the Region/HYI by the Contractor under any provision of the Contract, including an increase in costs
which the Region/HYI may incur in order to complete the Work under the Contract in the event of
a default by the Contractor.
The balance of the performance security shall be eligible for release to the Contractor upon
completion of the Contract, including any renewals, only after all known deficiencies have been
resolved to the satisfaction of the Region.
There will be no interest paid on the performance security held during the term of the Contract,
including any renewals.
1.16 Errors and Omissions

The Region shall not be held liable for any errors or omissions in any part of this RFT. While the
Region has used reasonable efforts to ensure an accurate representation of information in this RFT,
the information contained in this RFT is supplied solely as a guideline for Bidders. The Region/HYI
does not guarantee or warrant that the information is accurate, comprehensive or exhaustive.
Nothing in this RFT is intended to relieve Bidders from forming their own opinions and conclusions
with respect to the matters addressed in this RFT.
1.17 Bid Submission Process

Bidders must submit their Bids electronically through the Bidding Website. Any Bids which are not
received electronically through the Bidding Website will not be accepted by the Region and will be
returned unopened to the Bidder.
In the event that a Bidder wishes to revise its Bid after it has been submitted, the Bidder must
withdraw its Bid, make the necessary changes, and resubmit its Bid before the Closing Time.

The Region accepts no responsibility for any reason whatsoever, including computer system failures
of either the Bidder or the Region’s service provider, if the Bidder is unable to submit its Bid before
the Closing Time, and the Bidder agrees that the Region shall have no liability for delays caused by
internet/network traffic, degraded operation or failure of any computer system element, including,
but not limited to, any computer system, power supply, telephone or data connection or system or
software or browser of any type whatsoever.
It is the sole responsibility of the Bidder to ensure that it can access and exchange data with the
Region’s service provider’s computer systems electronically and that it allows sufficient time to
successfully access and share data with the Region’s service provider’s computer systems, having
regard to the possibility of delays caused by internet/network traffic. Bidders are solely responsible
for ensuring that they plan their access to the Region’s service provider’s computer/servers, so that
the Bidders can reach the Region’s service provider’s computers/servers, and submit their bids,
before the Closing Time.
1.18 Closing Time

All Bids must be submitted electronically through the Bidding Website and received by the Region
not later than the Closing Time.
The Closing Time shall be determined by the Bidding Website clock and is subject to change via
addendum.
The receipt of Bids can be delayed due to factors such as internet traffic, file transfer size,
transmission speed, etc. The Region therefore recommends that Bidders allow sufficient time to
upload their Bid submission, including any attachments.
A Bid will only be considered to have been submitted once it has been received by the Region in
the Bidding Website, regardless of when the Bid was submitted by the Bidder.
Bidders will receive a confirmation email from the Bidding Website once they have successfully
submitted their Bid. Bidders should not consider their Bid to have been submitted until they have
received the confirmation email.
1.19 Purchasing Bylaw

Bids will be called, received, evaluated, accepted and processed in accordance with HYI’s
Purchasing Bylaw and the Region’s Tendering/Proposal Procedures. By submitting a Bid in response
to this RFT, Bidders agree to be bound by the terms and conditions of the Purchasing Bylaw and
Procedures and any amendments from time to time, as fully as if they were incorporated herein.
Click on the items below to view a copy of the document listed:
Purchasing Bylaw No. 1-18
Region’s Tendering/Proposal Procedures

1.20 Unresolved Litigation
Bidders are advised that, unless otherwise permitted by the Region’s/HYI’s Purchasing Bylaw, the
Region/HYI will not accept any Bid or award any contract to any Bidder with whom the Region/HYI
is engaged in Unresolved Litigation, as determined under, and subject to, the applicable provisions
of the Purchasing Bylaw, and/or any other Bidder that the Region/HYI deems, in its sole discretion,
is related to a party with whom the Region/HYI is engaged in Unresolved Litigation.
1.21 Acceptance and Rejection of Bids

The Region may, in its sole discretion, reject any or all Bids, including without limitation, the lowest
Bid, or accept any Bid that the Region, in its sole discretion, deems appropriate.
The Region may, in its sole discretion, reject or retain for its consideration an “informal bid”, as
hereinafter defined. An “informal bid” means (i) a Bid that fails to comply, in a material way, with
the Specifications contained in Schedule B (Specifications), or this RFT submission process; (b) a Bid
that has not been submitted electronically through the Bidding Website; (c) a Bid that is incomplete,
conditional, or restricted or altered in a way that is not acceptable to the Region, in its sole opinion;
or (iv) an “unbalanced bid”, as hereinafter defined.
If the Region, in its sole discretion, deems a Bid or any component of it (i.e. the Contract Price or
the price(s) for any item(s), part(s), section(s) or division(s)) to be unbalanced, the Bid may be
deemed to be an “informal” Bid and may be rejected. An “unbalanced bid” means the price
submitted, whether it be the Contract Price or a price for an item, part, section or division, does
not reflect reasonable, anticipated costs for the Work or part thereof, or the Bid creates a
reasonable doubt that its acceptance will result in the lowest actual cost to the Region.
The acceptance of any Bid is subject to the approval of Regional Council or its authorized delegate,
and, if applicable, the receipt of sufficient funding.
Bidders will not, under any circumstances, have any claims against the Region, including claims for
incidental, indirect, special or consequential damages, or any loss of revenue, profit, or business
opportunity, which arise out of, or are in any way related to this RFT process, howsoever caused,
including, but not limited to, claims arising out of the Region’s rejection of any Bid, or the Region’s
failure to award the Contract for any reason. In the event that the Region is found liable for
damages to a Bidder, such liability shall be limited to the Bidder’s costs incurred to prepare their
Bid.
1.22 Award of Contract

Each Bid will be submitted with the understanding that the acceptance in writing by HYI shall
constitute a Contract between the Bidder and HYI, which shall bind the Bidder, on its part, to furnish
and deliver the Work or Services at the prices submitted and in accordance with the terms and
conditions of this RFT, and HYI, on its part, to take delivery of, and pay for, the Work or Services at
the Contract Price.

The Region/HYI reserves the right to award by item, or any part thereof, groups of items, or any
parts thereof, or all items, and to award a Contract to one or more Bidders.
1.23 Contract
This RFT, including the Schedules to the RFT, and the Bidder’s Bid, shall in aggregate, form the
Contract between HYI and the Bidder which will come into effect upon HYI’s written notification of
acceptance of the Bid. A purchase order will be issued by HYI to the Contractor after all required
documents (such as a certificate of insurance and a Workplace Safety and Insurance Board (WSIB)
certificate) are provided by the Contractor to the Region/HYI, in a form satisfactory to the
Region/HYI.
1.24 Non-Exclusive
Any Contract awarded as a result of this RFT will be non-exclusive. The Region/HYI may, in its sole
discretion, purchase the same or similar services from other persons during the term of the
Contract.
1.25 Conflicts of Interest

Each Bidder, in its Bid, shall declare all conflicts of interest or any circumstance that may be
reasonably perceived as a conflict of interest that exists now, or may exist in the future.
The Region/HYI may, in its sole discretion, waive any and all actual, potential, or perceived conflicts
of interest, on such terms and conditions as the Region/HYI, in its sole discretion, considers to be
required to satisfy itself that any actual, potential or perceived conflict of interest has been
appropriately managed, mitigated and minimized. In this regard the Region/HYI may require the
Bidder to implement measures or take other steps to manage or mitigate the impact of any actual,
potential or perceived conflict of interest.
1.26 Unofficial Tender Results

Unofficial tender results will be posted on the Bidding Website. All Bids received are unofficial until
they have been reviewed by the Region for compliance; therefore, the lowest Bid listed on the
Bidding Website may not be the lowest compliant Bid for the purposes of awarding the Contract.
1.27 Blackout Period

The Region prohibits communications with respect to this RFT initiated by a Bidder to any
representative of the Region/HYI (including consultants) and any Regional employee from the
Closing Time up to and including the date that the Contract has been awarded or this RFT has been
cancelled (the “Blackout Period”). Communication between any Bidder and the Region/HYI during
the Blackout Period shall only be undertaken only through the Region’s Purchasing Analyst
identified in Section 1.4 (Region’s Purchasing Analyst). Any Bidder found to be in contravention may

be disqualified from further consideration in this RFT process and any future Regional procurement
process.
1.28 Lobbying Prohibited

Bidders, including their Subcontractors, consultants, agents, officials and employees shall not
engage in any form of political or other lobbying whatsoever with respect to this RFT or seek to
influence the outcome of the RFT process. This anti-lobbying clause applies to communications with
all members of Regional Council, HYI Board of Directors, members of local municipal councils within
the Region, and their respective staff members or their appointees. If any Bidder or related party is
found to be engaging in lobbying, the Region will reject the Bidder’s Bid without further
consideration and terminate that Bidder’s right to continue in the RFT process. All correspondence
or contact by Bidders with the Region with respect to this RFT must be through the ‘Submit a
Question’ feature on the Bidding Website or directly, and only, with the Region’s Purchasing Analyst
identified in Section 1.4 (Region’s Purchasing Analyst).
The anti-lobbying clause applies from the release date of this RFT until the date and time when the
Contract has been awarded or this RFT has been cancelled.
The anti-lobbying clause shall not be construed as prohibiting any activity which is duly authorized
as part of the RFT process, including any public deputations that may be made to a Regional
Committee or Council or HYI Board in accordance with the Region’s Procedural Bylaw.
1.29 Confidentiality
Bidders are not to divulge any Confidential Information communicated to or acquired by the Bidder
or disclosed by the Region/HYI in the course of this RFT process without the prior written consent
of the Region. The Region reserves the right to disqualify from the RFT process a Bidder who in the
Region’s opinion has breached this requirement for confidentiality.
1.30 Subcontracting
It is understood and agreed that the Contractor will be an independent contractor and that the
employees or agents of the Contractor will perform the Contract. Subcontracting agreements made
by the Contractor will not release the Contractor from any obligation to the Region/HYI with respect
to the performance of its obligations under the Contract. The Region/HYI will not be responsible
for payment to the Contractor’s partners, Subcontractors or suppliers in the event that the
Contractor defaults on its responsibilities. The Contractor is to communicate this information to its
partners, Subcontractors and suppliers.

1.31 Legislative and Licensing Requirements
All Bidders and Bids must comply with any legislation and regulations which may be applicable to
the performance of the Contract, including the Accessibility for Ontarians with Disabilities Act,
2005, S.O. 2005, c. 11 (the “AODA”).
1.32 Collusion
Bidders, by submitting their Bid, declare that the Bid is not made in connection with any other
Bidder submitting an offer for the same services and is made without collusion or fraud.
1.33 Contract Terms and Conditions

The terms and conditions of the Contract (the “Contract Terms and Conditions”) are found at
Schedule C (Contract Terms and Conditions) of this RFT. Bidders should direct any questions or
matters requiring clarification concerning the Contract Terms and Conditions to the Region through
the Bidding Website by clicking on the ‘Submit a Question’ button.
1.34 Insurance Requirements

Schedule C.1 (Insurance) identifies the insurance requirements deemed necessary for the Contract
by the Region’s Insurance and Risk Manager. Bidders should review the requirements with their
insurance provider to ensure each requirement can be met before submitting their Bid. If there are
any concerns or questions, Bidders are advised to contact the Purchasing Analyst before the Closing
Time.
SECTION 2 - LEGAL MATTERS AND DISCLAIMERS
2.1 Amendment or Cancellation of Process

The Region may, at any time before the Closing Time amend any aspect of this RFT, including
without limitation, by amending and extending dates, schedules, or deadlines, or the limits and
scope of the RFT requirements. The Region/HYI reserves the right, in its sole discretion, to cancel
this RFT, to re-issue this RFT, to issue or implement any other procurement process for, or take any
steps or actions to, procure the same or similar services at any time and from time to time.
2.2 Governing Law

This RFT will be construed, and the contractual relationship between HYI and a Bidder, will be
determined, in accordance with the laws of the Province of Ontario. The courts of the Province of
Ontario shall have exclusive jurisdiction with respect to all matters relating to or arising out of this
RFT.

SCHEDULE A
GLOSSARY OF DEFINED TERMS
In this RFT,
“AODA” means the Accessibility for Ontarians with Disabilities Act;
“Bid” means a Bidder's response to the issuance of this RFT;
“Bid Documents” means this RFT and any addenda to this RFT;
“Bidder” means any entity submitting a Bid in response to this RFT;
“Bidding Website” means the Region’s Bids and Tenders website at https://bids.york.ca;
“Business Day” means Monday to Friday, excluding Saturdays, Sundays and Holidays;
“Closing Time” means the Bid Closing Date as identified on the Bidding Website;
“Confidential Information” means all proprietary, confidential and non-publicly available information
provided by or on behalf of the Region and/or HYI to the Contractor, whether in oral, written, graphic,
schematic or electronic form;
“Contract” means the contract entered into by HYI and the Contractor as a result of this RFT;
“Contract Documents” means the Bid Documents, including amendments thereto incorporated before
the award of the Contract and subsequent amendments thereto made pursuant to the provisions of the
Contract, and the Purchase Order;
“Contract Price” means the amount payable by HYI to the Contractor under the Contract;
“Contractor” means the entity to whom HYI awards a Contract as a result of this RFT;
“Daily” means all days as specified in Schedules/Appendices;
“First Month Inspections” means inspections that are required by HYI for Contractors’ supervisors and
staff to attend at the end of each week for the first month of the Contract;
“Holiday” means New Year’s Day, Family Day, Good Friday, Easter Sunday, Victoria Day, Canada Day,
Simcoe Day, Labour Day, Thanksgiving Day, Christmas Day, Boxing Day, and any day proclaimed as a civic
holiday in the Province of Ontario;
“HYI” means Housing York Inc.;
“HYI Board” means Housing York Inc Board of Directors;
“Location” means an HYI property listed in Table 1;
“Maintenance Coordinator” means HYI’s head of housing maintenance or designate who provides
technical oversight of buildings HYI operates;

“Monumental Entrance” means the exterior area leading to entrance door(s), including the main walk
up path, ramp, stairway and architecture features such as but not limited to, hand rails, metal and glass
railings, sitting benches, waste cans, cigarettes collection containers, planters;
“Plan Taker” means any entity that has registered for this RFT;
“Property Manager” means secondary HYI contact person for each Location listed in this RFT;
“Region” means The Regional Municipality of York, and where the context requires, its geographic area;
“Regional Council” means the Council of The Regional Municipality of York;
“Request for Tender or RFT” means this request for tender issued by the Region to which Plan Takers
are invited to submit Bids;
“Services” or “Work” means the provision of goods and services as required by the Contract;
“shall” and “must” as used in this RFT reflect a mandatory requirement;
“Unresolved Litigation” means any unresolved dispute between the Region/HYI and any other party or
related party adverse in interest, including third party and cross-claims, where either a legal proceeding
has been commenced for an injunction, a mandatory order, a declaration or the recovery of money, or
a threat of legal action has been made in writing.
“Work day” means any day worked;

SCHEDULE B
SPECIFICATIONS
3.1 Background
Housing York Inc. (HYI) is the Region’s largest non-profit housing provider. HYI owns and manages
residential buildings and emergency housing with representation in all nine (9) of the Region’s local area
municipalities. The portfolio includes various housing types such as low-rise and high rise apartments,
townhomes, emergency and transitional housing services and mixed use dwellings. HYI’ s current 2762
rental units are home to more than 4500 people, including families, seniors and people with disabilities.
3.2 Scope of Work

The Contractor shall supply all labour, materials, transportation and equipment for janitorial services at
the Locations including the cleaning of public areas in HYI residential buildings, and refuse, recycling,
and organic bin duties in accordancewith the requirements of this RFT (the “Work”). The monthly
price provided in the bid form must include all labour, travel costs, administrative duties and
equipment and supplies for the specifications listed in Schedule B (Specifications).
3.3 Location Information

The building locations, and the number of floors in each building, included in this RFT are listed in Table
1. Location specific information related to approximate square footage and public area information is
provided in Appendix A (Location Details).
Table 1. Locations included in T-20-176
Number
Location Address
of Floors
Armitage Gardens, 200 Eagle Street, Newmarket 2
Blue Willow Terrace,133 Fieldstone Drive, Woodbridge 4
Hadley Grange, 16105 Yonge Street, Aurora 4
Kingview Court, 90 Dew Street, King City (building plus extension) 3&2
Mapleglen, 2185 Major Mackenzie Drive, Vaughan 4
Nobleview Pines, 28 Wilsen Road, Nobleton 2
Orchard Heights Place-55, 55 Orchard Heights Boulevard, Aurora 2
Orchard Heights Place-57, 57 Orchard Heights Boulevard, Aurora 6
Richmond Hill Hub, 10415 Yonge Street, Richmond Hill 9
Tom Taylor Place, 615 Fernbank Road, Newmarket 3

3.4 Addition and Deletion of Locations
HYI, at its sole discretion, reserves the right to add or delete Locations, as listed in Table 1 , from the
Contract at any time during the Term.
3.5 Hours of Work

The Contractor shall complete the Work five (5) days per week, during the hours of work between 6:00
a.m. and 6:00 p.m. The Contractor shall abide by municipal noise bylaws. The Contractor shall not
conduct any Work before 9:00 am where the operation of powered devices is used, including a vacuum,
for greater certainty the Contractor may provide Work by muscular power. Typically, Work is conducted
every day except Tuesday and Thursday. HYI reserves the right to modify the Work hours at any time.
Some Work such as garbage, recycling and organics duties will be performed outside of this time.
Statutory holidays are to be worked as per the normal schedule for that day. Any changes to the hours
of Work must be approved in writing by the Maintenance Coordinator.
3.6 Work Requirements

The duties required at each Location are outlined as follows:
a) Garbage and Recycling Duties
The Contractor shall complete the following tasks every work day at all Locations:
i. Remove garbage from all garbage chute rooms, and common/public areas and deposit in main
garbage bin
ii. Remove recycling materials from all garbage chute rooms and common/public areas and place
in main recycling bins/totes
iii. Replace recycling bags in cans and hangers
The garbage, recycling and organic pick up days are summarized in Table 2. The Contractor shall bring
all bins outside by 6:30 am on the applicable pick up day or at the end of the last available work shift
whichever is later, and the Contractor shall bring all bins inside the day of pick up by 5:00 pm or at the
beginning of work shift whichever is sooner.
The pick up date, time and frequency and locations are subject to change throughout the Contract.
When applicable, HYI will provide a revised schedule and the times and dates of removal shall be
adjusted accordingly. The waste contractor pick up schedule (Table 2) will be modified during Holidays.
The Contractor shall follow up with the Maintenance Coordinator to confirm dates during weeks with
Holiday, at a minimum of three (3) business days in advance of the week affected by the Holiday.
The Contractor shall check all public area garbage and recycling containers daily and replace with a new
bag, if required. Recycling bins and organic bins should be checked and replaced with an empty bin as
required.

Table 2. Contracted or City/Town Waste/Recycling/Organics Pick Up Days by Location.
Location Sunday Monday Tuesday Wednesday Thursday Friday Saturday
Tom Taylor Place Recycling Garbage Garbage

Armitage Gardens Recycling Garbage
Hadley Grange Recycling/G Garbage

arbage
Orchard Heights Recycling Garbage
Place 55/57
Kingview Court Organic/ Garbage

Recycling
Mapleglen Organic Garbage Garbage
Recycling
Blue Willow Garbage Garbage
Terrace Recycling
Nobleview Pines Recycling/
Garage
b) Janitorial Duties
The Contractor’s duties are outlined in Appendix B (Janitorial Duties) and form part of the Contract.
Areas that are excluded from the contract included private tenant units, mechanical and electrical
rooms, and superintendent offices.
c) Full year Calendar Maintenance Schedule for Hard Surfaces
The duties required by the Contractor on a monthly, quarterly, semi-annual and annual basis are
outlined in Appendix C (Full year calendar maintenance schedule for hard surfaces) and form part of the
Contract. This also includes special monthly requirements during the winter months of November
through to April, inclusive, for each term of the Contract.
The Contractor shall adhere to all work requirements in accordance to these schedules, unless otherwise
directed by the Maintenance Coordinator. These schedules are subject to modification by HYI to
accommodate changes in relation to municipal and other contracted garbage, recycling, organics
services as well as staffing. All garbage and recycling bins are to be placed at the curb and returned from
the curb to their designated locations on the same day designated by the municipality including holiday
schedules.
The Contractor must immediately report all missed pick-ups and other Work related maintenance issues
for those items outlined in Section 3.6 (Work Requirements) to the Maintenance Coordinator(s)
between 8:30 a.m. and 4:30 p.m. Monday to Friday from and/or in the case of an emergency to the
Manager on-call at the after-hours number.

3.7 Frequency of Work Defined
The frequency of Work is defined as follows:
i. Daily duties to be completed on all days as specified in Schedules/Appendices
ii. Once weekly duties to be completed on Wednesday of each week
iii. Spring and Fall duties are to be conducted during the May and October months
iv. Monthly duties to be completed by the 2nd Wednesday of the Month
The “Location Specific - Minimal On-Site Time Requirement” (Table 3) outlines the minimum time
required for that at least one janitorial staff member to complete the Work at the stated Location.
One janitorial staff member shall be stationed on-site continuously for each Work day. The number of
hours per day in Table 3 does not necessarily reflect the time required to complete all the Work as
outlined in this RFT. The Contractor shall determine the amount of time and janitorial resources
required to complete the Work.
The Work may require more resources and more time than outlined in the table below. Janitorial staff
must be continuously working and on site throughout the time period in Table 3. The time stated in
Table 3 applies to a single staff person and cannot be a combination of multiple staff time. HYI will use
monitoring devices including, but not limited to CCTV resources to confirm continuous working
presence of the Contractor at the Locations. If the Contractor does not complete all the required Work
within the time set out in Table 3, the Contractor shall provide the additional resources to complete
the Work at no additional cost to HYI.
Table 3. Location specific minimal on-site time requirements
Location Minimal Time Required for at

least
One Janitorial Staff person to
be on site per day
Armitage Gardens, 200 Eagle Street, Newmarket 2 hours
Blue Willow Terrace,133 Fieldstone Drive, Woodbridge 2 hours
Hadley Grange, 16105 Yonge Street, Aurora 4 hours
Kingview Court, 90 Dew Street, King City, 2.5 hours
Mapleglen, 2185 Major Mackenzie Drive, Vaughan 2 hours
Nobleview Pines, 28 Wilsen Road, Nobleton 2 hours
Orchard Heights Place-55, 55 Orchard Heights Boulevard, Aurora 1 hour
Orchard Heights Place-57, 57 Orchard Heights Boulevard, Aurora 3 hours
Richmond Hill Hub, 10415 Yonge Street, Richmond Hill 4.5 hours
Tom Taylor Place, 615 Fernbank Road, Newmarket 2 hours

3.8 Materials and Supplies Requirements
At a minimum, the Contractor must supply at each of the Locations commercial grade equipment and
supplies as indicated in Table 4. The Contractor shall maintain fully stocked janitorial room at each
Location with the following supplies. HYI reserves the right to inspect the equipment and supplies. In
the event that the equipment and supplies, at HYI’s sole discretion, is in poor working order, not
commercial grade and/or unable to fulfill the Contract requirements, the Contractor shall replace the
equipment and supplies immediately when advised by HYI, at no additional cost to HYI.
Table 4. Summary of minimum number of supplies required to be kept onsite

Less Than Six (6) Six (6) or
Equipment
Floors More floors
Commercial grade bucket and mop 1 1
Replacement mop head Spare mop heads 4 6
Commercial grade long bristle sweeping broom 1 2
Commercial grade Dust Pan 1 2
Commercial grade Dust Mop 24” or greater 1 1
Commercial grade Vacuum with High Efficiency Particulate
Air (HEPA) filters capable of filtering 99.97% of all ultra-fine 1 1
particles down to and including 0.3 microns.
Vacuum replacement bag 4 6
Rags 5 pounds supply 1 1
More than 5 litres of general cleaning chemical 1 2
More than 5 litres of window cleaning chemical 1 2
More than 5 litres of disinfectant chemical 1 2
250 millilitre of stainless steel cleaning chemical 1 2
Hospital grade Biological cleaning product 1 2
6 +1 for every
Wet Floor warning signs (signs to be removed from floor
6 additional 2
once dry)
floors
Decanting Spray bottles must be labelled to identify
4 6
contents and as per the WHMIS regulations
3.9 Common Cleaning Terms and Practices

The Contractor shall use equipment and chemical cleaning compounds (cleaning supplies) that are
appropriate to the items that are required to be cleaned, and shall follow the manufacturers’
instructions. The Contractor shall supply all cleaning supplies and equipment required to perform the
Work.
The Contractor shall follow all product instructions and steps for application of products to achieve an
effective cleaning and disinfection program. The Contractor shall assess the level of risk and required
personal protective equipment, process complying with the safety data sheets and use proper personal
protective equipment.

The Contractor shall not mix ratios of the cleaning and defection solution at a greater concentration
than the manufacturer directions for the material being cleaned. An example of material appropriate
chemical ratio would be that ethanol should not be used at rate no greater than seventy-five percent
(75%) on stainless steel surfaces. Contractors shall test all new products first on a small, low visibility
area giving time for delayed reaction at least one day before using the new product.
The Contractor shall not clean metal surfaces with acids or chloride based solutions (e.g. toilet bowl
cleaners) as they damage the surfaces and strength of the item leading to accelerated corrosion .
The Contractor shall not use mineral spirits, paint thinners, petroleum based strippers for air quality
reasons and the effect of damaging plastics.
For the purpose of cleaning and disinfecting, the Contractor shall not spray cleaning solvent and
disinfectants directly onto any moisture vulnerable surfaces, including but not limited to elevator
controls intercoms, door operator buttons and other electrical and electronic items, instead the
Contractor shall spray the cleaning solvent or disinfectant onto a clean cloth for wiping down such
surfaces. The Contractor shall ensure that solution is only applied to the surface of the device buttons
and does not enter the electronic components. The Contractor shall seek further direction from the
Maintenance Coordinator should clarification be required by the Contractor.
The Contractor shall use “green” cleaning products that minimize harmful environmental impacts used
prior to using traditional cleaning products, only if specification results cannot be achieved with “green”
products. The Contractor may request approval and the Maintenance Coordinator may grant its
approval for the use of alternative products to satisfactorily complete the Work. Prior approval must
be obtained from the Maintenance Coordinator.
a) Biological: items that include but are not limited to blood, urine, spit / saliva, feces etc.
b) Buffing/Polishing/Burnishing: using a polish or waxing chemical/compound or tool or
machinery/equipment to further enhance the finish of a shiny/reflective surface, thorough
manual or mechanical rubbing of the surface with a cloth or pad (for example, stainless
steel surfaces, floors).
c) Clean: is to sweep/wash/wipe/pick-up/vacuum: - debris, dirt, articles, stains, spills, dust,
garbage, scuffing, including items biological in nature.
d) Disinfect/Sanitize: to use a disinfectant chemical according to the manufacturer’s handling
instructions. In addition, all disinfectants shall meet the requirements of York Region Public
Health recommendations and Provincial guidelines for all easily transmittable viruses and
bacteria, including but not limited to COVID-19. The disinfectant should be hospital grade
and approved by Health Canada, or an equivalent approved by HYI. The surface is to be
cleaned first.
e) Dry buffing: using dry cloth or pad to further enhance the finish of a surface, through
manual or mechanical rubbing to marks, oils and spots left from washing (for example,
washed elevator walls, furniture).
f) Dust/Dusting: is to use a mop/pad/cloth that is treated or fabricated to collect dust.
Untreated “feather dusting” that does not collect dust is not an acceptable method can be
done with a damp, dry, chemically infused cloth, duster, pad, or by vacuuming or in
combination. The end goal is the removal of settled dust, leaving the surface clean to the
touch with no streaks or evidence of the dusting process.

g) Mechanically Scrub: is to use a Swing Machine Polisher/ Burnished with a surface
appropriate bonnet to scrub.
h) Pre-treat stains: is to apply a stain release chemical as per manufacturers’ instructions
before comprehensive cleaning is done.
i) Rinse: using clean water free of cleaning solution or with a neutralizing chemical to wet and
mop up to remove cleaning chemical residues and/or dirt.
j) Spot Clean: a cleaning action to a localized area necessary to clean, dirt, stain, dust, scuffs
or debris, remove marks, fingerprints using materials, cleaning equipment and chemicals
appropriate to the surface. It can also mean the cleaning to stem permanent damage until
a thorough cleaning can be arranged.
k) Steam Clean: is a common term for hot water extraction which refers to the use pressurized
hot water extraction equipment to clean carpets or soft surface furniture, such as chairs
and couches
l) Sweep: use broom, brush or dust mop, clear away dirt, debris and dispose of in garbage.
m) Touch Points: Clean surfaces that are frequently touched by residents, examples: elevator
call button stations, intercoms, door handles, garbage chute hatches, and exit and entrance
doors, particularly glass.
n) Wash: is using a mop/pad/cloth to apply a liberal amount of detergent/surfactant cleaning
solution as directed by the manufacture. Then mop up the excess solution and rinse with
fresh water.
o) Wipe: is to use a mop/pad/cloth that is saturated with a soap or disinfectant solution and
rung damp to clean. This process is used on lightly soiled areas, marks, scuffs.
3.10 Emergency and Special Services

The Contractor shall immediately report to the Maintenance Coordinator all maintenance and urgent
cleaning needed that falls outside of the scheduled cleanings as described Section 3.5 and Section 3.6.
This includes any issues that may pose a health and safety risk or cause further damage if left unattended,
as well as any evidence of vandalism. All such instances shall be reported to the Maintenance
Coordinator, identifying the Location and issue. An after-hours emergency contact number will be
provided at the start of the Contract should the situation arise outside of normal business hours. An
emergency contact that can be reached twenty-fours a day, seven days a week, 365 days a year must be
provided upon award of Contract to HYI management staff. The additional work shall be billed at the
unit costs outlined on the Bid Form. The Contractor shall not perform any additional work or bill HYI
without the prior written approval from HYI.
The Contractor shall not perform Work in any tenant homes unless specifically requested by HYI in
writing.
3.11 Contractor Sign-off Sheets

HYI will provide a binder containing a copy of the specifications and Contractor Sign-Off Sheets (Appendix
D). These sheets must be completed daily by the janitorial staff. The Contractor’s supervisor for each
janitorial crew shall indicate with a signature on the Contract Sign-off Sheets that he/she has reviewed
the quality of work of staff at least monthly, or as required, ensuring that performance standards of the
Contract are being fulfilled. In addition, the aforementioned individual must verify the contents of the

Safety Data Sheets (SDS) binders on a monthly basis. The Contractor’s working staff shall complete this
form on a daily basis to confirm the completion of the scheduled Work.
HYI may, at its sole discretion, modify or replace the Contractor sign-off sheets, which may include the
adoption of an electronic format to supplement or replace the current report, to be submitted
electronically by the Contractor’s staff while on site in performance of the Contract. Any new sign-off
sheet format will include the same information as the current report and/or include enhance details
such as geo tagging and picture capture.
Contractors may propose an alternate report or electronic system, but its adoption and use is exclusively
at the discretion of the Region and/or HYI.
3.12 Location Access and Security

The Contractor shall obtain all keys or pass codes necessary to access areas of the Locations to be
serviced from the Maintenance Coordinator. The Contractor shall sign an acknowledgement of the keys
provided. The Contractor shall notify the Maintenance Coordinator in writing of any changes in
personnel assigned to a specific Location. Should the Contractor terminate any of its personnel, it is the
Contractor’s responsibility to ensure that any keys to the Locations are collected immediately from such
personnel. The Contractor shall not make or cause to be made copies of any keys provided to it by HYI.
All keys provided to the Contractor shall be returned to HYI at the end of the Contract. In the event that
the Contractor does not return all keys or keys are lost, the Contractor shall be solely responsible for the
cost of replacement and/or rekeying of the building, as deemed necessary by HYI.
3.13 Infection Control Cleaning

The Contractor shall clean and disinfect all high-traffic, high-touched surfaces throughout the buildings
to reduce the spread of infection and contagious viruses and bacteria. These areas include, but are not
limited to, door handles, hallway entrance door handles and push plates, common area sinks and
faucets. All surfaces shall be cleaned in accordance to the requirements of York Region Public Health
recommendations and Provincial guidelines around easily transmittable viruses and bacteria (e.g.
COVID-19).
3.14 Occupational Health and Safety

All Work performed by the Contractor under this Contract must be carried out in accordance with the
terms and conditions of the Occupational Health and Safety Act. The Contractor shall provide and ensure
that all staff assigned to this Contract are qualified, properly trained, supervised, adhere to high health
and safety work practices and procedures and that all necessary safety equipment is used by the
employees while on the job site. This is critically important for biological cleaning. The Contractor shall
comply with all requests made by the Region’s and/or HYI’s Health and Safety Officer or designate. Eye
wash stations/bottles and first aid equipment is the responsibility of the Contractor and must be placed
in a visible area for their employees.

Within thirty (30) days following commencement of the Contract, the Contractor will be required to
provide HYI the Contractor’s Health and Safety Program, which indicates how the program is
administrated and how compliance with Health and Safety issues has affected operational development.
In addition to these requirements, the Contractor is solely responsible for ensuring their personnel are
provided with the conditions, instructions and protective materials to ensure York Region Public Health
recommendations and Provincial guidelines around transmittable and infectious viruses and bacteria,
including but not limited to COVID-19, are followed while onsite.
The Contractor shall , at the Contractor’s expense, provide all necessary personal protective equipment
(PPE) to safely perform the work as outlined in this Contract.
Any health and safety contravention by the Contractor will be considered a breach of Contract and the
Region and/or HYI may take actions deemed appropriate to remedy the situation, including but not
limited to stopping of work and termination of Contract.
3.15 COVID-19 Compliance

The parties acknowledge that in March 2020 the World Health Organization declared a global pandemic
of the novel respiratory coronavirus known as COVID-19. The Government of Canada, the Province of
Ontario, and municipalities responded to the pandemic with legislative amendments, controls, bylaws,
letters of instruction, orders, and requests and requirements of the public to change their activities in
various ways and to abide by certain measures (collectively, the “Governmental Response”). It is
uncertain how long the pandemic, and the related Governmental Response, will continue, and it is
unknown whether there may be a resurgence of COVID-19 or any mutation thereof (collectively, the
“Virus”) and resulting or supplementary renewed Governmental Response. The Contractor shall, at no
additional cost to HYI, comply with, and cause its Subcontractors and any other persons present at a Site
in connection with the Work to comply with, all legislative amendments, bylaws, letters of instruction,
controls, regulations, requirements and orders that were or are issued by the Government of Canada,
the Province of Ontario, or a municipality in response to COVID-19.
3.16 COVID-19 Costs

Due to COVID-19, the Contract Price shall be all-inclusive of any and all costs the Contractor incurs, or
may incur, in respect of or relating to COVID-19 during the term of the Contract, including but not limited
to costs relating to the following:
• measures the Contractor takes to comply with any legislative amendments, bylaws, letters of
instruction, controls, regulations, requirements and orders that were or are issued by the
Government of Canada, the Province of Ontario, or a municipality in response to COVID-19;
• the Contractor’s staffing and labour; and
• the Contractor’s equipment, materials, and supplies.
No additional compensation of any kind will be payable by HYI to the Contractor for any costs the
Contractor incurs, or may incur, in respect of or relating to COVID-19 during the term of the Contract
and any renewal thereof.

3.17 COVID-19 Protocols
Contractors and their employees must use a non-medical mask or face covering to reduce the spread
of COVID-19. Onsite workers are also instructed to maintain a physical distance of two (2) meters (six
(6) feet) from others. Where a two (2) meter (six (6) feet) distance cannot be maintained, additional
appropriate personal protective equipment (PPE) must be worn.
Practicing physical distancing, proper hand hygiene, cleaning and disinfecting of frequently touched
surfaces and equipment shall be strictly adhered to prevent the spread of COVID-19. All these
measures must be followed to ensure that the spread of the virus is minimized as Contractors visit
multiple units in one (1) day.
If the Contractor or the Contractor’s staff has developed symptoms of COVID-19 while onsite or within
forty-eight (48) hours after onsite work is completed, the Contractor must notify HYI staff immediately
and vacate the premises, and seek further direction from their local Public Health Unit.
It is the Contractor’s responsibility to provide all necessary personal protective equipment (PPE) to
perform the work as outlined in this RFT.
Before attending site, all Contractors must:
• Conduct screening each time one of your employees is scheduled or dispatched to ANY HYI
location
• The online screening tool is available using the link
• If the employee being dispatched to site does not have access to online screening, complete
the PDF form. The completed form must be emailed to HYImaintenancedesk@york.ca each
time the employee attends the site with the subject line “COVID Screening - Company Name
– Date of Work – Location”
• The person completing the online screening tool will receive an email requesting the
contactor/vendor to send the Confirmation of COVID-19 Screening confirmation to email
HYImaintenancedesk@york.ca with the subject line “COVID Screening -Company Name –
Date of Work – Location”
Health and safety contravention will be considered a breach of Contract and HYI may take actions
deemed appropriate to remedy the situation, including but not limited to stopping of work and
termination of Contract.
Protocols outlined in Section 3.17 (COVID-19 Protocols) may change at any time and the Contractor
must adhere to all Public Health recommendations.
3.18 Safety Data Sheets (SDS)

The Contractor shall comply with the requirements of the Workplace Hazardous Materials Information
System (WHMIS). Within ten (10) days of the notification of award of the RFT, the Contractor shall submit
Safety Data Sheets (SDS) for all cleaning products to HYI’s representative.

The Contractor must provide and maintain one (1) SDS binder at each Location, in designated areas as
instructed by HYI staff, containing all the Safety Data Sheets (SDS) for all cleaning products used. In
addition, the Contractor shall provide electronic copies of all SDS to HYI. It is the responsibility of the
Contractor to ensure the SDS are current, valid and complete.
All bottles and containers the Contractor uses for the Work must be properly labelled or they will be
confiscated by HYI staff.
The Contractor’s assigned Supervisor must verify all contents of the SDS binder at each Location at least
once (1) per month and acknowledge the verification has been completed on the Contractor sign-off
sheets as described in Section 3.11 (“Contractor Sign-off Sheets”).
3.19 Area Protection and Clean-up

The Contractor shall provide, erect and maintain adequate barriers, lights, warning signs and/or other
items as required for the protection and safety of workers, employees of HYI and the Region, residents,
occupants and guests and all other persons permitted access to the Locations. The Contractor shall
ensure that the Work does not lead to any slips and falls. The Contractor shall also take all preventative
measures to avoid slip and falls resulting from the Work or any materials or spills while on site. Failure
by the Contractor to provide necessary protection and/or preventative measures may result in
termination of the Contract at HYI’s sole discretion.
The Contractor shall take all precautions necessary to avoid damage to the Region’s and/or HYI’s
Locations and/or equipment and/or property thereon, including tenants’ property and shall repair
damage caused by the Contractor’s performance of the Work immediately on notice of such damage
by the Region and/or HYI.
3.20 Staff Assigned to the Work

HYI maintains a high-profile image. The Contractor shall maintain a high standard of conduct and
professionalism in dealing with HYI staff, tenants and patrons while performing work. The Contractor
shall provide trained and reliable staff. The Contractor and its employees must read and communicate
in English at a level that demonstrates an understanding of written and verbal instructions, and are able
to make notations in service logs.
Prior to the commencement of Work, the Contractor shall provide a detailed list to identify the names
of the entire Contractor’s staff assigned to the Contract. This will include the name of all managers and
supervisors who have direct involvement with the Contract, as well as the names of hourly paid workers
who will be performing the Work. The list shall include information and dates of the completion of all
appropriate training and expiration of certificates including WHMIS. The Contractor will be required to
update this list on a monthly basis or as requested by HYI.

3.21 Qualifications
The Contractor shall ensure staff have all necessary permits and licenses required to operate equipment
to carry out the Work as described in the Contract.
3.22 Uniforms
The Contractor shall ensure that all staff assigned to the Work wears a uniform and dressed in an
appropriate manner for the working conditions. All uniforms shall be neat and clean in appearance, in
a manner acceptable to HYI. The Contractor’s staff shall not wear personal outside clothing while
performing the Work. All staff shall be identified by way of a visible company uniform and/or tag while
working onsite. Uniforms are to be supplied by the Contractor. Unprofessional conduct by the
Contractor’s staff, including but not limited to exhibiting a non-courteous, non-conscientious, or
generally non-business-like manner in the workplace, may result in the immediate termination of the
Contract.
3.23 Project Lead and Supervisor

The Contractor shall provide a Project Lead who shall be responsible for the performance of the Contract
and to act as a liaison between the Contractor and the Maintenance Coordinator. The Project Lead shall
address any concerns or problems that may arise in a timely and prompt manner. The Project Lead shall
review the overall performance, receive special instructions regarding the Contract and ensure that the
information is communicated to the Contractor’s staff assigned to this Contract. In the event that a site
visit is required to review work performance, the Project Lead must attend. No additional compensation
will be paid to the Contractor for these visits. The Project Lead shall serve as the primary contact for all
inquiries including, but not limited to, invoicing and general questions.
The Contractor shall assign a working Supervisor responsible and authorized to make binding day-to-day
operational decisions. The Supervisor shall be responsible for scheduling changes and requirements.
The Contractor shall ensure that staff assigned as a Project Lead and Supervisor are competent,
knowledgeable and capable.
The Project Lead and Supervisor duties may be assigned to one individual, provided the assigned is able
to perform all the duties listed in Section 3.21 (Project Lead and Supervisor).
3.24 Use of HYI Equipment

The Contractor shall not use HYI property/equipment including computers, televisions, telephones,
printers and fax machines, kitchen equipment, unless use of such equipment is required as a job function
and approved in writing by HYI in advance.
The Contractor’s staff shall not unplug electronic equipment nor use electrical outlets with HYI
equipment plugged in for any purposes.

3.25 Quality Control and Reporting
The Contractor’s Supervisor shall perform regular, weekly inspections of the Locations covered by this
Contract to ensure that the Work is completed in accordance with the requirements of the Contract. An
electronic copy of the weekly inspection reports must be emailed to HYI by 5:00 p.m. on each Friday during
the term of the Contract. All reports must be legible. Failure to provide an acceptable report will require a
resubmission within twenty-four (24) hours of receipt of notification from HYI. HYI reserves the right to
inspect work when complete.
Inspections by the Maintenance Coordinator or other authorized staff of the Region and/or HYI will be
conducted throughout the Contract and at any time throughout the Contract. HYI will verify the existence
of commercial grade equipment, required cleaning products and work quality throughout the term of the
Contract, through an on-going quality control program. With the exception of first month inspections, all
inspections will occur on an unannounced basis and all necessary products and/or equipment, listed in
Section 3.8 (Materials and Supplies Requirements) are expected to be present at all times in the designated
janitorial rooms in accordance with the requirements of the Contract.
Housing York Inc. reserves the right to use closed-circuit television (CCTV) cameras to ensure that minimum
cleaning times and cleaning outcomes are maintained to ensure quality controls.
Any and all deficiencies noted by HYI shall be corrected by the Contractor within one (1) working day of
notification by HYI, unless otherwise specified or approved by HYI. The Contractor shall notify the
Maintenance Coordinator in writing when these deficiencies are corrected. Follow up inspections by HYI
may be required to maintain quality.
i. First Month Inspections (FMI): In addition to regular inspection to ensure quality throughout the
Contract, during the first month of the Contract, the Contractor’s Supervisor and janitorial site staff
shall meet with the Maintenance Coordinator for a maximum of one (1) hour for thorough
inspections of the Work at the end of each week for each Location. The purpose of the first month
of inspections is to ensure Contract expectations for the Work have been met. This hour is in
addition to the time requirements to complete the Work in Table 3.
Any and all deficiencies noted by HYI shall be corrected by the Contractor within one (1) working day of
notification by the Region/HYI, unless otherwise specified or approved by HYI The Contractor shall notify
the Maintenance Coordinator in writing when these deficiencies are corrected. Follow up inspections by
the Region/HYI may be required to maintain quality.
The Contractor shall take all precautions necessary to avoid damage to the Region’s and/or HYI’s
Locations and/or equipment and/or property thereon and shall repair damage caused by the
Contractor’s performance of the Work immediately on notice of such damage by the Region and/or HYI.
The Contractor shall consider the impact on the tenants, when any work takes place at an HYI property.
The Contractor shall notify HYI staff immediately if the intended Work could impact tenants.

3.26 Scheduled Meetings
The Contractor shall meet as required with the Maintenance Coordinator(s) prior to the commencement
of the Contract to review the requirements, establish a work schedule acceptable to HYI and meet as
required thereafter to ensure performance standards are being fulfilled in accordance with the
requirements of the Contract. The Maintenance Coordinator’s contact information will be provided to
the Contractor after the Award of the Contract. Additional compensation will not be provided for these
meetings. The Bidder shall take this into consideration when submitting a bid.
3.27 Priority
The Contractor shall treat HYI as a high priority customer and shall use its resources to ensure the
continuous and quality completion of the Work in accordance with the requirements of the Contract.
3.28 Invoicing
Invoices shall be submitted monthly in an electronic format, on the 10th day of the month for the
previous month’s completed work for each Location, as per the payment schedule in Table 5. Invoices
shall include the following:
i. Company legal name and address

ii. Servicing property address and Location name
iii. Purchase order number
iv. Sent by email to: HousingYorkPayable@york.ca
v. Period covered by invoice
vi. Itemized list of locations with net and gross total, with all applicable taxes

Table 5. T-20-176 Payment Schedule:
Work Dates Invoice Due Date
October 1 - 31, 2021 November 10, 2021
November 1 - 30, 2021 December 10, 2021
December 1 - 31, 2021 January 10, 2022
January 1 - 31, 2022 February 10, 2022
February 1 - 28, 2022 March 10, 2022
March 1 - 31, 2021 April 10, 2022
April 1 - 30, 2021 May 10, 2022
May 1 -31, 2021 June 10, 2022
June 1 - 30, 2021 July 10, 2022
July 1 - 31, 2021 August 10, 2022
August 1 - 31, 2021 September 10, 2022
September 1 - 30, 2021 October 10, 2022
October 1 - 30, 2021 November 10, 2022
November 1 - 30, 2021 December 10, 2022
All Contractors will be paid through an Electronic Transfer of Funds payment system. Manual cheques
will not be issued.
Failure to provide all required documentation as outlined in this Contract may result in delayed
payment.

SCHEDULE C
CONTRACT TERMS AND CONDITIONS
SECTION 1 - CONTRACTOR’S RESPONSIBILITIES
1.1 The Contractor agrees to supply, at its sole cost and expense, all staff, equipment and
technical assistance necessary to perform the Work. The Contractor shall not change or replace any
of the key individuals assigned to perform the Work without the prior written approval of HYI.
1.2 The Contractor shall perform the Work with the requisite degree of skill and competence in
accordance with the standard of care normally exercised by professionals providing services of this
complexity and magnitude. The Contractor shall employ only skilled and competent staff who will be
under the supervision of a senior member of the Contractor’s staff to perform the Work.
1.3 The Contractor agrees to meet with Regional and/or HYI staff during the Term from time to
time as required by the Region and/or HYI, if necessary, to discuss issues related to the provision of
Work.
1.4 Where certain materials are specified in the RFT or Bid Documents, the Contractor shall use
the material specified unless prior written approval has been obtained from HYI to use another
material. Any substituted materials should be of equal or better quality to that specified in the RFT
or Bid Documents.
SECTION 2 - LEGISLATIVE REQUIREMENTS
2.1 The Contractor shall comply fully with all applicable statutes, regulations, policies and
guidelines, whether Federal, Provincial or Municipal, and with all applicable Regional policies when
performing the Work, as same may be amended or replaced from time to time, including, without
limiting the generality of the foregoing, all of its obligations under the Occupational Health and Safety
Act and regulations, as applicable, in respect of the Work.
2.2 The Contractor shall do, shall cause to be done, shall refrain from doing, and/or shall prohibit
from being done, any act or thing as directed by the Region and/or HYI if, at any time, the Region
and/or HYI considers that any situation or condition is unsafe, damaging to the environment, harmful
to the public, or contrary to the provisions of the Statutes or any other applicable statutes,
regulations, policies or guidelines.
SECTION 3 - FEES AND DISBURSEMENTS
3.1 HYI shall pay to the Contractor as full payment and compensation for the Services an amount
equal to the Contract Price, including all disbursements, but excluding the HST. No payment in excess
of the Contract Price shall be made without the prior written authorization of HYI.

3.2 Save where otherwise expressly provided in this Contract, during the Term of the Contract
and any subsequent extensions or renewals, subject to an escalator factor, if any, provided in the
RFT, the prices quoted by the Contractor in the Contract are not subject to change without the prior
written consent of HYI. The Contractor shall not be entitled to any increases above the Contract Price
or to the prices for any of the individual items, milestones or phases for any reason whatsoever,
including, but not limited to, increases in prices due to inflation; or any legislated increases to
minimum wage; or due to the escalation of labour or material costs.
3.3 When not in default of its obligations under the Contract, and subject to Section 3.1, HYI
shall pay the Contractor based upon the payment schedule (the “Payment Schedule”) set forth in
the Contract.
3.4 The Contractor shall submit invoices and any other documentation requested by the Region
and/or HYI, acting reasonably, to receive payment for Work rendered, in accordance with the
Payment Schedule.
3.5 Provided HYI does not dispute the invoice submitted by the Contractor and provided that
HYI receives the documentation described in Section 3.4, the Region shall pay each invoice within
sixty (60) days of receipt. HYI will return any invoice that does not include the appropriate HST and
the Contractor’s HST Registration Number. HYI shall pay the invoice electronically through an
Electronic Funds Transfer (“EFT”) System into the Contractor's designated bank account.
3.6 HYI agrees to pay the HST for the Work performed under the Contract. No other taxes shall
be payable to the Contractor under the Contract.
3.7 The Contractor shall not be entitled to claim, demand or receive any interest upon any
payments on account of delay in approval or payment by HYI.
SECTION 4 - RECORDS AND AUDIT
4.1 The Region and/or HYI shall have the right to audit all books and records (in whatever form
they may be kept) relating or pertaining to the Contract (including any and all documents and other
materials, in whatever form they may be kept, which support or underlie those books and records),
kept by or under the control of the Contractor, including, but not limited to those kept by the
Contractor, its employees, agents, assigns, successors and Subcontractors. The Contractor shall
maintain and preserve all original books and records, together with such supporting or underlying
documents and materials, for the Term of the Contract and for at least two (2) years following the
completion of the Contract, including any and all renewals.
4.2 The books and records, together with the supporting or underlying documents and materials
shall be made available, upon request, to the Region and/or HYI, through its employees, agents,

representatives, contractors or other designees, during normal business hours at the Contractor's
office or place of business.
4.3 Sections 4.1 and 4.2 shall not be construed to limit, revoke, or abridge any other rights,
powers, or obligations relating to audit which the Region may have by Federal, Provincial, or
municipal statute, regulation, or agreement, whether those rights, powers, or obligations are express
or implied.
SECTION 5 - REGION CAN MONITOR WORK
5.1 Although the provision of the Work is the sole responsibility of the Contractor, the Region
and/or HYI reserves the right to monitor the performance of the Contractor and to issue directives
to the Contractor to remedy any condition which the Region and/or HYI considers to be detrimental
to provision of the Work. The Contractor shall be required to carry out the terms of such directives
within one (1) business days after receipt of notice in writing from the Region and/or HYI or within a
mutually agreeable timeframe.
SECTION 6 - CHANGES AND ALTERATIONS AND ADDITIONAL SERVICES
6.1 The Region and/or HYI may, at any time, during the Term, delete, extend, increase, vary or
otherwise alter the Work and, if such action by the Region and/or HYI necessitates an increase or
decrease in the level of staff or services, the Contractor shall, if requested by the Region and/or HYI,
submit a revised work plan or schedule and fee proposal for the revised scope of Work. The
Contractor shall be paid in accordance with Section 3 for such additional services.
6.2 The Contractor shall not amend or deviate from the scope of Work without the prior written
consent of the Region and/or HYI. The Region and/or HYI has no obligation to pay for additional
services if the Contractor, without HYI’s prior written consent, provides additional services.
SECTION 7 - SCHEDULE FOR DELIVERING THE WORK
7.1 Upon request from the Region and/or HYI, the Contractor shall provide for approval by the
Region and/or HYI, a schedule showing the estimated dates for delivery of the Work.
7.2 The Contractor shall complete the Work, to the satisfaction of the Region and/or HYI, during
the Term and in accordance with the schedule approved by the HYI.
7.3 The Contractor shall require prior written approval from the Region and/or HYI for any of
the following changes:
(a) Any increase to the Contract Price; or
(b) Any material change in the proposed schedule for delivery of the Work.

SECTION 8 - SUBCONTRACTORS
Intentionally Deleted
SECTION 9 - DAMAGES
9.1 If the Region and/or HYI should suffer damage or incur costs in any manner because of any
wrongful act or neglect of the Contractor or of anyone for whom the Contractor is responsible in law,
then the Region and/or HYI shall be reimbursed by the Contractor for such damage.
SECTION 10 - ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES ACT COMPLIANCE
10.1 The Contractor shall ensure that all of its employees, agents, volunteers, or others engaged
by the Contractor in the delivery of Work receive training in accordance with Section 6 of Ontario
Regulation 429/07 made under the AODA. Accordingly, the Contractor agrees to:
(a) Comply with the requirements of the AODA; and
(b) Complete and submit to the Region and/or HYI the AODA Training Certificate at
the time of execution of the Contract or as periodically required by the Region
and/or HYI from time to time.
SECTION 11 - SUSPENSION OR TERMINATION
11.1 Upon not less than five (5) days written notice to the Contractor, the Region and/or HYI may
suspend or terminate the Services, or any portion thereof, which suspension or termination will take
effect on the date specified in the notice. The Region and/or HYI shall pay the Contractor for Services
rendered up to the date specified in the notice. The Region/HYI shall not be liable to the Contractor
for any other costs arising from the suspension or termination, including but not limited to, lost
profits, loss of opportunity, or consequential damages.
11.2 The Region and/or HYI shall pay all reasonable costs incurred by the Contractor up to the
date of termination, less any excess costs incurred by the Region and/or HYI in re-procuring and
completing the Work where the termination is for cause. However, in no event shall the Contractor
be paid for any amount that exceeds the Contract Price. The Contractor will not be entitled to, or
reimbursed for any profits which may have been anticipated but which have not been earned up to
the date of termination.
11.3 If the Contractor should become bankrupt or insolvent or makes a general assignment for
the benefit of creditors because of its insolvency, or if a receiver is appointed because of its
insolvency, or if the Contractor transfers, assigns or otherwise disposes of its interest in the Contract
or any part thereof without the prior written authority of the Region and/or HYI, or if the Contractor
is part of an amalgamation so as to result in a change of ownership, or if the Contractor is practising

as an individual and dies before the Work have been completed (collectively, the “Triggering Event”),
the Contract shall terminate as of the date of the Triggering Event and the Region and/or HYI shall
pay for the Work rendered and disbursements incurred by the Contractor to the date of such
termination.
11.4 Upon termination of the Contract, the Contractor shall deliver to the Region and/or HYI
within fifteen (15) days of the date of termination, all documentation, records, and Work product,
whether in paper or electronic form, relating to the Work or Work. The Region and HYI shall have
sole title to such documentation.
11.5 The Contractor shall not be entitled to payment upon termination until it has complied with
the provisions contained in Section 11.4.
11.6 The Contractor’s obligations under the Contract with respect to Work provided up to and
including the date of termination shall survive termination of the Contract.
SECTION 12 - RIGHT OF SET-OFF AND HOLDBACKS
12.1 In the event that any portion of the Work is not performed in accordance with the Contract
or is not satisfactory to the Region and/or HYI, in its sole opinion, the Region and/or HYI may retain,
as a holdback, an amount equal to the Region’s and/or HYI’s estimate of the cost that will be incurred
to perform the Work in a satisfactory manner until the Work have been completed to the satisfaction
of the Region and/or HYI.
SECTION 13 - CONFLICTS OF INTEREST
13.1 During the Term, the Contractor shall not accept any work or assignment, which may create,
either directly or indirectly, a conflict of interest in carrying out its duties and obligations under the
Contract.
SECTION 14 - APPROVAL BY OTHER AUTHORITIES
14.1 Unless otherwise provided in the Contract, where the Work of the Contractor is subject to
the approval or review of an authority, department, government or agency other than the Region,
such applications for approval or review and the obtaining of such approvals shall be the
responsibility of the Contractor, but shall be submitted through the offices of the Region and/or HYI
and, unless authorized by the Region in writing, such applications for approval or review shall not be
obtained through direct contact between the Contractor and any other authority, department,
government or agency.

SECTION 15 - INDEMNIFICATION
15.1 The Contractor shall indemnify and hold harmless and defend the Region, its Chair, Council
members, HYI, its Directors, officers, agents and employees from and against all actions, claims,
demands, expenses, losses, costs, damages, liabilities, judgments, suits or proceedings whatsoever
which may be brought against or made upon the Region and/or HYI which the Region and/or HYI
may sustain, suffer or be put to, all of which resulting from or arising out of the Contractor’s failure
to exercise reasonable care, skill or diligence or from any omission in the performance of the
Contract. This indemnification shall include any legal costs incurred by the Region and/or HYI on a
substantial indemnity basis, including those incurred to defend any criminal prosecutions against the
Region and/or HYI resulting from the actions of the Contractor.
SECTION 16 - INSURANCE
16.1 The Contractor shall obtain, maintain, pay for and provide evidence of the insurance
coverages identified in Schedule C.1 (Insurance).
SECTION 17 - WORKPLACE SAFETY AND INSURANCE BOARD
17.1 The Contractor must be in compliance with the Workplace Safety and Insurance Board
(“WSIB”) throughout the Contract and shall submit to the Region a valid and current WSIB Clearance
Certificate prior to commencement of the Contract and at any other time during the Contract at the
Region’s and/or HYI’s request.
17.2 Where the Contractor is not required to be registered with the WSIB and is not covered by
WSIB Optional Insurance, the Contractor shall maintain Employers Liability Insurance in the amount
of one million dollars ($1,000,000.00) per occurrence. Evidence of this coverage shall be included on
the Region’s standard Certificate of Insurance form.
17.3 If the Contractor is a sole proprietor, partnership or other legal entity with no employees,
the Region, at its sole discretion, may accept a signed Waiver in lieu of the above requirements.
SECTION 18 - TIME OF THE ESSENCE
18.1 Time shall be of the essence in the Contract.
SECTION 19 - PUBLICATION
19.1 The Contractor shall not, without the prior written consent of the Region/HYI, publish, or
issue to any third party, any information or communication regarding the Work.

SECTION 20 - CONFIDENTIAL INFORMATION
20.1 The Contractor shall not, at any time before, during or after completion of the Work divulge,
in whole or in part, any Confidential Information, communicated to or acquired by it, or disclosed by
the Region/HYI in the course of carrying out the Work. The Contractor shall not use the Confidential
Information for a purpose other than the delivery of the Work, without the Region’s and/or HYI’s
prior written approval.
20.2 The Region/HYI retains sole title of all Confidential Information.
20.3 The Contractor shall use all reasonable efforts to protect the Confidential Information.
20.4 The obligations of the Contractor respecting disclosure and use of Confidential Information
shall survive expiration, suspension or termination of the Contract.
SECTION 21 - ASSIGNMENT
21.1 The Contractor shall not assign the Contract, in whole or in part without the Region’s and/or
HYI’s prior written consent, which consent may be withheld, or given subject to such terms and
conditions as the Region and/or HYI may impose.
21.2 Despite the fact that the Region and/or HYI consents to an assignment, the assignment will
not release or relieve the Contractor from its obligations to the Region and/or HYI or from the
performance of the Services in accordance with this Agreement.
21.3 The Contractor shall not subcontract the Contract, in whole or in part.
SECTION 22 - INTELLECTUAL PROPERTY RIGHTS
22.1 Intentionally deleted
SECTION 23 - COMPLETE CONTRACT
23.1 The Contract constitutes the complete and exclusive statement of the agreement between
the parties, which supersedes all proposals, oral or written, and all other communications between
the parties, relating to the subject matter of the Contract, except as referenced in, and made part of,
the Contract, particularly the RFT and the Bid. In the event of a conflict between the Contract and
the RFT and the Bid, the terms of the Contract shall prevail over the RFT and the Bid and the terms
of the RFT shall prevail over the Bid.
23.2 The Contract may be modified only by a written amendment signed and sealed by authorized
representatives of both parties.

SECTION 24 - GOVERNING LAW
24.1 The Contract shall be governed by, and construed in accordance with, the laws of the
Province of Ontario.

SCHEDULE C.1
INSURANCE
Without restricting the generality of the requirement to indemnify the Region and HYI, the Contractor
shall obtain, maintain, pay for and provide evidence of insurance coverage, taken out with insurance
companies licensed to transact business in the Province of Ontario and acceptable to the Region’s
Insurance and Risk Manager. Listed below are the insurance requirements deemed necessary for the
Contract by the Region's Insurance and Risk Manager.
Commercial General Liability Insurance

Commercial General Liability (“CGL”) insurance must include the Region as an Additional Insured, with
limits of not less than five million dollars ($5,000,000.00) inclusive per occurrence for bodily and personal
injury, death and damage to property including loss of use. The CGL insurance will include Cross Liability
and Severability of Interest Clauses, Products and Completed Operations coverage (twelve (12) months)
and Standard Non-Owned Automobile endorsement with a limit of not less than one million dollars
($1,000,000.00) including contractual liability coverage.
Automobile Liability Insurance

Automobile Liability Insurance in respect of licensed vehicles must have limits of not less than two million
dollars ($2,000,000.00) inclusive per occurrence for bodily injury, death and damage to property.
Coverage shall be in the form of a standard owner’s form automobile policy providing third party liability
and accident benefits insurance and covering licensed vehicles owned and/or leased or operated by or
on behalf of the Contractor.
Crime Insurance
Comprehensive Dishonesty, Disappearance and Destruction Insurance in the amount of Fifty Thousand
Dollars ($50,000.00). The Employee Dishonesty coverage shall be “Form A” on a per occurrence basis
with a minimum sub-limit, should one exist, of not less than Fifty Thousand Dollars ($50,000.00).
Crime coverage shall be extended to include Third Party exposures and shall contain a Discovery Period
of not less than one (1) year.
The Region will accept in place of the above-mentioned insurance coverage, a combination of primary
liability limits and umbrella insurance or excess liability limits which meet the CGL and/or Automobile
Liability coverage limits noted above.
Such coverage must in all respects be satisfactory to the Region’s Insurance and Risk Manager and shall
be maintained continuously by the Contractor from either the commencement of the Services or the
signing of the Contract, whichever is earliest. The policies must be endorsed to provide the Region with
not less than thirty (30) days’ written notice in advance of cancellation, or any change or amendment
restricting coverage.

All of the above insurance must be evidenced, by the Contractor only upon Contract award, on the
Region’s standard Certificate of Insurance form (Schedule D).

SCHEDULE D
HYI’S CERTIFICATE OF INSURANCE FORM

SCHEDULE E
EMPLOYMENT STANDARDS ACT, 2000 – CURRENT CONTRACTOR INFORMATION
Location Unit Rate Hours

No. of Date of
Worked
Cleaners ($ per hour) Hire
Per Day
Armitage Gardens, 200 Eagle Street, Newmarket 2 $14.00 3 Nov., 2014
Blue Willow Terrace,133 Fieldstone Drive, Woodbridge 2 $14.00 2 Nov., 2014
Hadley Grange, 16105 Yonge Street, Aurora 2 $14.00 2 Nov., 2014
Kingview Court, 90 Dew Street, King City, 2 $14.00 1.5 Nov., 2014
Mapleglen, 2185 Major Mackenzie Drive, Vaughan 2 $14.00 3 Nov., 2014
Nobleview Pines, 28 Wilsen Road, Nobleton 2 $14.00 1.5 Nov., 2014
Orchard Heights Place-55, 55 Orchard Heights

2 $14.00 2 Nov., 2014
Boulevard, Aurora
Orchard Heights Place-57, 57 Orchard Heights

2 $14.00 1 Nov., 2014
Boulevard, Aurora
Richmond Hill Hub, 10415 Yonge Street, Richmond Hill 2 $14.00 4 Nov., 2014
Tom Taylor Place, 615 Fernbank Road, Newmarket 2 $14.00 2 Nov., 2014

SCHEDULE F
BID DEPOSIT INFORMATION FORM
Name of Bidder:
______________________________________________________________________________
Legal Name of Company sending the Bid Deposit (if different than Bidder):
______________________________________________________________________________
Name of Bank Financial Institution Sending the Bid Deposit:
______________________________________________________________________________
Address Financial Institution Sending the Bid Deposit:
______________________________________________________________________________
Contact at Financial Institution Sending the Bid Deposit (include email and phone number):
_______________________________________________________________________________
Bid Deposit Amount in Canadian dollars: ______________________________________________
Transaction Confirmation Number: __________________________________________________
Time and Date Bid Deposit sent: ____________________________________________________
If the Region for any reason is unable to obtain confirmation that the transfer was made prior to the
Closing Time from the Bidder’s issuing financial institution, or confirmation that the transfer was
received in the Region’s account, and the Bidder fails to submit such proof in a form acceptable to the
Region at its sole discretion with their Bid, the Bid shall be deemed to be non-compliant and rejected.

APPENDIX ‘A’ Location Details
APPENDIX ‘B’ Janitorial Duties
APPENDIX ‘C’ Full Year Calendar Maintenance Schedule for Hard Surfaces
APPENDIX ‘D’ Contractor Sign-off sheet

Appendix A - Location Details *
Orchard Heights - 55 Orchard Heights Blvd., Aurora - Area Schedule

Level Name Area Floor Finish Comments
Floor 1 Bath 58 ft² Commercial Vinyl Fnsh.
Floor 2 Garbage Chute 24 ft² Commercial Vinyl Fnsh.
Floor 1 Garbage Room 420 ft² Concrete Fnsh.
Floor 1 Hall 685 ft² Carpet Fnsh.
Floor 1 Laundry Room 398 ft² Commercial Vinyl Fnsh.
Floor 1 Lobby 640 ft² Tile Fnsh.
Floor 1 Moving Room 88 ft² Concrete Fnsh.
Floor 1 Recreation Room 837 ft² Carpet Fnsh. With Kitchen.
Floor 1 Stairs 89 ft² Concrete Fnsh.
Floor 1 Vest. 120 ft² Tile Fnsh.
* The information provided are estimates only. It is the Contractor's responsibility to verify the accuracy and
should take this into consideration.
Hadley Grange 16105 Yonge Street., Aurora - Area Schedule

Floor 1 Bath 41 ft² Tile Fnsh.
Floor 2 Garbage Chute 20 ft² Concrete Fnsh.
Floor 1 Laundry Room 44 ft² Tile Fnsh.
Floor 1 Recreation Room 660 ft² Hardwood Fnsh. With Kitchen.
Orchard Heights - 57 Orchard Heights Blvd., Aurora - Area Schedule

Floor 1 Garbage Room 41 ft² Commercial Vinyl Fnsh.
Floor 2 Garbage Room 27 ft² Commercial Vinyl Fnsh.
Floor 1 Lobby 103 ft² Commercial Vinyl Fnsh.
Floor 1 Stairs 91 ft² Commercial Vinyl Fnsh.
Floor 1 Vest. 42 ft² Commercial Vinyl Fnsh.
Blue Willow Terrace - 133 Fieldstone Dr., Woodbridge - Area Schedule

Floor 1 Recreation Room 321 ft² Tile Fnsh.
Floor 3 Recreation Room 625 ft² Carpet Fnsh. Kitchen Included
Tom Taylor Place - 615 Fernbank Rd., Newmarket - Area Schedule

Floor 1 Bicycle Storage 207 ft² Concrete Fnsh.
Floor 1 Lobby 521 ft² Carpet Fnsh.
Floor 1 Recreation Room 749 ft² Carpert Fnsh. With Kitchen.
Mapleglen - 2185 Major MacKenzie Dr., Vaughan - Area Schedule

Floor 1 Bicycle Storage 134 ft² Commercial Vinyl Fnsh.
Woodbridge Lane - 275 Woodbridge Ave., Woodbridge - Area Schedule

Parking 1 Bath 54 ft² Tile Fnsh.
Parking 1 Elevator Lobby 210 ft² Tile Fnsh.
Floor 2 Garbage Chute 16 ft² Tile Fnsh.
Parking 1 Lobby 1215 ft² Tile Fnsh.
Floor 1 Playroom 396 ft² Commercial Vinyl Fnsh.
Parking 1 Stairs 27 ft² Concrete Fnsh.
Parking 1 Stairs 38 ft² Concrete Fnsh.
Parking 1 Vest. 50 ft² Tile Fnsh.
Parking 1 Vest. 129 ft² Tile Fnsh.
* The information provided are estimates only. It is the Contractor's responsibility to verify the accuracy and should take this
into consideration.
Kingview Court - 90 Dew St., King City - Area Schedule

Floor 1 Bicycle Storage 271 ft² Concrete Fnsh.
Floor 1 Moving Room 126 ft² Commercial Vinyl Fnsh.
Armitage Gardens - 200 Eagle St., Newmarket - Area Schedule

Floor 2 Bath 108 ft² Commercial Vinyl Fnsh. With Shower
Floor 2 Hobby Room 447 ft² Commercial Vinyl Fnsh.
Floor 3 Multi Purpose 1066 ft² Tile Fnsh.
Floor 3 Recreation Room 1145 ft² Tile/Carpet Fnsh With Kitchen
Floor 3 Recreation Room 1417 ft² Tile/Carpet Fnsh With Kitchen
Nobleview Pines - 48 Wilsen Rd., Nobleton - Area Schedule

Floor 2 Laundry/ Garbage Ch109 ft² Tile Fnsh.
Floor 1 Recreation Room 346 ft² Carpet Fnsh. With Kitchen
Richmond Hill Hub - 10415 Yonge St., Richmond Hill - Area Schedule
Parking 1 Elevator Lobby 334 ft²
Floor 2 Garbage Chute 22 ft²
Floor 1 Garbage Room 587 ft²
Floor 1 Moving Room 142 ft²
Floor 6 Recreation Room 1322 ft² Commercial Vinyl Fnsh. With Kitchen.
Floor 1 Stairs 32 ft²
* The information provided are estimates only. It is the Contractor's responsibility to verify the accuracy and should take this into consideration.
APPENDIX B – JANITORIAL DUTIES
Wednesday
Thursday
Description
Saturday
Monthly
Tuesday
Monday
Sunday
Friday
ALL PUBLIC AREAS M T W T F S S Mt
Garbage and debris inclusive of biological – clean dispose of in garbage X X X X X
Spills/liquids and solids including biological - spot clean with appropriate cleaning
/disinfecting chemical for the surface material and continuously while on site X X X X X
Baseboard cleaning in all public areas X X X X X

EXTERIOR ENTRANCE AND EXITS
Including basement, stairs and garage/parking level areas M T W T F S S Mt
Garbage waste/ pet waste cans – dump and change garbage bags X
Ashtrays/butt stops – dump safely in fire proof container and or smother before disposal X
Monumental Entrance and exit ways of the building (sidewalks/stair/paths/ramps) -
X X X X X
Sweep and remove debris - excluding ice melt products
Monumental Entrance and exit ways of the building – Wash , windows, mirrors/glass,
X
all doors, all door frames, all metal work, frames, sills, ledges,
Monumental Entrance and exit ways of the building – windows, mirrors/glass, all doors,
all door frames, all metal work, frames, sills, ledges, all touch points - Spot clean, all
X X X X X
marks, stains, dust, fingerprints
All LOBBIES, ENTRANCES, EXITS, VESTIBULES

Including basement, stairs and garage/parking level areas M T W T F S S Mt
Trapper/runners/mats- remove gum and debris, spot clean spills/stains, Vacuum edge to
X X X X X
edge, entire surface area – winter damp mop off salt residue (do not drench)
Carpeted - areas remove gum and debris, spot clean spills/stains Vacuum corner to corner
X X X X X
(edge to edge) entire surface area
Hard Flooring – sweep, remove gum, stains and wet mop wash with appropriate cleaning
X X X X X
/disinfecting chemical for the flooring material
Walls, windows, mirrors/glass, all doors, all door frames, all metal work, frames, sills,
ledges, mailboxes, pictures, architectural features & all touch points - Spot
X X X X X
clean/Dust/wipe, all marks, stains, dust, fingerprints using appropriate cleaning chemicals
for finished surfaces
Furniture – hard surfaces, soft surfaces, fixed benches, islands, including legs and vertical
surfaces - Spot clean/Dust/wipe - stains cleaned using appropriate cleaning chemicals for X X X X X
fabric and finished surfaces.
Garbage containers - Empty and wash off any marks X X X X X
Trapper/runners/mats – Remove/roll-up, sweep and wash floor underneath and
X
disinfectant, replace.
Recessed trapper mats - Remove from all floor wells, sweep and wash, edge to edge,
X
disinfect and re-install mat
Garbage containers - Wash completely, inside and outside, disinfect X
Furniture-Hard surface, soft surface, benches, islands, including legs horizontal and
vertical surfaces – Wash & Wipe (Vacuum soft surfaces) –-using appropriate cleaning X
chemicals
Windows/frames/sills/mirrors/glass/doors/all touch points -Wash/disinfectant with
X
appropriate cleaning chemical to clean the entire surface area edge to edge.
Metal work, sills, ledges, all frames, all doors, all door frames door hardware, touch
points- Wash/rinse/disinfectant with appropriate cleaning chemical X
Appendix B- Janitorial Duties 1|Page

Wednesday
Thursday
Saturday
Description
Monthly
Tuesday
Monday
Sunday
Friday
ELEVATORS M T W T F S S Mt
Wall surfaces (all) inclusive of stainless steel, all buttons and signs and mirrors -- Spot
X X X X X
Clean to remove marks, dirt, dust, tape and finger marks
Carpet/Trapper/runners/mats-Vacuum and spot cleaned in cab X X X X X
Hard Flooring exposed – sweep, remove gum, stains and wet mop wash with appropriate
X X X X X
cleaning /disinfecting chemical for the flooring material
Door track floor grooves in cab and on each floor - Spot clean to clear debris such as winter
X X X X X
salt (several times a day), sand ,gravel, dirt and remove marks
Door track floor grooves inside cab and all landing where there is an entrance from outside
X X X X X
or parking areas- cleaned of debris such as winter salt, sand ,gravel, dirt and Washed.
Hard Flooring – remove mats/runners - sweep, remove gum, stains and wet mop wash with
X
appropriate cleaning /disinfecting chemical for the flooring material
Door track floor grooves at each floor - Ensure track grooves are clear of debris such as
X X X X X
winter salt, Wash inside and outside of Elevator door track grooves.
Wall surfaces inclusive of all stainless and glass, all buttons and signs - Wash and Clean,
dry buff, entire surface edge to edge, to remove marks, dirt, dust, tape, disinfect, remove X
buildup of cleaning / polishing products, dry buff and polish
Floor Landing lobby area door frames and doors - washed and wiped clean and disinfected
X
WASHROOMS M T W T F S S
Sink/ toilet/ mirror – Wash and disinfect X X X X X
Garbage container/sanitary napkin containers -empty and clean, disinfect, replace liner if
X X X X X
needed
Floor, Sweep remove stains and wash – disinfect X X X X X
Door frames and doors - Spot clean walls, disinfect X X X X X
Replenish – consumables, Paper towel toilet Paper soaps, deodorizers and disinfectants. X X X X X
Walls, windows, mirrors/glass, doors, door frames, metal work, frames, sills, ledges,
garbage containers, all touch points- inclusive of stainless steel and chrome plumbing
X
fixtures - Wash and disinfect entire surfaces
LAUNDRY ROOM(S) M T W T F S S
Washer and dryer - Wipe, lids, inside and exterior of machines X X X X X
Lint traps on machine- Clean X X X X X
Lint traps wall mounted with dryer exhaust- Clean X X X X X
Floors - Sweep and wash X X X X X
Laundry tub including taps – Wash X X X X X
Garbage container - Empty and spot clean marks X X X X X
Garbage container Wash completely, inside and outside X
Furniture-hard surface, soft surface, benches, islands, pictures, architectural features
,including legs horizontal and vertical surfaces – Wash & Wipe (Vacuum soft surfaces) – X
using appropriate cleaning chemicals
Horizontal and vertical wall surfaces, grilles,- Dust and wipe X
Windows, mirrors/glass, doors, door frames, metal work, frames, sills, ledges, garbage
containers, pictures, architectural features & all touch points- inclusive of stainless steel
X
and chrome plumbing fixtures - Wash and disinfect entire surfaces
Dyers and washer - Vacuum behind machines to remove lint, wash floor and wall
X
RECREATION ROOM(S) / LOUNGE(S) /ACTIVITY RMS/COMMUNITY RMS/
M T W T F S S
HALLWAYS SITTING AREAS/LANDINGS
Kitchen sink /counter top/ Appliances - wipe/disinfect X X X X X
Kitchen floor - Sweep and wash X X X X X
Garbage container - Empty and wipe any marks X X X X X
Hard Floors - Sweep and wash X X X X X

Wednesday
Thursday
Saturday
Description
Monthly
Tuesday
Monday
Sunday
Friday
RECREATION ROOM(S) / LOUNGE(S) /ACTIVITY RMS/COMMUNITY RMS/
HALLWAYS SITTING AREAS/LANDINGS - continued M T W T F S S Mt
Carpet -Vacuum X
Garbage container - Wash entire inside and outside, disinfect X
Walls, windows, all metal work, frames, sills, ledges, door hardware, touch points, mirrors
X
and glass - Spot clean, to remove and clean, all marks, dust, fingerprints
Furniture - Hard surfaces, soft surfaces, benches, island, pictures, architectural features ,
including legs and vertical surfaces - Spot clean/Dust/wipe, stains cleaned using X
appropriate cleaning chemicals for fabric and finished surfaces.
Cupboards and cabinets - Spot clean/wipe, clean using appropriate cleaning chemicals for
X
finished surfaces.
Windows/frames/sills/mirrors/glass/doors/all touch points Wash/disinfectant with
X
appropriate cleaning chemical to clean the entire surface area edge to edge.
Metal work, sills, ledges, all frames, all doors, all door frames door hardware, touch points-
X
Wash/rinse/disinfectant with appropriate cleaning chemical
Wall surfaces – Dust all horizontal and vertical surfaces floor to ceiling X
Appliances - Wash/disinfectant with appropriate cleaning chemical to clean the entire
X
exposed surface area edge to edge, dry buff
Furniture –Hard Surfaces, soft surfaces, benches, islands, pictures, architectural features ,
including legs horizontal and vertical surfaces Wash & Wipe (Vacuum fabric soft surfaces) X
–-using appropriate cleaning chemicals
Cupboard and cabinets faces and handles- Wash/disinfectant with appropriate cleaning
X
chemical to clean the entire surface area edge to edge, dry buff
CORRIDORS / HALLWAYS M T W T F S S Mt
Trapper/runner/mats - remove gum and debris, spot clean spills/stains Vacuum edge to
X X X X X
edge, entire surface area – winter damp mop off salt residue (do not drench)
Hard Flooring – sweep, remove gum, stains and wet mop wash, with appropriate cleaning
X X X X X
/disinfecting chemical for the flooring material
Carpeted areas - remove gum and debris, spot clean spills/stains Vacuum corner to corner
X
(edge to edge) entire surface area
Walls, windows, mirrors/glass, doors, door frames, all metal work, frames, sills, ledges,
X
all touch points - Spot clean, all marks, stains, dust, fingerprints
Handrails / wall bumper rails - washed , wiped, cleaned and disinfected X
Apartment unit doors and frames - Wipe/disinfectant/dry duff - with appropriate cleaning
X
chemical to clean the entire surface areas edge to edge
Baseboards hard/rubber/carpet –washed/wiped vacuumed X
Fire hose cabinets, Dust, wipe clean all surfaces and all hard surface equipment, clean glass
X
and frames of on the inside and the outside
Service doors/frames, all touch points - Wipe/disinfectant/dry duff - with appropriate
X
cleaning chemical to clean the entire surface areas edge to edge
Windows/frames/sills/mirrors/glass/doors/door frames all touch points-Wash/disinfectant
with appropriate cleaning chemical to clean the entire surface area edge to edge. X
GARBAGE/RECYCLING/ORGANIC WASTE- CHUTE ROOMS OR ROOMS

M T W T F S S Mt
USED FOR GARBAGE/RECYCLING/ORGANIC WASTE COLLECTION
Dispose of any garbage found on the floor down the chute if appropriately sized or dispose
X X X X X
of directly into the garbage bins
Recycling collection containers- Empty, bringing recycling down to the correct location X X X X X
Organic waste containers- Empty, bringing recycling down to the correct location X X X X X
Floor - Sweep / wash with disinfectant X X X X X
Walls, chute hatch, door and frames, touch points –spot clean
X X X X X
lls, chute hatch inside & out, doors and frames- Wash and Sanitize
X

Description
Wednesday
Thursday
Saturday
Monthly
Tuesday
Monday
Sunday
Friday
STAIRWELLS M T W T F S S Mt
Stairs, steps, treads, risers, landings, 4th floor down to 1st floor including parking levels -
X X X X X
sweep and wash stairs and floor landings
Walls, doors and frames, railings, handles, balusters and newel posts, 4th floor down to 1st
X X X X X
floor including parking levels -spot clean all surfaces
Stairs, steps, treads, risers, landings at all levels -sweep and wash stairs and floor landings X
Walls, doors and frames, railings, handles, balusters and newel posts, all levels including
X
parking levels -spot clean all surfaces
Doors, windows and frames, railings, handles, balusters and newel posts, all levels
including parking levels –Wash entire surfaces X
GARBAGE DISPOSAL AND RECYCLING M T W T F S S Mt

T-20-176- Section 3.6 a
X X X X X
All work is to be completed between the hours of 6:00 a.m. and 6:00 p.m. on the days as
specified in T-20-176

APPENDIX C – FULL YEAR CALENDAR MAINTENANCE SCHEDULE FOR HARD SURFACES
Full Year Calendar Maintenance Schedule For Hard Surfaces: Terrazzo, Vinyl Composite Tiles,
Ceramic & Porcelain Tiles
ALL WORK IN THE SCHEDULE BELOW MUST BE SCHEDULED TO SPECIFIC DATES

BY THE CONTRACTOR AND FOLLOW AS OUTLINE IN THE “Frequency Definitions”.
THE DATES MUST BE PROVIDED TO THE MAINTENANCE COORDINATOR A
MINUMUM OF TWO WEEKS PRIOR TO THE WORK COMMENCING
Year Calendar Maintenance Schedule
Annually
For
Monthly
Semi Annually
Hard Surfaces: Terrazzo, VCT tiles, Ceramic
& Porcelain tiles -
All LOBBIES, ENTRANCES, EXITS, 1st week of March, and

November
VESTIBULES the month September
Stripped and Waxed-To be chemically stripped

of finish and scrubbed with swing machine Then
resealed and waxed - the standard application to X
be two coats sealer and two wax. All trappers
mats, runners, area rugs removed for work.
Spray Buffed/Burnished- surfaces with applied

finishes “waxed” - To be mechanically scrubbed
X
washed and have the wax supplemented and
buffed/burnished with swing machine.
Scrubbed - Hard surfaces with no applied

finishes (un-waxed) – To be scrubbed with
swing machine, washed and rinsed
Appendix C – Full Year Calendar Maintenance Schedule for Hard Surfaces 1|Page
CORRIDORS/HALLWAYS 1st week of March, and
November
the month September


X

finishes (un-waxed) – To be scrubbed with X
1st week of March, and

November
ELEVATORS the month September


X

RECREATION
ROOM(S)/LOUNGE(S)/HALL SITTING November
the month September
AREAS


X


GARBAGE CHUTE ROOMS November
the month September


X

Specific Work Requirements 1st week of March, and
November
LAUNDRY ROOM(S) the month September


X


WASHROOMS(S) November
the month September


X

SITE AND HYI OFFICES/SUPPORT
SERVICE AREAS OPERATED November
the month September
COMMNITY AND HEALTH SERVICES


X

swing machine, washed and rinsed X
APPENDIX D
CONTRACTOR SIGN-OFF SHEET SAMPLE
Specific Work Requirements Name of Signature of Name of Signature of SDS

in T-20-176 and Appendix B, Employee Employee Supervisor Supervisor binder
Date Arrival Departure C, D check
Time Time
Monthly
Weekly
Weekly
Twice
Daily

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THE REGIONAL MUNICIPALITY OF YORK

REQUEST FOR TENDER

JANITORIAL SERVICES FOR HOUSING YORK INC. AT VARIOUS

Date of Release of RFT: April 21, 2021

ELECTRONIC BID SUBMISSIONS ONLY

Section 1 - RFT Procurement Process _________________________________________________ 5

RFT Number: T-20-176 Page 2 of 46

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1.2 Electronic Bid Submission

1.3 Contact for Technical Issues

1.4 Region’s Purchasing Analyst

1.5 Bidders’ Information Meeting

1.6 Scope of Work

i. All public areas;

RFT Number: T-20-176 Page 5 of 46

1.7 Contract Term/Delivery Date

1.8 Costs Incurred by Bidders

1.9 Communications with the Region

1.10 Questions and Clarifications

RFT Number: T-20-176 Page 6 of 46

1.12 Ability and Experience

1.13 Irrevocability Period

1.14 Bid Deposit

RFT Number: T-20-176 Page 7 of 46

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1.15 Performance Security

1.16 Errors and Omissions

1.17 Bid Submission Process

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1.18 Closing Time

1.19 Purchasing Bylaw

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1.21 Acceptance and Rejection of Bids

1.22 Award of Contract

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1.25 Conflicts of Interest

1.26 Unofficial Tender Results

1.27 Blackout Period

RFT Number: T-20-176 Page 12 of 46

1.28 Lobbying Prohibited

RFT Number: T-20-176 Page 13 of 46

1.33 Contract Terms and Conditions

1.34 Insurance Requirements

SECTION 2 - LEGAL MATTERS AND DISCLAIMERS

2.1 Amendment or Cancellation of Process

2.2 Governing Law

RFT Number: T-20-176 Page 14 of 46

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3.2 Scope of Work

3.3 Location Information

RFT Number: T-20-176 Page 17 of 46

3.5 Hours of Work

3.6 Work Requirements

a) Garbage and Recycling Duties

RFT Number: T-20-176 Page 18 of 46

Location Sunday Monday Tuesday Wednesday Thursday Friday Saturday

Tom Taylor Place Recycling Garbage Garbage

Hadley Grange Recycling/G Garbage

Kingview Court Organic/ Garbage

c) Full year Calendar Maintenance Schedule for Hard Surfaces

RFT Number: T-20-176 Page 19 of 46