RETURN BIDS TO : RETOURNER LES SOUMISSIONS À :

Bid Receiving/Réception des sousmissions 80 Garland Avenue, 80 rue garland Mailstop H-066, CP H-066 Dartmouth, Nova Scotia (Nouvelle-Écosse) B3B 0J8 Facsimile: 902-426-7136

REQUEST FOR PROPOSAL

DEMANDE DE PROPOSITION

Proposal to: Royal Canadian Mounted Police

We hereby offer to sell to Her Majesty the Queen in right of Canada, in accordance with the terms and conditions set out herein, referred to herein or attached hereto, the goods, services, and construction listed herein and on any attached sheets at the price(s) set out therefor.

Proposition aux : Gendarmerie royale du Canada

Nous offrons par la présente de vendre à Sa Majesté la Reine du chef du Canada, aux conditions énoncées ou incluses par référence dans la présente et aux appendices ci-jointes, les biens, services et construction énumérés ici sur toute feuille ci-annexée, au(x) prix indiqué(s).

Comments : - Commentaires :

THIS DOCUMENT CONTAINS A SECURITY REQUIREMENT

LE PRÉSENT DOCUMENT COMPORTE UNE EXIGENCE EN MATIÈRE DE SÉCURITÉ

Title – Sujet Sanitary Surveys and Legionella Risk Assessments – Nova Scotia

Date July 21, 2020

Solicitation No. – Nº de l’invitation M4000-1-1036

Client Reference No. - No. De Référence du Client Not applicable

Solicitation Closes – L’invitation prend fin

At /à : 2:00 p.m. ADT (Atlantic Daylight Time) HAE (heure avancée de l’Atlantique)

On / le : August 6, 2020

Delivery - Livraison See herein — Voir aux présentes

Taxes - Taxes See herein — Voir aux présentes

Duty – Droits See herein — Voir aux présentes

Destination of Goods and Services – Destinations des biens et services See herein — Voir aux présentes

Instructions See herein — Voir aux présentes

Address Inquiries to – Adresser toute demande de renseignements à Sandra Bremner Sandra.Bremner@rcmp-grc.gc.ca

Telephone No. – No. de téléphone 902-720-5355

Facsimile No. – No. de télécopieur 902-426-7136

Delivery Required – Livraison exigée See herein — Voir aux présentes

Delivery Offered – Livraison proposée

Vendor/Firm Name, Address and Representative – Raison sociale, adresse et représentant du fournisseur/de l’entrepreneur :

Telephone No. – No. de téléphone Facsimile No. – No. de télécopieur

Name and title of person authorized to sign on behalf of Vendor/Firm (type or print) – Nom et titre de la personne autorisée à signer au nom du fournisseur/de l’entrepreneur (taper ou écrire en caractères d’imprimerie)

Signature Date

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TABLE OF CONTENTS PART 1 - GENERAL INFORMATION

1.1 Security Requirement 1.2 Statement of Work 1.3 Debriefings 1.4 Recourse Mechanisms

PART 2 - BIDDER INSTRUCTIONS

2.1 Standard Instructions, Clauses and Conditions 2.2 Submission of Bids 2.3 Enquiries - Bid Solicitation 2.4 Applicable Laws 2.5 Promotion of Direct Deposit Initiative

PART 3 - BID PREPARATION INSTRUCTIONS

3.1 Bid Preparation Instructions PART 4 - EVALUATION PROCEDURES AND BASIS OF SELECTION

4.1 Evaluation Procedures 4.2 Basis of Selection

PART 5 – CERTIFICATIONS AND ADDITONAL INFORMATION

5.1 Certifications Precedent to Contract Award and Additional Information PART 6 - RESULTING CONTRACT CLAUSES

6.1 Security Requirement 6.2 Statement of Work 6.3 Standard Clauses and Conditions 6.4 Term of Contract 6.5 Authorities 6.6 Proactive Disclosure of Contracts with Former Public Servants 6.7 Payment 6.8 Invoicing Instructions 6.9 Certifications and Additional Information 6.10 Applicable Laws 6.11 Priority of Documents 6.12 Procurement Ombudsman 6.13 Insurance

List of Annexes:

Annex A Statement of Work Annex B Financial Proposal Annex C Security Requirements Check List Annex D Agreement of Non-Disclosure and Confidentiality

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PART 1 - GENERAL INFORMATION 1.1 Security Requirements 1. Before award of a contract, the following conditions must be met:

(a) the Bidder's proposed individuals requiring access to classified or protected information, assets or sensitive work site(s) must meet the security requirements as indicated in Part 6 - Resulting Contract Clauses;

(b) the Bidder must provide the name of all individuals who will require access to classified or

protected information, assets or sensitive work sites;

2. Bidders are reminded to obtain the required security clearance promptly. Any delay in the award of a contract to allow the successful Bidder to obtain the required clearance will be at the entire discretion of the Contracting Authority.

3. For additional information on security requirements, Bidders should refer to the Contract Security

Program of Public Works and Government Services Canada (http://www.tpsgc-pwgsc.gc.ca/esc-src/introduction-eng.html) website. Please note, the above website is specific to PWGSC requirements and processes may differ from RCMP requirements.

1.2 Statement of Work The Royal Canadian Mounted Police (RCMP) has a requirement for services to complete sanitary surveys and Legionella risk assessments for specified RCMP locations throughout Nova Scotia. The Work to be performed is detailed in ANNEX A – STATEMENT OF WORK. 1.3 Debriefings Bidders may request a debriefing on the results of the bid solicitation process. Bidders should make the request to the Contracting Authority within fifteen (15) working days from receipt of the results of the bid solicitation process. The debriefing may be in writing, by telephone or in person. 1.4 Recourse Mechanisms If you have any concerns relating to the procurement process, please refer to the Recourse Mechanisms page on the Buyandsell.gc.ca website. Please note that there are strict deadlines for filing complaints with the Canadian International Trade Tribunal (CITT) or the Office of the Procurement Ombudsman (OPO). https://buyandsell.gc.ca/for-businesses/selling-to-the-government-of-canada/recourse-mechanisms http://opo-boa.gc.ca/plaintesurvol-complaintoverview-eng.html

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PART 2 - BIDDER INSTRUCTIONS 2.1 Standard Instructions, Clauses and Conditions All instructions, clauses and conditions identified in the bid solicitation by number, date and title are set out in the Standard Acquisition Clauses and Conditions Manual (https://buyandsell.gc.ca/policy-and-guidelines/standard-acquisition-clauses-and-conditions-manual) issued by Public Works and Government Services Canada. Revision to Departmental Name: As this solicitation is issued by Royal Canadian Mounted Police (RCMP), any reference to Public Works and Government Services Canada or PWGSC or its Minister contained in any term, condition or clause of this solicitation, including any individual SACC clauses incorporated by reference, will be interpreted as reference to RCMP or its Minister. Bidders who submit a bid agree to be bound by the instructions, clauses and conditions of the bid solicitation and accept the clauses and conditions of the resulting contract. The 2003 (2020-05-28) Standard Instructions - Goods or Services - Competitive Requirements, are incorporated by reference into and form part of the bid solicitation. 2.2 Submission of Bids Bids must be submitted only to RCMP Bid Receiving Unit by the date, time and place indicated on page 1 of the bid solicitation.

NOTE: The RCMP has not been approved for bid submission by epost Connect service. Due to the nature of the bid solicitation, bids transmitted by email to the RCMP will not be accepted. 2.3 Enquiries - Bid Solicitation All enquiries must be submitted in writing to the Contracting Authority no later than five (5) calendar days before the bid closing date. Enquiries received after that time may not be answered. Bidders should reference as accurately as possible the numbered item of the bid solicitation to which the enquiry relates. Care should be taken by Bidders to explain each question in sufficient detail in order to enable Canada to provide an accurate answer. Technical enquiries that are of a proprietary nature must be clearly marked "proprietary" at each relevant item. Items identified as "proprietary" will be treated as such except where Canada determines that the enquiry is not of a proprietary nature. Canada may edit the question(s) or may request that the Bidder do so, so that the proprietary nature of the question(s) is eliminated, and the enquiry can be answered to all Bidders. Enquiries not submitted in a form that can be distributed to all Bidders may not be answered by Canada.

2.4 Applicable Laws Any resulting contract must be interpreted and governed, and the relations between the parties determined, by the laws in force in the province of Nova Scotia. Bidders may, at their discretion, substitute the applicable laws of a Canadian province or territory of their choice without affecting the validity of their bid, by deleting the name of the Canadian province or territory

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specified and inserting the name of the Canadian province or territory of their choice. If no change is made, it acknowledges that the applicable laws specified are acceptable to the Bidders. 2.5 Promotion of Direct Deposit Initiative The following information is not related to the solicitation process:

An initiative within the Government of Canada called the Cheque Standardization Project has been established whereby eventually for all payments, cheque stubs will no longer be printed and, with few exceptions, will be processed via direct deposit. This option is only available when payment is made in Canadian dollars for deposit into a Canadian bank account. In an attempt to be proactive, RCMP Corporate Accounting is promoting the registration of RCMP suppliers for the upcoming change in the payment process.

If you are the successful bidder on this or any other RCMP requirement, you are encouraged to register with the RCMP for direct deposit. Please contact RCMP Corporate Accounting by email to receive a form entitled Recipient Electronic Payment Registration Request along with instructions for completion of the form. Should you have any questions regarding the Cheque Standardization Project or if you want to register, please contact the following email: corporate_accounting@rcmp-grc.gc.ca PART 3 - BID PREPARATION INSTRUCTIONS

3.1 Bid Preparation Instructions Canada requests that Bidders submit their bids in separately bound sections as follows: Section I: Technical Bid (one hard copy)

Section II: Financial Bid (one hard copy)

Section III: Certifications (one hard copy)

Prices must appear in the financial bid only. No prices must be indicated in any other section of the bid. Canada requests that bidders follow the format instructions described below in the preparation of their hard copy bid:

a) use 8.5 x 11 inch (216 mm x 279 mm) paper; b) use a numbering system that corresponds to the bid solicitation.

In April 2006, Canada issued a policy directing federal departments and agencies to take the necessary steps to incorporate environmental considerations into the procurement process Policy on Green Procurement (https://www.tbs-sct.gc.ca/pol/doc-eng.aspx?id=32573). To assist Canada in reaching its objectives, bidders should:

1) use 8.5 x 11 inch (216 mm x 279 mm) paper containing fibre certified as originating from a sustainably-managed forest and containing minimum 30% recycled content; and

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2) use an environmentally-preferable format including black and white printing instead of colour printing, printing double sided/duplex, using staples or clips instead of cerlox, duotangs or binders.

Section I: Technical Bid In their technical bid, Bidders should explain and demonstrate how they propose to meet the requirements and how they will carry out the Work. Section II: Financial Bid Bidders must submit their financial bid in accordance with the Basis of Payment. Section III: Certifications Bidders must submit the certifications and additional information required under Part 5.

PART 4 - EVALUATION PROCEDURES AND BASIS OF SELECTION

4.1 Evaluation Procedures (a) Bids will be assessed in accordance with the entire requirement of the bid solicitation including

the technical and financial evaluation criteria. (b) An evaluation team composed of representatives of Canada will evaluate the bids. 4.1.2 Financial Evaluation

SACC Manual Clause A0220T (2014-06-26), Evaluation of Price-Bid

4.2 Basis of Selection A bid must comply with all requirements of the bid solicitation to be declared responsive. The responsive bid with the lowest evaluated price will be recommended for award of a contract. PART 5 – CERTIFICATIONS AND ADDITIONAL INFORMATION Bidders must provide the required certifications and additional information to be awarded a contract. The certifications provided by Bidders to Canada are subject to verification by Canada at all times. Unless specified otherwise, Canada will declare a bid non-responsive, or will declare a contractor in default if any certification made by the Bidder is found to be untrue whether made knowingly or unknowingly, during the bid evaluation period or during the contract period. The Contracting Authority will have the right to ask for additional information to verify the Bidder’s certifications. Failure to comply and to cooperate with any request or requirement imposed by the Contracting Authority will render the bid non-responsive or constitute a default under the Contract. 5.1 Certifications Precedent to Contract Award and Additional Information The certifications and additional information listed below should be submitted with the bid but may be submitted afterwards. If any of these required certifications or additional information is not completed and submitted as requested, the Contracting Authority will inform the Bidder of a time frame within which to

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provide the information. Failure to provide the certifications or the additional information listed below within the time frame specified will render the bid non-responsive. 5.1.1 Integrity Provisions In accordance with the section titled Information to be provided when bidding, contracting, or entering into a real property agreement subject to the Ineligibility and Suspension Policy (http://www.tpsgc-pwgsc.gc.ca/ci-if/politique-policy-eng.html), the Bidder must provide the required documentation, as applicable, to be given further consideration in the procurement process:

• Declaration of Convicted Offences - Integrity Declaration Form (as applicable) • Required Documentation (List of names for integrity verification form)

Please see the Forms for the Integrity Regime website for further details (http://www.tpsgc-pwgsc.gc.ca/ci-if/formulaires-forms-eng.html). 5.1.2 Additional Certifications Precedent to Contract Award 5.1.2.1 Former Public Servant

Contracts awarded to former public servants (FPS) in receipt of a pension or of a lump sum payment must bear the closest public scrutiny, and reflect fairness in the spending of public funds. In order to comply with Treasury Board policies and directives on contracts awarded to FPSs, bidders must provide the information required below before contract award. If the answer to the questions and, as applicable the information required have not been received by the time the evaluation of bids is completed, Canada will inform the Bidder of a time frame within which to provide the information. Failure to comply with Canada’s request and meet the requirement within the prescribed time frame will render the bid non-responsive.

Definitions

For the purposes of this clause, "former public servant" is any former member of a department as defined in the Financial Administration Act, R.S., 1985, c. F-11, a former member of the Canadian Armed Forces or a former member of the Royal Canadian Mounted Police. A former public servant may be:

a. an individual; b. an individual who has incorporated; c. a partnership made of former public servants; or

d. a sole proprietorship or entity where the affected individual has a controlling or major interest in the entity.

"lump sum payment period" means the period measured in weeks of salary, for which payment has been made to facilitate the transition to retirement or to other employment as a result of the implementation of various programs to reduce the size of the Public Service. The lump sum payment period does not include the period of severance pay, which is measured in a like manner.

"pension" means a pension or annual allowance paid under the Public Service Superannuation Act (PSSA), R.S., 1985, c. P-36, and any increases paid pursuant to the Supplementary Retirement Benefits Act, R.S., 1985, c. S-24 as it affects the PSSA. It does not include pensions payable pursuant to the Canadian Forces Superannuation Act, R.S., 1985, c. C-17, the Defence Services Pension Continuation Act, 1970, c. D-3, the Royal Canadian Mounted Police Pension Continuation Act , 1970, c. R-10, and the Royal Canadian Mounted Police Superannuation Act, R.S., 1985, c. R-11, the Members

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of Parliament Retiring Allowances Act, R.S. 1985, c. M-5, and that portion of pension payable to the Canada Pension Plan Act, R.S., 1985, c. C-8.

Former Public Servant in Receipt of a Pension

As per the above definitions, is the Bidder a FPS in receipt of a pension? Yes ( ) No ( )

If so, the Bidder must provide the following information, for all FPSs in receipt of a pension, as applicable:

a. name of former public servant; b. date of termination of employment or retirement from the Public Service.

By providing this information, Bidders agree that the successful Bidder’s status, with respect to being a former public servant in receipt of a pension, will be reported on departmental websites as part of the published proactive disclosure reports in accordance with Contracting Policy Notice: 2019-01 and the Guidelines on the Proactive Disclosure of Contracts.

Work Force Adjustment Directive

Is the Bidder a FPS who received a lump sum payment pursuant to the terms of the Work Force Adjustment Directive? Yes ( ) No ( )

If so, the Bidder must provide the following information:

a. name of former public servant; b. conditions of the lump sum payment incentive; c. date of termination of employment; d. amount of lump sum payment; e. rate of pay on which lump sum payment is based; f. period of lump sum payment including start date, end date and number of weeks; g. number and amount (professional fees) of other contracts subject to the restrictions of a work

force adjustment program.

PART 6 - RESULTING CONTRACT CLAUSES The following clauses and conditions apply to and form part of any contract resulting from the bid solicitation. 6.1 Security Requirements 6.1.1 The following security requirements (SRCL and related clauses) apply and form part of the

Contract. 6.2 Statement of Work The Contractor must perform the Work in accordance with the Statement of Work at Annex A.

6.3 Standard Clauses and Conditions

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All clauses and conditions identified in the Contract by number, date and title are set out in the Standard Acquisition Clauses and Conditions Manual (https://buyandsell.gc.ca/policy-and-guidelines/standard-acquisition-clauses-and-conditions-manual) issued by Public Works and Government Services Canada. Revision to Departmental Name: As this contract is issued by Royal Canadian Mounted Police (RCMP), any reference to Public Works and Government Services Canada or PWGSC or its Minister contained in any term, condition or clause of this contract, including any individual SACC clauses incorporated by reference, will be interpreted as reference to RCMP or its Minister. 6.3.1 General Conditions 2010C (2020-05-28), General Conditions - Services (Medium Complexity) apply to and form part of the Contract. 6.4 Term of Contract 6.4.1 Period of the Contract The period of the Contract is from the date of the Contract to March 25, 2021 inclusive. 6.5 Authorities 6.5.1 Contracting Authority The Contracting Authority for the Contract is:

Name: Sandra Bremner Title: Procurement Officer

Royal Canadian Mounted Police Procurement and Material Management

Address: 80 Garland Ave, Mailstop H-066 Dartmouth, NS B3B 0J8

Telephone: 902-720-5355 Facsimile: 902-426-7136 E-mail address: Sandra.Bremner@rcmp-grc.gc.ca

The Contracting Authority is responsible for the management of the Contract and any changes to the Contract must be authorized in writing by the Contracting Authority. The Contractor must not perform work in excess of or outside the scope of the Contract based on verbal or written requests or instructions from anybody other than the Contracting Authority. 6.5.2 Project Authority The Project Authority for the Contract is [to be completed at contract award]:

Name: _________ Title: _________ Organization: __________ Address: __________ Telephone: ___ ___ _______ Facsimile: ___ ___ _______ E-mail address: ___________

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The Project Authority is the representative of the department or agency for whom the Work is being carried out under the Contract and is responsible for all matters concerning the technical content of the Work under the Contract. Technical matters may be discussed with the Project Authority, however the Project Authority has no authority to authorize changes to the scope of the Work. Changes to the scope of the Work can only be made through a contract amendment issued by the Contracting Authority. 6.6 Proactive Disclosure of Contracts with Former Public Servants

By providing information on its status, with respect to being a former public servant in receipt of a Public Service Superannuation Act (PSSA) pension, the Contractor has agreed that this information will be reported on departmental websites as part of the published proactive disclosure reports, in accordance with Contracting Policy Notice: 2019-01 of the Treasury Board Secretariat of Canada.

Contracts awarded to former public servants (FPS) in receipt of a pension or of a lump sum payment must bear the closest public scrutiny, and reflect fairness in the spending of public funds. In order to comply with Treasury Board policies and directives on contracts awarded to FPSs, bidders must provide the information required below before contract award. If the answer to the questions and, as applicable the information required have not been received by the time the evaluation of bids is completed, Canada will inform the Bidder of a time frame within which to provide the information. Failure to comply with Canada’s request and meet the requirement within the prescribed time frame will render the bid non-responsive.

Definitions

For the purposes of this clause, "former public servant" is any former member of a department as defined in the Financial Administration Act, R.S., 1985, c. F-11, a former member of the Canadian Armed Forces or a former member of the Royal Canadian Mounted Police. A former public servant may be:

a. an individual; b. an individual who has incorporated; c. a partnership made of former public servants; or d. a sole proprietorship or entity where the affected individual has a controlling or major interest in

the entity.

"lump sum payment period" means the period measured in weeks of salary, for which payment has been made to facilitate the transition to retirement or to other employment as a result of the implementation of various programs to reduce the size of the Public Service. The lump sum payment period does not include the period of severance pay, which is measured in a like manner.

"pension" means a pension or annual allowance paid under the Public Service Superannuation Act (PSSA), R.S., 1985, c. P-36, and any increases paid pursuant to the Supplementary Retirement Benefits Act, R.S., 1985, c. S-24 as it affects the PSSA. It does not include pensions payable pursuant to the Canadian Forces Superannuation Act, R.S., 1985, c. C-17, the Defence Services Pension Continuation Act, 1970, c. D-3, the Royal Canadian Mounted Police Pension Continuation Act , 1970, c. R-10, and the Royal Canadian Mounted Police Superannuation Act, R.S., 1985, c. R-11, the Members of Parliament Retiring Allowances Act, R.S. 1985, c. M-5, and that portion of pension payable to the Canada Pension Plan Act, R.S., 1985, c. C-8.

Former Public Servant in Receipt of a Pension

As per the above definitions, is the Bidder a FPS in receipt of a pension? Yes ( ) No ( )

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If so, the Bidder must provide the following information, for all FPSs in receipt of a pension, as applicable:

a. name of former public servant; b. date of termination of employment or retirement from the Public Service.

By providing this information, Bidders agree that the successful Bidder’s status, with respect to being a former public servant in receipt of a pension, will be reported on departmental websites as part of the published proactive disclosure reports in accordance with Contracting Policy Notice: 2019-01 and the Guidelines on the Proactive Disclosure of Contracts.

Work Force Adjustment Directive

Is the Bidder a FPS who received a lump sum payment pursuant to the terms of the Work Force Adjustment Directive? Yes ( ) No ( )

If so, the Bidder must provide the following information:

a. name of former public servant; b. conditions of the lump sum payment incentive; c. date of termination of employment; d. amount of lump sum payment; e. rate of pay on which lump sum payment is based; f. period of lump sum payment including start date, end date and number of weeks; g. number and amount (professional fees) of other contracts subject to the restrictions of a work

force adjustment program.

6.7 Payment 6.7.1 Basis of Payment In consideration of the Contractor satisfactorily completing all of its obligations under the Contract, the Contractor will be paid a firm price, as specified in Annex B for a cost of $________________ (insert the amount at contract award). Customs duties are included and Applicable Taxes are extra.

Canada will not pay the Contractor for any design changes, modifications or interpretations of the Work, unless they have been approved, in writing, by the Contracting Authority before their incorporation into the Work.

6.7.2 Limitation of Price SACC Manual clause C6000C (2017-08-17) Limitation of Price 6.7.3 Single Payment SACC Manual clause H1000C (2008-05-12) Single Payment 6.8 Invoicing Instructions

1. The Contractor must submit invoices in accordance with the section entitled "Invoice Submission" of the general conditions. Invoices cannot be submitted until all work identified in the invoice is completed.

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2. Invoices must be distributed as follows:

a. The original and one (1) copy must be forwarded to the address shown on page 1 of the Contract for certification and payment.

b. One (1) copy must be forwarded to the Contracting Authority identified under the section entitled "Authorities" of the Contract.

6.9 Certifications and Additional Information 6.9.1 Compliance Unless specified otherwise, the continuous compliance with the certifications provided by the Contractor in its bid or precedent to contract award, and the ongoing cooperation in providing additional information are conditions of the Contract and failure to comply will constitute the Contractor in default. Certifications are subject to verification by Canada during the entire period of the Contract. 6.10 Applicable Laws The Contract must be interpreted and governed, and the relations between the parties determined, by the laws in force in the province of Nova Scotia. 6.11 Priority of Documents If there is a discrepancy between the wording of any documents that appear on the list, the wording of the document that first appears on the list has priority over the wording of any document that subsequently appears on the list. (a) the Articles of Agreement; (b) the general conditions 2010C (2020-05-28), General Conditions – Services (Medium Complexity); (c) Annex A, Statement of Work; (d) Annex B, Financial Proposal; (e) Annex C, Security Requirements Check List; (f) Annex D, Certificate of Independent Bid Determination; (g) the Contractor's bid dated _______ (date of bid to be inserted at contract award). 6.12 Procurement Ombudsman 6.12.1 Dispute Resolution Services The Parties agree to make every reasonable effort, in good faith, to settle amicably all disputes or claims relating to or arising from the Contract, through negotiations between the Parties’ representatives authorized to settle. If the Parties do not reach a settlement within 30 working days, each party hereby consents to fully participate in and bear the cost of mediation led by the Procurement Ombudsman pursuant to Subsection 22.1(3)(d) of the Department of Public Work and Government Services Act and Section 23 of the Procurement Ombudsman Regulations. The Office of the Procurement Ombudsman may be contacted by telephone at 1-866-734-5169, by e-mail at boa.opo@boa-opo.gc.ca, or by web at www.opo-boa.gc.ca. 6.12.2 Contract Administration

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The parties understand that the Procurement Ombudsman appointed pursuant to Subsection 22.1(1) of the Department of Public Works and Government Services Act will review a complaint filed by the complainant respecting administration of this contract if the requirements of Subsection 22.2(1) of the Department of Public Works and Government Services Act and Sections 15 and 16 of the Procurement Ombudsman Regulations have been met. To file a complaint, the Office of the Procurement Ombudsman may be contacted by e-mail at boa.opo@boa-opo.gc.ca, by telephone at 1-866-734-5169, or by web at www.opo-boa.gc.ca.

6.13 Insurance SACC Manual clause G1005C (2016-01-28) Insurance – No Specific Requirements

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ANNEX A – STATEMENT OF WORK

Combined Sanitary Surveys and Legionella Risk Assessments

Nova Scotia 2020-2021

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1. PURPOSE

This Statement of Work has been developed by the Royal Canadian Mounted Police (RCMP) for the purpose of soliciting services to obtain a complete sanitary survey and Legionella risk assessment for each specified RCMP location in Nova Scotia. The list of specific properties for which these are required for will be provided upon contract award. 2. DEFINITIONS

GCDWQ: Guidelines for Canadian Drinking Water Quality MD 15161: Public Services and Procurement Canada’s Standard for Building Owners, Design Professionals, and Maintenance Personnel on the Control of Legionella in Mechanical Systems. The most recent version of which is MD 15161-2013. PSPC: Public Services and Procurement Canada RCMP: Royal Canadian Mounted Police 3. BACKGROUND

Under Part II, Section 125 of the Canada Labour Code, the employer (RCMP) has an obligation to provide potable water: · The Canada Labour Code Part II – Section 125.(1) (j); and

· Prescribed Part 9.24 of the Canada Occupational Safety & Health Regulations of the Canada Labour Code Part II reads as follows:

“Every employer shall provide potable water for drinking, personal washing and food preparation that meets the standards set out in the Guidelines for Canadian Drinking Water Quality 1978, published by authority of the Minister of National Health and Welfare.” (GCDWQ)

As per the legislation referenced above, the RCMP has a responsibility to ensure that potable water meets the Guidelines for Canadian Drinking Water Quality (GCDWQ) standard for potable drinking water. The Guidance for Providing Safe Drinking Water in Areas of Federal Jurisdiction define a sanitary survey as an on-site review, from intake to tap, of the specific raw water quality, facilities, equipment, operations, and maintenance records for the purpose of evaluating the system’s ability to adequately treat source water in order to produce and deliver safe drinking water. A sanitary survey will vary depending upon the type and complexity of the system. However, at minimum, each sanitary survey should contain a system plan, elements of monitoring, reporting and data verification, system management and operation measures, an evaluation of any treatment system, distribution system, and/or finished water storage. These are further explained in Section 4. Legionella is bacteria that lives in water that can cause Legionnaires’ disease and Pontiac fever. Legionnaires’ disease is a respiratory illness that results in pneumonia while Pontiac fever is a less severe illness that causes flu-like symptoms. To grow, Legionella prefers warm water, and can be found in temperatures ranging from 20ºC to 50ºC. Ideal growth temperature is between 35ºC and 45ºC.

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4. SCOPE

4.1 Consumer Confidence Questionnaire

A voluntary Consumer Confidence Questionnaire (CCQ) shall be distributed via email to select individuals occupying the site who are or who have been in direct contact with the system’s potable water. The list of individuals to receive the CCQ will be provided by the Project Authority upon contract award. The purpose of the questionnaire is to estimate the value of water quality improvement required in the facility through direct consumer feedback on the water system, prior to conducting the Sanitary Survey. The questions will address, but are not limited to, providing feedback on potential concerns such as water colour, odour, temperature, pressure, taste, etc. They will also identify if any existing advisories are in effect on the premises and if so, whether bottled water is being issued and how. The CCQ will also aim to identify the most and least frequented Points of Consumption (PoCs) in the facility to increase internal awareness of average stagnation periods between PoCs on site. The CCQ target audience for community offices and detachment sites are their respective Workplace Health and Safety Representative, Commander, as well as the Commander’s Administrative Staff, where applicable. In the event that a sanitary survey must be performed in an Employee Housing unit, the CCQ will be distributed to at least one occupant of the household. Should the target audience for CCQ completion be unavailable at the time of its distribution, the questionnaire may be administered to other employees of the building as a substitutive measure. Consumers completing the CCQ are not required to provide their names on the completed questionnaire, but are encouraged to provide their position (i.e.: Administrative Assistant, Commander, etc.) should a follow-up be required. If completed CCQs are not received prior to the date on which the sanitary survey is to be conducted, a hard copy will be taken and provided to the above personnel as a final reminder for completion. Should the occupant choose not to complete the voluntary CCQ, this is to be included in the final report, as well as the distribution method chosen for the delivery of the CCQs. The contents of the questionnaire are to be submitted to the RCMP Project Authority within two weeks of contract award for approval by the RCMP Project Authority before being distributed to RCMP employees. 4.2 Sanitary Survey

A sanitary survey shall be conducted at each specified RCMP location. Sanitary surveys should be modelled as per the Guidance for Providing Safe Drinking Water in Areas of Federal Jurisdiction. The following elements should be included in each sanitary survey:

1. System plans: To characterize the capability of the overall system and identify areas requiring improvement and/or corrective actions (intake, filters, pumps, etc.)

2. Monitoring, reporting and data verification: Review paperwork and plans to verify and report compliance with applicable requirements.

a. Is there a sampling plan? b. Is the sampling plan adequate? c. Is there evidence to document that the sampling plan is being implemented?

3. System management and operation: Review paperwork and plans to demonstrate that maintenance and operations can maintain compliance. This should include but not be limited to the following:

a. Are cross connection controls adequate? b. Is corrosion control required/adequate? c. Is the water treatment system being maintained?

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d. Is the system operator properly trained, if applicable? 4. Treatment system: Identify and evaluate treatment processes (e.g. chemical addition, filtration),

facilities, components and techniques. a. Is there a water treatment system present? b. Is the water treatment process appropriate and adequate?

5. Distribution system: Provide an inventory of all points of consumption connected to the distribution on site. See Table 1 for the suggested layout to use for PoC inventorying.

Table 1: Example Point of Consumption (PoC) Inventory Table outlining key points of information needed to be tracked. Table 1: PoC Inventory Table (Example)

Location Type Common Uses Frequency of Use Accessibility Main Level

Kitchen Sink Boiling water,

cleaning dishes, washing hands, watering plants

Frequent Private (Employee Only)

Lobby Unisex Bathroom

Sink Washing hands Infrequent Public

Evaluate the system’s adequacy, reliability, and safety including but not limited to:

a. Dead-ends; b. Loops; c. Corrosion; d. Lead (specific recommendations for reducing lead are to be provided where lead is

known to exceed the Guideline for Canadian Drinking Water Quality). For locations known to exceed the Guidelines for Canadian Drinking Water Quality (GCDWQ) for lead, a visual inspection of the service line must also be completed to determine its material (i.e. lead, steel, iron). The Contractor should also plan to collect up to five (5) random day-time samples for lead per building from the point of entry/points of use for diagnostic purposes, as well as an additional sample per site for Quality Assurance (QA) and Quality Control (QC) in buildings known to exceed the GCDWQ for lead. Additional requirements for RDT and duplicate sampling are provided in Appendix B;

e. Presence/lack of cross connection controls and/or back flow preventers. 6. Finished water storage: Where applicable evaluate the adequacy, reliability and safety of

finished water storage. 7. Recommendations: Where risks and areas for improvement have been identifie, the Contractor

shall provide recommendations for addressing these. 8. Overall Risk: An overall risk rating (Low, Medium, High) for the domestic plumbing system within

the building based on the following definitions: a. Low: No recommendations for the improvement of domestic plumbing at the present

time. b. Medium: Recommendations have been made but not implementing the

recommendations does not pose an immediate risk to human health. (i.e. implement a corrosion control program, improve system labeling/signage, etc.)

c. High: Recommendations have been made to address issues that could pose an immediate risk to human health (an uncontrolled cross connection has been identified, back flow preventer required, etc.)

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4.3 Legionella Risk Assessments Included in the sanitary surveys should be a risk assessment to determine the system level and facility level risk of Legionella at each location. Legionella risk assessments should follow the Public Services and Procurement Canada (PSPC) MD 15161-2013 Control of Legionella in Mechanical Systems Legionella Risk & Hazard Assessment. This standard should be met or exceeded when assessing Legionella risk in buildings. Key water systems with the greatest potential for Legionella amplification include but are not limited to:

- Cooling towers and evaporative condensers - Open water systems (e.g. decorative fountains and waterfalls) - Misters, atomizers, air washers, humidifiers - Domestic water systems

An inventory of all systems susceptible to Legionella should be kept. Systems that have been identified as Legionella susceptible should have their Legionella level of risk identified and documented. The Contractor should be prepared to take temperature readings at key points within identified systems for the purpose of assigning a hazard designation according to the PSPC Table (Appendix A). The hazard shall be identified as low, medium, or high risk based on the presence of Legionella hazard characteristics. See Table 2 for the suggested layout to use for Legionella susceptible system inventorying. Table 2: Example of System Susceptibility to Legionella Inventory Table outlining key points of information needed to be tracked.

Table 2: System Susceptibility to Legionella Inventory Table (Example) System # System Type Location Hazard Characteristics Risk Level

1 Humidifiers Water supply side

- Water stagnation exists (medium) - Direct steam (low)

Medium

2 Cooling Tower Parallel to parking lot

- No evaporative condenser (low) - Excessing drift from tower exhaust (high)

High

4.4 Government Furnished Information

Where available the RCMP will provide the following information to assist in the completion of the work outlined above:

• Floor plans (may be available for all sites) • Schematics of building plumbing (may be available for some sites) • Recent water quality data (available for all sites)

Floor plans and plumbing schematics will not be available for all buildings and the Contractor should include the creation of any and all content required to complete the work outlined within this Statement of Work. 4.5 Scope, Budget and Schedule Control

No work shall be undertaken which is additional or supplemental to or in substitution of the work specified, unless approved in advance by the RCMP Project Authority. Any requests for additional, supplemental or substitution of work will be accompanied by a full description of the work and rational for

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its completion. More flexibility may be granted if such a situation arises while on-site, and the RCMP Project Manager or designate cannot be reached. In this case, the judgement of the Contractor will prevail, with a full description and rationale provided at the earliest opportunity to the RCMP Project Authority. 5. REPORTING

Reports will be sent to the RCMP Project Authority within two weeks of their creation or receipt. The Contractor shall provide weekly progress reports by e-mail to the RCMP Project Authority advising of the project status and any factors which may influence the planned schedule, budget or deliverables. All water quality information is to be communicated to the RCMP Project Authority. The Contractor is not to make any comments to any other RCMP personnel, the families of RCMP employees, the public or media with respect to the quality or condition of the water or facilities at an RCMP building. 6. KEY DELIVERABLES

For each RCMP location, the Contractor shall complete a sanitary survey which is to include:

- The cover page of each report will clearly denote the facility name, address, RCMP building number (BU#), the overall risk rating for domestic water, and the overall risk rating for Legionella.

- An introduction, regulatory framework description and a description of the building. - A process diagram depicting and describing major system components (i.e. source, treatment,

storage, distribution, etc.) - Schematics of all water systems (those susceptible to Legionella AND those not identified as

susceptible to Legionella) including identification of all fixtures and controls. - A complete sanitary survey (as described in section 4.1) identifying non-Legionella plumbing

control points and all areas of risk related to the building’s plumbing (e.g. dead-ends, loops, lack of cross connection controls, lack of back flow preventers.)

- A facility based Legionella risk assessment (Appendix A). See example Table 2. - All key deliverables shall be provided to the Project Authority in an electronic PDF format.

7. SPECIAL REQUIREMENTS

The following special requirements are required of the Contractor in completing this project: Confidentiality: Information, data, photos, drawings, etc. gathered as part of this project shall be treated as confidential and shall be made available only to the RCMP as authorized in writing by the RCMP Project Authority. Any photos, plans or documents provided as reference materials by the RCMP to a Contractor remain the property of, and shall not be used, shared, or sold to any group for any other purpose except upon written authorization of the RCMP Project Authority. All such reference materials must be returned to the RCMP Project Authority with the final report. Any queries regarding this project from the public, news media or others should be referred to the RCMP Project Manager. Site Operations: The Contractor’s on-site activities shall not disrupt the normal function, access, and working environment of the site within reason. COVID-19: Prior to the completion of their work, the Contractor must review all relevant government advisories and adhere to the regulations applicable to their jurisdiction. On-site activities must be completed using PPE where necessary, and preventative measures are to be taken where applicable to reduce the risk of transmission to individuals within the working environment.

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Qualifications: All final deliverables of the sanitary survey must be reviewed by a Professional Engineer for Quality Assurance. 8. TIMELINES/COMPLETION

The contents of the questionnaire are to be submitted to the project authority within two weeks of contract award for approval by the RCMP Project Authority before being distributed to RCMP employees. Draft submissions of the completed sanitary surveys shall be received no later than March 11, 2021. Upon completion of a one-week internal review, an additional one-week revision period will be granted with all final deliverables and invoicing to be received no later than March 25, 2021. 9. RESOURCES

Federal-Provincial-Territorial Committee on Drinking Water. 2017. Guidelines for Canadian Drinking Water Quality. http://www.hc-sc.gc.ca/ewh-semt/pubs/water-eau/sum_guide-res_recom/index-eng.php Health Canada. 2013. Guidance for Providing Safe Drinking Water in Areas of Federal Jurisdiction. https://www.canada.ca/content/dam/canada/health-canada/migration/healthy-canadians/publications/healthy-living-vie-saine/water-federal-eau/alt/water-federal-eau-eng.pdf Public Services and Procurement Canada. 2016. MD 15161-2013 Control of Legionella in Mechanical Systems. https://www.tpsgc-pwgsc.gc.ca/biens-property/documents/Legionella-eng.pdf

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APPENDIX A

Facility Based Legionella Risk Assessment

The following table is to be used to describe applicable hazard characteristics and assign risks to systems within the facility based Legionella risk assessment: Table 3: This table is taken from MD 15161-2013 (Table 2.1) and describes risk levels associated with hazard characteristics. System Type Hazard Characteristics Risk Level Cooling Tower No evaporative condenser Low

Located more than 10 m from air intake Low Located less than 10 m from air intake High Excessing drift from tower exhaust High Water temperature always below 20 ºC at any point in the system

Low

Water temperature in 20-35 ºC range at any point in the system

Medium

Water temperature exceeds 35 ºC at any point in the system

High

Located within 10 m of kitchen exhausts, vegetation etc. High Recent history of elevated bacterial levels High

Open Water Systems Water temperature always below 20 ºC at any point in the system

Low

Water temperature in 20-35 ºC range at any point in the system

Medium

Water temperature exceeds 35 ºC at any point in the system

High

Aerosolization of water occurs High Located within 10 m of kitchen exhausts, vegetation etc. High Located close to public areas Medium Recent history of elevated bacteria levels High

Humidifiers Direct steam, infrared or gas humidifier Low Any other type of humidifier High Water stagnation exists Medium

Drain Pans Water stagnation exists Medium No water stagnation Low

Domestic Cold Water Systems

Piping subjected to periods of prolonged water stagnation Low to Medium Water temperature always below 20 ºC Low Water temperature in 20-35 ºC range Medium Potential for cross-contamination with process water High Piping is not insulated to Code Medium Shower facilities connected Medium

Domestic Hot Water System

Water storage temperature exceeds 60 ºC Low Water storage temperature in 50-60 ºC range Medium Water distribution temperature below 50 ºC High Piping subjected to periods of prolonged water stagnation High No re-circulation pump High Shower facilities connected High

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APPENDIX B

Random Day-Time Sampling and Duplicate Sampling Procedures for Sanitary Surveys

1) Samples for lead will be collected from the most common drinking tap source at all locations. Generally, this will be a kitchen tap.

a. secondary kitchens/kitchenettes 2) Duplicate samples will be collected in a 1L, wide mouth bottle and split into two 500mL bottles for

submission to the lab. Labels for duplicate bottles must include “A” and “B”, in addition to their location to differentiate that they are duplicate samples. The Contractor must take proper water sampling precautions and care when splitting the duplicate samples in order to eliminate the risk of sample contamination.

3) Other sampling locations may include: a. water fountains b. the point of entry c. washrooms d. combi-units (in cell blocks) e. other locations considered to be important to determine the extent and sources of lead

within building plumbing. 4) Samples for lead analysis are to be collected in a 1L, wide mouth bottle. 5) All analysis is to take place at a lab which is CALA or ISO 17025 certified for each parameter tested.

For additional information on CALA certified labs and ISO 17025 certification requirements, please visit the following websites: http://www.caladirectory.ca/ https://www.iso.org/ISO-IEC-17025-testing-and-calibration-laboratories.html

6) All laboratory detection limits must be lower than applicable guidelines. 7) Place an appropriate sample bottle for lead analysis under the tap. 8) Turn on the cold the tap to a medium flow rate until the bottle reaches its fill line. 9) Stop the water. 10) Complete all necessary paperwork.

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ANNEX B – FINANCIAL PROPOSAL

Unit Price Table RCMP Sanitary Surveys – Nova Scotia

FY 2020-2021

Sanitary Surveys for Nova Scotia 2020-2021

Cost Item Units Est. Quantity

(a) Unit Price ($)

(b) Total Price ($)

(a) x (b) 1.

Site visit1

Building

26

$

$

2.

Sanitary Survey2

Report

26

$

$

3.

Lead Analysis3

Sample

1564

$

$

Total Costs of Sanitary Surveys for Nova Scotia 2020-2021

Total Unit price $

$

1) Site visit cost includes all expenses including travel, mileage, accommodations, meals, courier, etc. per building. Time spent on site for completion of actual work should be built into the Sanitary Survey Cost.

2) The sanitary survey should include all costs associated with generating the Sanitary Survey Report including but not limited to: cost of time spent on site, reporting, reviewing documents, completion of the consumer confidence report, compiling the drafts and final reports.

3) Lead Analysis costs should include the laboratory costs associated with the collection of lead

samples.

4) Sample quantity includes up to five (5) Random Day-Time Samples for lead per location, and 26 QA/QC samples for lead analysis which are to be collected; one at each site that exceeds the GCDWQ for lead. These samples shall be duplicates of samples specified in Appendix B of the Statement of Work.

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Building Descriptions Sanitary Surveys for Nova Scotia 2020-2021

Town Building Type Building Identifier

Building Size (m2)

Advocate Housing BU H/22 97.5 Arichat Housing BU H/5 123.7 Baddeck Detachment BU H/66 260 Baddeck Housing BU H/83 123.1 Barrington Housing BU H/119 89 Barrington Housing BU H/121 136.7 Canso Housing BU H/78 113.7 Enfield Detachment BU H/133 595.1 Guysborough Housing BU H/17 109 Ingonish Housing BU H/149 124.9 Ingonish Housing BU H/113 124.4 Inverness Housing BU H/20 255.9 Liverpool Detachment BU H/65 299 Lower Sackville Detachment BU H/135 962.3 Meteghan Housing BU H/122 119.6 Meteghan Housing BU H/136 119.6 North Sydney Detachment BU H/130 381.2 Oxford Detachment BU H/124 Parrsboro Housing BU H/101 116.5 Pugwash Detachment BU H/13 261 Pugwash Housing BU H/238 68 Sheet Harbour Housing BU H/144 119.6 Shelburne Housing BU H/85 115.9 Shelburne Detachment BU H/30 220.7 Sherbrooke Detachment BU H/40 254.3 Tatamagouche Detachment BU H/35 196.7

ANNEX C

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CityYYYY-MM-DD

YYYY-MM-DD

Province

(hereinafter called "the Company / Agency")

RCMP GRC 6401e (2012-06)

Agreement of Non-Disclosure and Confidentiality

Between

And

Company / Agency

Representive name

whose mailing address is

Her Majesty the Queen in right of Canada as represented by the Royal Canadian Mounted Police whose mailing address is

and consisting of the following documents, drawing name, etc. (in order of title, project number, revision date, etc.)

Signature

Title

Telephone

Signature

Title

Telephone

Representive name

(hereinafter called "the RCMP")

(hereinafter called "the Information")

pertaining to RCMP file number

when no longer needed by the Company / Agency or by date:

IN WITNESS THEREOF this undertaking is executed this date at

Company / Agency RCMP

Representive name Representive name

Street City Postal codeProvinceRoom

Street City Postal codeProvinceRoom

NS

Email Email

Date Date

In consideration of being provided with access to the Information, the Company / Agency hereby undertakes to: Maintain in confidence and not reproduce or otherwise disclose the Information to any person except to an officer or employee of the Company / Agency who is legally bound to keep confidences. Return or destroy the Information, at the option of the RCMP,

PROTECTED Awhen completed

ANNEX D

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