REQUEST FOR QUOTATION (RFQ) CLEANING SUPPLIES … · 2020. 1. 1. · RFQ No: Q-103-2019-05 Project Name: Cleaning Supplies (Janitorial & Hospitality) The Good Samaritan Head Office:

RFQ No: Q-103-2019-05 Project Name: Cleaning Supplies (Janitorial & Hospitality)

The Good Samaritan Society Head Office, 8861 75 Street NW Edmonton, AB T6C 4G8

REQUEST FOR QUOTATION (RFQ) for

CLEANING SUPPLIES (JANITORIAL AND HOSPITALITY)

for

THE GOOD SAMARITAN SOCIETY’S CARE HOMES -- BRITISH COLUMBIA AND ALBERTA

RFQ Number: Q-103-2019-05 RFQ Closing Date and Time: February 7, 2020 at 2:00:00 p.m. Mountain Standard time.

RFQ Response submission:

Attention: Nicki Onwuama Ezechinedu Address: [email protected]

Inquiries Contact: Nicki Onwuama Ezechinedu Purchasing Manager Email: [email protected]


The Good Samaritan Head Office: 8861 75 Street NW. Edmonton, AB. T6C 4G8 Page 2 of 21

1. INTRODUCTION

.1 The Good Samaritan Society (GSS) and Good Samaritan Canada (GSC) (collectively known as the

“Society”), are the leading faith-based, not-for-profit, registered charities in Western Canada that provide quality accommodations, health, and community care services and programs. With over seventy (70) years of experience providing specialized health and community care services in innovative and caring environments, our operational effectiveness and overarching culture of service and care make us the provider of choice for individuals and their families seeking a supportive place to call home.

.2 GSS operates a wide range of programs which include complex/continuing care, assisted living, group homes, supportive housing and multi care sites, life lease apartments, CHOICE programs, Senior’s clinic, day programs and TeleCare™ users.

.3 GSS continuously build on aspects of “safety, quality, integrity, open and honest communications” with all stakeholders and support the protection of environment, particularly as they relate to the communities we work in and the people that may be touched by our projects.

2. INTENT

.1 The intent of this RFQ is to find a distributor to deliver Diversey and other manufacturer’s cleaning, hygiene products (e.g. paper products, janitorial tools, housekeeping tools and chemicals and garbage bags), to all of the Society’s facilities and at the locations listed in Appendix ‘B’. No alternative to the specific Diversey products will be considered for the first three (3) years of the Contract term.

.2 The current items and quantities of Diversey products, Other products and Dispensers, utilised by the Society are estimated in Appendix ‘C’, Appendix ‘D’, and Appendix ‘E’.

.3 The Society intends to award a three (3) year contract, with the option to renew for additional two (2) years to the successful Respondent under this RFQ.

.4 The Society intends to procure the most environmentally preferable products (wherever possible), with equivalent or higher performance and at equal or lower cost than traditional products.

.5 Vendors are expected to adhere to the guidelines set by each of the provincial health standards and authority, as it relates to the care homes and each of the products for the Society, and communicate all changes to the products and/or delivery timelines to the Society in a timely manner.

3. DELIVERABLES

A. In addition to the products listed in Appendix C – Diversey, Appendix D – Other products, and Appendix E, the Dispensers for this RFQ includes, but are not limited to:

.1 provide the Safety Data Sheets (SDS) for all products in both concentrate, if provided in

concentrated form, and ready-to-use product. SDS must be at least 1 point or lower .2 where required, provide the environmental certification for all green seal or equivalent

certified products, environment’s ecoLogo program, or safer choice standards.

.3 perform proper labelling of each product as per the Workplace Hazardous Material Information System (WHMIS).

.4 provide manufacturer’s label containing the dilution ratio for each product.

.5 provide a catalog containing all contract items, with product descriptions and their recommended usage. The information may be provided online and/or as hard copies.

.6 store and inventory sufficient quantities of all weekly occurring products and supplies at their facilities.

.7 provide the Canadian Food Inspection Agency (CFIA) approved documents where applicable.

.8 deliver only products with more than one (1) year before the expiry date.



.9 provide scent free products or products with natural occurring scent.

.10 provide only foaming agent or droplet triggers (Aerosol dispensed products are not acceptable).

.11 provide the required educational tools (wall charts, custom posters, etc.).

.12 provide training (inaugural training and ongoing training for new staff, as well as refresher courses for current staff, including access to website training.

.13 provide a dedicated phone line support with immediate response or callback to the Society within one hour (1) after leaving voice message for emergency items and four (4) hours for non emergency times, except weekends and statutory holidays.

.14 identify the process for resolution of issues and possible barriers.

.15 provide schedule of delivery per site.

.16 provide the response time for receipt of orders and equipment repairs or replacement.

.17 provide access to an electronic based ordering and tracking system. This system will be capable of providing reports on the movement of supplies from the supplier’s warehouse to final delivery. This system will provide monthly and seasonal usage reports by care homes, region and provinces.

.18 partner with the site managers and material management in determining replenishment quantities for each care home facility.

.19 if a proposed product does not have the availability requested or becomes unavailable, the Vendor must notify the Society immediately.

.20 Cleaning concentrate fill systems shall be included and placed at strategic locations within each facility. The fill system will be capable of providing correctly diluted basic cleaning products such as all-purpose cleaner, disinfectant, glass cleaner, etc.

.21 Any dispenser changes recommended should include information about removal, disposal, and replacement procedures.

.22 Provide description of the manufacturer's intended method for dispensing and storing products.

.23 Provide manufacturer’s approved proportioning systems per facility.

.24 Identify procedures, methods, techniques and systems that will increase productivity.

.25 Provide technical support, training and repair services for the Society’s custodial equipment. The Vendors will provide recommendations for solving cleaning problems, and make recommendations for reducing costs and maximizing the utilization of labor.

.26 All cleaning chemicals shall be Green Seal Certified, Eco Preferred or Bio Based.

.27 Provide the dilution ratios for each cleaning chemical proposed.

.28 All materials supplied under this RFQ must be new and of first quality.

B. Vendor shall provide hands on training concerning preventive maintenance on equipment, individual training on trouble areas, and new employee training.

C. Vendor shall provide annual training meetings with custodians to cover proper cleaning methods, tools, techniques, and any other issues deemed necessary by the Society.

D. The training program will include, but not be limited to, activities that address the economical use of the chemicals, safety procedures in the use of equipment and chemicals, time management/scheduling, and compliance with current law and regulations requirement. A copy of the PowerPoint presentation or equivalent, and/or recorded training sessions shall be made available to the Society at no additional charge, this for the Society’s access and continual use when needed.

E. Vendor shall provide at each facility a book containing Safety Data Sheets (SDS) of all chemicals issued procedure sheets and 24 hour emergency phone number to the product distributor. Vendor shall inform the Society when ever SDS sheets need to be updated as well.



F. Administrative:

1. Ordering and Reporting:

(a) Provide ordering procedures that are efficient and user friendly.

(b) Partner with the Society in determining replenishment quantities for each facility.

(c) Provide a catalog containing all contract items, with product descriptions and their recommended usage.

(d) Generate monthly, quarterly business reviews, annual activity reports reflecting the supplies ordered and expenses incurred by each facility/sector, including comparison to industry use - cost per resident day for each chemical or grouping of products such as bathroom, kitchen, laundry etc.

2. Inventory:

(a) The Vendor will store and inventory sufficient quantities of all weekly occurring products and supplies at their facilities.

(b) If a proposed product does not have the availability requested or becomes unavailable, the vendor must notify the Society immediately.

3. Warranties:

(a) All Vendors must submit/include any/all warranty information with submissions whether it is expressed or implied.

(b) Vendor shall guarantee the original purchase of equipment for a period of not less than one year from the date of acceptance by owner, that vendor will replace or repair any defective product during the guarantee period, excluding any item which has been subjected to accident, alterations, abuse, misuse or neglect by the Society or its employees or that is caused by normal wear and tear.

(c) Any standard Manufacturer Guarantee or Warranty for a period longer than one year shall not be nullified by the above general guarantee.

4. Product Delivery and Dispenser Installation Requirements:

(a) If dispenser system, or any additional equipment, proposed requires removal of existing system and installation of a new dispenser system, removal and installation costs shall be the responsibility of the successful Proponent. Installation is in multiple places at the Society’s facilities, and may include facilities which may have stairs and no elevator available.

5. Installation:

(a) The Vendor shall maintain their areas free of debris and other safety codes and regulations.

(b) All protective coverings are to be removed from items once all installation is completed and all items are to be wiped clean.

(c) Vendor shall replace all damaged items at their own expense.

(d) All damaged product must be removed from the facility and repaired off site.

6. Reporting

(a) The successful Respondent will be required to submit regular status reports to the Society and the ability to provide such as the total spend by category per site from the Vendor’s website.

(b) These reports should at a minimum include:

Item Nos. Reporting /Administration Completion

.1 Packing slips SDSs, WHMIS etc. Upon product delivery

.2 - standard products ordered for the reporting period

- non-standard products ordered for the reporting period

Monthly



- equipment refill and services timelines

- the number of emergency call out times

- the number of regular call out times

- product replacement

- any issue requiring solution and recommendation any other expenses incurred by the Society during the reporting period

.3 - Quarterly Sales Report Quarterly

.4 - Sales Reports for each Site Quarterly

.5 - Total Spend reports by Category comparison to industry use - cost per resident day for each chemical or grouping of products such as bathroom, kitchen, laundry.

Quarterly

.6 - Schedule and facilitate annual spend, issues and savings report for the Society, provide cost saving recommendations, where applicable

Annual

.7 - New product listing and rates When Required

(c) Vendors are to provide the rates to deliver to the Society’s various locations in the list

below:

Location Delivery Rates Regular

Delivery

Timeline

Emergency

Delivery

Rates

Emergency

Delivery

Timeline

.1 Edmonton, AB

.2 Stony Plain, AB

.3 Spruce Grove, AB

.4 Wetaskiwin, AB

.5 Evansburg, AB

.6 Rocky Mountain House, AB

.7 Magrath, AB

.8 Medicine Hat, AB

.9 Pincher Creek, AB

.10 Raymond, AB

.11 Taber, AB

.12 Cardston, AB

.13 Lethbridge, AB

.14 Vernon, BC

.15 Kelowna, BC

.16 Penticton, BC

.17 Salmon Arm, BC

.18 New Westminster, BC

.19 Delta, BC

.20 Gibsons, BC



4. THE FOLLOWING DOCUMENTS MAKE UP THE RFQ:

.1 this document

.2 Appendix ‘B’ - Site Addresses (Vendors are to include the rates and timeline to deliver to each site in their Response – Item 6(c))

.3 Appendix ‘C’ – Pricing – Diversey

.4 Appendix ‘D’ – Pricing – Others Products

.5 Appendix ‘E’ – Pricing - Dispensers

.6 Appendix ‘F’ – Pro Forma Contract

.7 Appendix ‘G’ - RFQ Terms and Conditions

5. ANTICIPATED RFQ SCHEDULE

.1 GSS anticipates adhering to the following schedule:

Description Anticipated Date

Issuance of RFQ January 22, 2020

RFQ Closing Date February 7 2020

RFQ Evaluation From: February 18, 2020

To: February 19, 2020

Product Demonstration/Presentation (Optional) To be Determined.

Contract Start Date May 2020

.2 The above dates are subject to change at the sole discretion of GSS.

.3 The successful Respondent is required to provide representative who will interface with the Society regularly for support, site visits and on going communications throughout the contract duration. This interface will be the formal and principal point of contact and communication between the successful Respondent and the Society. The Society’s expectation of the representative include, but are not limited to:

(a) be the single point of contact between the parties.

(b) participate and provide input to quarterly hospitality managers committee meetings.

(c) coordinates and direct activities relating to education, in-servicing, product trials, implementation, changes etc.

(d) schedule and facilitate all business reviews for Society’s account.

6. INQUIRIES

.1 Please direct all inquiries to the person identified on the cover page of the RFQ.

.2 When submitting inquiries, please identify the RFQ title, number and name in the e-mail subject line.

.3 If an inquiry requires an interpretation or modification of the RFQ, the response to that inquiry may be issued in the form of a written addendum posted as an RFP update.

.4 Please submit inquiries as early as possible before the RFQ Closing Date and Time. If an inquiry is received too close to the RFQ Closing Date and Time to permit issuance of an addendum, GSS may be unable to respond to that inquiry. Enquiries received three (3) business days of the RFQ Closing Date and Time may receive a response if time permits.

.5 Any replies to inquiries or interpretations or modifications of the RFQ made verbally, or by any manner other than in the form of a written addendum, are not binding on GSS.



7. RESPONSE FORMAT REQUIREMENTS

.1 Organize your Response to clearly and succinctly present the required information. Use the main headings and present the information in the order provided in the Response evaluation form.

.2 GSS will receive Responses in electronic PDF file format, which is searchable, unprotected, and not more than 10 MB, and through e-mail, no later than the RFQ Closing Date and Time as indicated on the cover of the RFQ.

.3 When sending a Response via e-mail, the Respondent is responsible for ensuring that its Response is received before the RFQ Closing Date and Time at the e-mail address specified on the cover of the RFQ. GSS assumes no responsibility for server availability or any other technical problem that may prevent a Response from being received or opened after the RFQ Closing Date and Time.

.4 The RFQ Response should be limited to 30 single-sided, 8½" x 11" pages or equivalent (e.g. 11" x 17" fold out sheets for charts, schedules, etc. count as 2 pages).

.5 Respondents should use an easy to read font type and size, such as 11 point Calibri or 12 point Times-Roman.

8. CORPORATE PROFILE

1. Provide general information about the Respondent organisation, which need not to be specific to this RFQ. Provide the following information:

.1 Respondent’s legal name;

.2 Operating name(s);

.3 Contact person for the purpose of the RFQ;

.4 Respondent’s address(es);

.5 Respondent’s principal(s) and their titles;

.6 Brief corporate history;

.7 Size and location of the office(s) that will provide services to GSS; and

.8 Provide an organizational chart that identifies how the team members will be organized by indicating formal and informal reporting lines of communication including with the Society’s sites.

9. EXPERIENCE AND PAST PERFORMANCE

.1 Attach summaries of up to three (3) reference projects which the Respondent completed within the last five (5) years. Reference projects should be similar to the project requirements of this RFQ, for which Responses are being sought.

.2 Provide for each referenced, provide the:

(a) Title and brief description of project;

(b) Name of the installed system;

(c) Year of installation;

(d) Project value and location;

(e) Client for which the project was performed;

(f) installation size and industry /sector type (i.e., public and private sector) of organizations; and

(g) Client contact details that have working knowledge of the project’s quality, budget and schedule, including the names and phone numbers of references. By submitting those references, the Proponent authorizes the Society to contact these references on behalf of the Society and RFQ requirements.



10. APPROACH AND INNOVATION

.1 Please provide your response on how you envision transitioning an organization such as the Society, operating 29 care home facilities across two provinces, to your provider of environmental, laundry, and ware wash chemicals.

.2 Describe your process for the removal of existing and installation of new dispensers for products under this RFQ.

.3 Describe your process for removing existing and installing new ware wash equipment.

.4 Identify the barriers or challenges you anticipate with successfully implementing the Deliverables if selected as the successful Respondent, recommend solutions.

.5 Describe how you plan to timely deliver products to the Society’s Facilities at remote locations across Alberta and British Columbia.

.6 Demonstrate how you plan to ensure that equipment’s are serviced and maintained in good working order, especially at remote locations across Alberta and British Columbia.

.7 All proposals need to include the dilution ratios for each cleaning chemical proposed and written statement of the product specifications including but not limited to the:

(a) Manufacturer’s Spec Sheet; (b) Applicable Product Brochures; (c) Model numbers; (d) Warranties; (e) Safety Data Sheets (SDS); (f) product picture; and (g) Any other required documentation.

.8 Describe your timeline for transitioning products from current provider to your business if selected as the successful Respondent.

.9 Describe your product return policy and process.

.10 Provide the documentation to certify if Vendor is an authorized dealer of the products in their submission.

.11 Provide a list of representatives and their contact information for each facility and:

(a) identify the schedule for the representatives visit to each care home;

(b) what type of audit and reporting will the representative provide on those visits; and

(c) what services will the representative provide to the care homes at little or no charge to the Society.

11. EQUIPMENT

.1 Describe your turnaround time for equipment servicing, repairs and how that would benefit the Society.

.2 For the dispensing systems:

(a) Describe your frequency of testing to ensure that the manufacturer’s recommendations for dilution is maintained;

(b) Demonstrate how you will confirm that the dilution rates are maintained according to manufacturer specifications throughout the Contract term;

(c) Describe how you will ensure quality is maintained on the products throughout the Contract term; and

(d) identify all labor and their rates for delivering, servicing and dispenser installation for ‘new’ equipment requirement by the Society, outside those listed in this RFP.

12. PRICING

.1 Vendors must disclose and include any and all fees, costs or expenses to be charged for the goods and services provided, including shipping, freight, delivery, fuel surcharges, storage, custom duties, brokerage fees, installation and training costs must be identified in Vendor’s Response.



.2 Delivery, storage and installation costs are the responsibility of the Contract awarded Vendor and must be incorporated in the response pricing and paid for by the successful Vendor.

.3 Training costs should be identified as a separate line item on the Response and included in submitted rates.

13. YOUR ADVANTAGE

.1 In your Response, create the heading “Why We Should Be Successful Respondent” and summarize briefly why the experience, organization, innovation, methodology, delivery pattern of your team and your incentives are an advantage to the Society over other Respondents.

.2 Include products warranty information with your Response, whether it is expressed or implied.

.3 Being part of Silver Group Purchasing (SGP) purchasing partner network could be considered an advantage.

14. EVALUATION CRITERIA

REQUIREMENTS

Maximum Score

1. Corporate Profile 5

2. Experience and Past Performance 10

3. Approach and Innovation

30

4. Equipment

15

5. Pricing 30

6. Your Advantage 10

TOTAL SCORE: 100

15. REFERENCES AND OTHER CLEARANCE CHECKS

.1 The Society may require that the Proponent conduct a police criminal or vulnerable sector checks for its personnel. The Society may contact references, including references other than those submitted by the Proponent, without prior notice to the Proponent. The Society reserve the right to adjust a Respondent’s score after reference checks. The Proposal may be rejected if, in the opinion of the Society, the Proponent or any proposed Proponent Team Member or Key Individual receive unsatisfactory references or checks.

16. CONTRACT PROVISIONS

.1 Proponents, by submitting a Proposal, are deemed to have accepted each provisions of the Contract attached to the RFP as APPENDIX C. Schedules to the Contract, including fees will be completed by the Society when preparing the Contract to be entered into with the successful Proponent(s) under an RFP.

.2 If, in the opinion of the Society, it appears that a Contract may not be entered into with the successful Proponent(s) within fifteen (15) days of the RFP Closing Date, the Society reserves the right to contract with another Proponent.

.3 Statements made in a Proposal may be incorporated into, attached or included in the Contract, and shall constitute representations and warranties of the successful Proponent and shall from part of the Contract.

17. INSURANCE REQUIREMENTS

.1 Proof of Insurance: Vendors must document and detail their insurance coverage. Such coverage must be adequate to sufficiently cover the services detailed herein and must comply with the Workers Compensation Act (Alberta and British Columbia), per the requirements of the Workers



Compensation Board (WCB) for Alberta and Work Safe British Columbia, general liability insurance coverage and professional liability insurance coverage. The successful Respondent must provide the WCB certificates numbers to the Society upon notification and Contract award.

.2 The successful Vendor shall assume all responsibility for its actions and those of anyone else working for it while engaged in or traveling to or from any activity connected with this RFQ. The Vendor shall carry sufficient insurance to protect it and the Society from any property damage or bodily injury claims arising out of the contracted work.

.3 The Respondent agrees to carry the insurance policies described herein and shall submit to the Society at execution of this Agreement, evidence in the form of current certificates of insurance clarifying all coverage. All policies and certificates of insurance, except workers' compensation, shall name the Society as an additional insured and provide for the insurer's waiver of subrogation in favor of the Society.

.4 The Respondent agrees to bear any self-insured retention or deductible for all policies herein. All affiliates shall contain the provision that the insurance shall not be canceled or reduced for any reason, except after thirty (30) days written notice to the Society.

.5 The insurance coverage required shall be primary coverage and shall not relieve the Respondent of any liability where liability for injury, death, and property damage is greater than the insurance coverage.

.6 Coverage may be provided through a combination of primary and excess policies. All carriers should be "A+" rated or better by A.M. Best Company. Maintenance of the minimum amounts of insurance listed should in no way be construed as limiting in any way the Vendor's obligations to defend, indemnify and hold the Society harmless.



APPENDIX ‘A’ - PRICING SHEET SUMMARY (To be signed and submitted with the Vendors

Responses)

1. FROM (Respondents):

(Proponent Legal Name)

(Proponent Operating Name)

(Mailing Address)

(City, Province, Postal Code)

(Email Address)

(Telephone)

(Contact Name and Title for this RFP)

ATTENTION: Nicki Onwuama Ezechinedu

Purchasing Manager

The Good Samaritan Society

8861 – 75 Street NW,

Edmonton, Alberta T6C 4G8

Email: [email protected]

RE: REQUEST FOR QUOTES (RFQ)

for _________

2. By submitting this Respondent, the Respondent agrees to be bound by the terms and conditions

of the RFQ and declares that the Respondent:

(a) examined and read the RFQ document for the above noted project;

(b) understands the RFQ documents, including the RFQ Terms and Conditions;

(c) confirms receipt of all addenda issued for the RFQ, if any;

(d) considered those addenda in the preparation of this Response;

(e) declares that no person, firm or corporation other than the undersigned has any interest in this Response or in the proposed Contract for which this Response is made.

(f) have noted no discrepancies, errors or omissions in the RFQ except those previously brought in writing to the attention the Society and which have been clarified by any addenda.

(g) is competent to undertake and complete the Deliverables under this RFQ;

(h) have relied upon own examination of the Deliverables, and have informed self/selves fully as to all conditions, contingencies, risks, circumstances, provincial, local or otherwise, which might influence or affect its performance and/or the cost of the Deliverables.

(i) agrees to provide the Deliverables in accordance with the pro forma Contract issued with the RFQ Documents,



(j) for the total price of:

$

(amount in numbers)

(amount in Words)

Which amount(s) include taxes as separate line item(s) on the Pricing sheets attached as APPENDIX C, APPENDIX D, and APPENDIX E as part of this Response.

3. We agree to:

(a) to execute a formal agreement with the Society to provide the above at stated rates, if selected as the successful Respondent.

4. Submitted this ________ day of ______________ , 20____ .

Signed:

(Name and Title of the Proponent’s authorized individual)



APPENDIX B – SITE ADDRESSES

Number SITE NAME ADDRESS CITY POSTAL CODE

Northern Alberta

1. Stony Plain Care Centre 4800 - 55 Avenue Stony Plain T7Z 1P9

2. Stony Plain Cottages 5600 - 48 Street Stony Plain T7Z 1P8

3. Good Sam Choice Place 8425 - 83 Street Edmonton T6C 2Z2

4. Head Office 8861 75 Street Edmonton T6C 4G8

5. George Hennig Place 4808-57 Avenue Stony Plain T7Z 2J9

6. Dr. Gerald Zetter Centre 9649-71 Avenue Edmonton T6E 5J2

7. Southgate Centre 4228 - 107 Street Edmonton T6J 2P1

8. Spruce Grove Care Centre 415 King Street Spruce Grove T7X 3Y8

9. Pembina Village 5225 - 50 Street Evansburg T0E 0T0

10. Wedman House 10525 - 19 Avenue Edmonton T6J 6X9

11. Wedman Village 10526 - 19 Avenue Edmonton T6J 6X9

12. Good Shepherd Home 4702 Northmount Drive Wetaskiwin T9A 3T3

13. Millwoods Care Centre 101 Youville Drive East Edmonton T6L 7A4

Southern Alberta

14. Prairie Ridge 328 Broadway South Raymond T0K 2S0

15. Garden Vista 37 East 2nd Avenue N Magrath T0K 1J0

16. Park Meadows Village 1511 - 15 Avenue Lethbridge T1H 1W2

17. Vista Village 1240 Ken Thornton Blvd Pincher Creek T0K 1W0

18. West Highland Centre 2687 Garry Drive W Lethbridge T1J 5A3

19. Lee Crest 989 - 1st Street Cardston T0K 0K0

20. South Ridge Village 550 Spruce Way SE Medicine Hat T1B 4P1

21. Linden View 4700 - 64 Avenue Taber T1G 0C6

22. Clear Water Centre 5615-60 Street Rocky Mountain House T4T 1W2

British Columbia

SITE NAME ADDRESS CITY POSTAL CODE

23. Heron Grove 4900 - 20 Street Vernon V1T 9W3

24. Village by the Station 270 Hastings Avenue Penticton V2A 2V6

25. Christenson Village 585 Shaw Road Gibsons V0N 1V8

26. Pioneer Lodge 1051 - 6 Avenue NE Salmon Arm V1E 0A6

27. Mountainview Village Road 3070 Burtch Road Kelowna V1W 5G2

28. Mountainview Village 1540 KLO Road Kelowna V1W 3P6

29. Hillside Village 2891 - 15 Avenue NE Salmon Arm V1E 2B6

30. Victoria Heights 230 Ross Drive New Westminster V3L 0B1

31. Deltaview 9321 Burns Drive Delta V4K 3N3



APPENDIX C – PRICING – DIVERSEY PRODUCTS

HOUSEKEEPING CHEMICALS

Item No.

Item # Manufacturer Manufacturers Catalog No.

Estimated

Usage Unit Size Items Description Rates Comments

1 00879 Diversey Canada 100906725

N/a DI/160EA Rescue(TM/MC) Wipes Sporicidal

2 02915 Diversey Canada 100835210 4 2.5L Rescue(TM/MC) Wipes Sporicidal


3 946ML Rescue(TM/MC) Gel Sporicidal

4 02880 Diversey Canada 100906724 12 946ML Rescue(TM/MC) Liquid Sporicidal


18 946ML

General Purpose Spotter with Percolator Technology


1484 946ML Oxivir® Tb RTU


10 18.9L Carefree® Matte Floor Finish


36 18.9L Over & Under® Plus Sealer


4846 1 Oxivir® Tb Wipes


2799 946ML

Crew® Mean Green Toilet Bowl Cleaner


497 2.5L

Oxivir® Plus Disinfectant Cleaner Concentrate

12 01508 Diversey Canada 903727 4 2.5L Extraction Rinse

https://diversey.com/en/product-catalogue/rescue-wipes-sporicidal-100906725

https://diversey.com/en/product-catalogue/rescue-wipes-sporicidal-100906725

https://diversey.com/en/product-catalogue/rescue-gel-sporicidal-100906723

https://diversey.com/en/product-catalogue/rescue-liquid-sporicidal-100906724

https://diversey.com/en/product-catalogue/general-purpose-spotter-percolator-technology-904192

https://diversey.com/en/product-catalogue/general-purpose-spotter-percolator-technology-904192

https://diversey.com/en/product-catalogue/oxivir-tb-rtu-4277293

https://diversey.com/en/product-catalogue/carefree-matte-floor-finish-5104757

https://diversey.com/en/product-catalogue/over-under-plus-sealer-5118737

https://diversey.com/en/product-catalogue/oxivir-tb-wipes-5144708

https://diversey.com/en/product-catalogue/crew-mean-green-toilet-bowl-cleaner-54561

https://diversey.com/en/product-catalogue/crew-mean-green-toilet-bowl-cleaner-54561

https://diversey.com/en/product-catalogue/oxivir-plus-disinfectant-cleaner-concentrate-5919059

https://diversey.com/en/product-catalogue/oxivir-plus-disinfectant-cleaner-concentrate-5919059




6 2.5L Heavy Duty Prespray

14 01532 Diversey Canada 905388 87 2.5L

Good Sense® HC No Smoke Liquid Air Freshener


Crew® Bathroom Cleaner & Scale Remover

16 01530 Diversey Canada 94995359 531 946ML

Emerel® Ultra Non-Acid Creme Cleanser


3 3.78L Shiner Spray Buff


15 15

Attac® SC High Efficiency Floor Stripper


Perdiem® General Purpose Cleaner with Hydrogen Peroxide

WASHWARE

Item No.

GSS Item # Manufacturer Manufacturers

Catalog No.

Estimated

Usage Unit Size Items Description Rates Comments


140 2.5L Suma® SupremeTM/MC D1.5


262 18.9L Suma® Nova HW L6


126 18.9L Suma® Quik-Dri A6.6


429 4X3.78L Suma® Quik-Dri A6.6


217 18.9L Suma® Dip K1


931 3.78L Suma® Dip K1




36 18.9L Suma® Drain Maintainer GTS1


Suma® Final StepTM/MC Sanitizer

9 01468 Diversey Canada CBD95729360

257 3.78L Limon Pot and Pan Detergent - Lemon Fresh


11 2 x 2.5L Suma® Break-Up® SC D3.5


1 20L Suma® T20 Low Temperature Sanitizer


159 1L Suma® Gel Oven & Grill Cleaner D9.4


143 3.78L Suma® Calc D5


403 3.78L Suma® Nova HW L6


119 2.5 ViperTM/MC

LAUNDRY

Item No.

GSS Item # Manufacturer Manufacturers Catalog No.

Estimated Usage

Unit Size Item Description Rates Comment


29 56.8L Clax® Hypo conc 42B1 56.8L


3 18.9L Clax® Hypo conc 42B1 18.9L


32 18.9L Clax® Launch® 6GL2


8 18.9L Clax® Master 100 22A1

https://diversey.com/en/product-catalogue/clax-hypo-conc-42b1-95722862

https://diversey.com/en/product-catalogue/clax-launch-6gl2-95150690

https://diversey.com/en/product-catalogue/clax-master-100-22a1-95751508




146 18.9L Clax® Assist® 12A2


17 56.8L Clax® Deosoft Breeze conc 54B1


146 18.9L Clax® Deosoft Breeze conc 54B1


82 3100ml

Diversey System-1 Laundry Fabric Softener - 3100 Ml


62 2.5 USGAL

Diversey® System 1 Laundry Care Destainer, 9.46 L


78 3100ml

Diversey® System 1 Laundry Care Destainer, 9.46 L


146 3100ml

Diversey System-1 Break Laundry Alkali Booster - 3100 mL


33 56.8L Clax® Master 100 22A1


34 56.8L Clax® Assist® 12A2


190 3100ml

Detergent Laundry System 1 3100 ML

15 02808 Diversey Canada CBD95769100

598 2x2GAL Whistle® Laundry Detergent (HE)

https://diversey.com/en/product-catalogue/clax-assist-12a2-93418761

https://diversey.com/en/product-catalogue/clax-deosoft-breeze-conc-54b1-95916106

https://diversey.com/en/product-catalogue/clax-deosoft-breeze-conc-54b1-95934726

https://diversey.com/en/product-catalogue/clax-master-100-22a1-95726898

https://diversey.com/en/product-catalogue/clax-assist-12a2-93418779

https://diversey.com/en/product-catalogue/whistle-laundry-detergent-he-cbd95769100



APPENDIX D – PRICING – OTHER PRODUCTS

Item No. GSS Item # ManufacturerManufacturers Catalog No.

Estimated Usage Unit Size Items DescriptionEquivalent Accepted

Y/NRates Comments

1 00757 Kruger 08301 490 CA/30 EA White Swan® 2‐Ply Facial Tissue Y2 00942 Kruger 05705 1551 CA/60 EA Purex® 2‐Ply Bathroom Tissue Y3 00943 Kruger 05625 171 CA/18 EA Mini‐Max® 2‐ply Jumbo Bathroom Tissue Y4 00944 Kruger 01010 236 CA/4000 EA Embassy® Singlefold Towel Y5 00945 Kruger 01920 442 CA/4000 EA White Swan® Multifold Towel Y6 00946 Kruger 01950 1685 CA/6 EA White Swan® Long Roll Towel Y7 02229 Kruger 01320 5 CA/6 RL Embassy® Centre Pull Towel, 2‐Ply Y

Item No. GSS Item # ManufacturersManufacturers Catalog No.


Y/NRates Comments

1 01122 Atlas Graham Furgale 5352 30 EA Grout and Crevice Brush Y2 00997 Atlas Graham Furgale 1654 7 EA Aluminum Jaws Wet Mop Handle 54" Y3 00996 Atlas Graham Furgale 1660 1 EA Aluminum Jaws Wet Mop Handle 60" Y4 00995 Atlas Graham Furgale 1674 3 EA 54" Fibreglass EZ‐Change Wet Mop Handle Y5 02731 Atlas Graham Furgale 22818 57 EA Astrolene Tie‐On Cut‐End Dust Mop ‐ Treated Y6 01112 Rubbermaid FGQ41600BL00 70 EA Hygen™ 18 IN Microfiber Wet Pad, High Absorbency, Blue Y7 01634 Atlas Graham Furgale 24936 110 EA 36" Electrastat Tie‐On Cut‐End Dust Mop ‐ Red Y8 1591 Rubbermaid 1835528 4 EA Hygen™ Pulse™ Microfiber Mop Kit, Single Sided Y9 01044 Atlas Graham Furgale 1702 54 EA TuffStuff Narrow Band Wet Mop ‐ Green Y10 01002 Atlas Graham Furgale 14924 20 EA 24" Electrastat Slip‐On Cut‐End Dust Mop ‐ Red Y11 01114 Atlas Graham Furgale 12624 31 EA Breakaway Dust Mop Frame and Handle Y

Site/Location: GSS/GSC FacilitiesProject Name: Janitorial Cleaning Services

Item Name: Janitorial Tools

APPENDIX 'D' – PRICING SHEET ‐ OTHERS

Item Name: Paper Products

Pricing must include but, not limited to labour burdens, material, freight, customs and excise duties, profit, overhead, standby time, interest expense, acceleration, impact costs, losses of productivity and other consequential costs.

12 01558 Rubbermaid FGQ81000YL00 5 EA Hygen™ 18" Microfiber Wet Pad, Super Scrubber, Yellow Y13 01113 Rubbermaid FGQ41000GR00 10 EA Hygen™ 18" Microfiber Wet Pad, Green Y14 01118 Geerpres 9502 26 EA Wall‐Mate® Mop With Ties Y15 01152 Rubbermaid FGQ41800GR00 17 EA Hygen™ 18 IN Microfiber Dust Pad, Fringe, Green Y16 01026 Atlas Graham Furgale 60927 7 EA MicroScrub Microfibre Damp Flat Mop Y17 01539 Atlas Graham Furgale 1881 6 EA JaniLoop Narrow Band Wet Mop ‐ Blue ‐ Small Y18 01003 Atlas Graham Furgale 22824 10 EA 24"Astrolene Tie‐On Cut‐End Dust Mop ‐ Treated Y19 01117 Atlas Graham Furgale 14508 18 EA Cotton Wall Wash Mop Y20 01001 Atlas Graham Furgale 15018 11 EA 18" Electrastat Slip‐On Cut‐End Dust Mop ‐ Blue Y21 01041 Atlas Graham Furgale 2441 7 EA MediPro Wide Band Wet Mop ‐ Blue ‐ Small Y22 01043 Atlas Graham Furgale 2542 10 EA MediPro Wide Band Wet Mop ‐ Orange ‐ Medium Y23 01541 Atlas Graham Furgale 1721 10 EA TuffStuff Narrow Band Wet Mop ‐ Orange Y24 01042 Atlas Graham Furgale 2541 7 EA MediPro Wide Band Wet Mop ‐ Orange ‐ Small Y25 01542 Atlas Graham Furgale 23748 10 EA 48" Cotton Industrial Tie‐On Cut‐End Dust Mop Y26 01000 Atlas Graham Furgale 1762 2 EA TuffStuff Narrow Band Finish Mop ‐ Medium Y27 01040 Atlas Graham Furgale 2442 3 EA MediPro Wide Band Wet Mop ‐ Blue Y28 00998 Atlas Graham Furgale 1675 7 EA 60" Fibreglass EZ‐Change Wet Mop Handle Y29 01115 Atlas Graham Furgale 22724 3 EA 24" Cotton Industrial Tie‐On Cut‐End Dust Mop ‐ Treated Y30 01111 Rubbermaid FGQ41000BL00 1128 EA Hygen™ 18" Microfiber Wet Pad, Blue Y31 01635 Atlas Graham Furgale 12636 12 PK/12 EA 36" Breakaway Dust Mop Frame and Handle Y32 01894 Rubbermaid FGQ41000RD00 101 PK/12 EA Hygen™ 18" Microfiber Wet Pad, Red Y33 02005 Atlas Graham Furgale 14518 96 PK/12 EA 18" x 3 1/2" Cotton Industrial Tie‐On Cut‐End Dust Mop ‐ Treated Y34 02544 Atlas Graham Furgale 1732 48 PK/12 EA TuffStuff Narrow Band Wet Mop ‐ Blue ‐ Medium Y35 02589 Geerpres 5018 9 EA Wall‐Mate® Wall Washing System Y36 01591 Rubbermaid 1835528 2 EA Mop Pulse Cleaning Kit Y37 01136 Superior 53W90110 106 EA Glasses Safety Y38 02721 3M 7010029029 28 PK/10 EA Scotch‐Brite™ Extra Heavy Duty Pot 'N Pan Scour Pad 88 Y39 01104 3M 7000127898 41 PK/10 EA 3M™ Niagara Medium Scouring Pad, 96N, 6 in x 9 in (152 mm x 229 mm) Y40 01039 Atlas Graham Furgale 2443 1 ‐ MediPro Wide Band Wet Mop ‐ Blue ‐ Large Y41 02809 Noble 511KP196RNBL 6 QT 6 Qt. Red Sanitizing Pail Y42 02812 S‐21743 6 QT Pail for Sanitizer ‐ dirty ‐ white Y43 01035 Atlas Graham Furgale 53797 EA Right‐Angle Lobby Broom y44 01011 Atlas Graham Furgale 53F480 EA Plastic Dust Pan‐Clip‐On y

Item Name: Houskeeping Tools and Chemicals



Y/NRates Comments

1 00964 Hospeco 5521165 01 21 4OZ Urinal Block 4oz Y2 00984 Jan‐Mar TC110813 34 EA Big Blaster Foamer Trigger Sprayer ‐ White 9 1/4" diptube Y3 00985 Jan‐Mar DEWIMIS‐126 193 EA 24 Oz. (WHMIS) Round Plastic Bottle Y4 00986 Advantage 904 7 EA 904 Econo 1 oz Dispensing Pump Y

5 01170 Rubbermaid 57402092 10 EA Dispenser T‐cell order control Y6 01171 Rubbermaid 90402498 43 0 T‐cell refill PUR Y7 01796 Sani Marc 1112175 04 90 4L Urine Cleaner Oxy Pur 4L Y8 01797 Sani Marc 1112175 11 1634 1L Urine Cleaner Oxy Pur 1L Y9 01865 Sani Marc 53PEP‐1 9 EA Flashlight for Black Light for use with Oxy‐Pur Y10 01867 Sani Marc 411112175 AU EA Sticker Oxy Pur sticker for foamer item #01866 Y11 01774 Virox AHP1750 37 PK/50 EA Accelerated Hydrogen Peroxide Test Strip Y12 01119 Hydrion QC‐1001 3 CA/10 EA QC‐1001 Quat Test Paper Y13 02749 Hydrion AHP100 34 3.78L APH100 Accelerated Hydrogen Peroxide Y14 01120 Virox AHP500 34 BX/100 EA APH500 Accelerated Hydrogen Peroxide Y15 Wood Wyant 9012300 03 28 900 GR Zochlor Chlorine Disinfectant Tablets N

In addition to the requested rates below, as an option, Vendors are free to identify their rates for clear bags in all sizes.



Y/NRates Comments

1 00904 Ralston 2956‐00 480 CA/500 EA Bag Garbage 24X24 Clear Y2 00905 Ralston 2652‐01 105 CA/500 EA Bag Garbage 20X22 Black Regular Y3 00906 Ralston 2663‐01 90 CA/250 EA Bag Garbage 30X38 Black Regular Y4 00907 Ralston 2687‐01 93 CA/75 EA Bag Garbage 42X48 Black X‐Strong Y5 00909 Ralston 2655‐01 876 CA/500 EA Bag Garbage 24X22 Black Regular Y6 00911 Ralston 2971‐00 701 CA/200 EA Bag Garbage 26X36 Clear Strong Y7 00913 Ralston 2654‐01 1253 CA/250 EA Bag Garbage 22X24 Black Regular Y8 00915 Ralston 2681‐01 117 CA/125 EA Bag Garbage 26X36 Black X‐Strong Y9 00916 Ralston 2677‐01 67 CA/125 EA Bag Garbage 42X48 Black Strong Y10 00918 Ralston 2673‐01 292 CA/200 EA Bag Garbage 30X38 Black Strong Y11 00920 Ralston 2971‐08 8 CA/200 EA Bag Garbage Blue Recycle 26X36 Y12 00922 Ralston 2683‐01 1076 CA/125 EA Bag Garbage 30X38 Black X‐Strong Y13 00924 Ralston 2973‐00 41 CA/200 EA Bag Garbage 30X38 Clear Strong Y14 00925 Ralston 2665‐01 128 CA/200 EA Bag Garbage 35X50 Black Regular Y15 00926 Ralston 2975‐00 84 CA/125 EA Bag Garbage 35X50 Clear Strong Y16 00927 Ralston 2985‐00 11 CA/100 EA Bag Garbage 35X50 Clear X‐Strong Y17 00928 Ralston 2675‐01 205 CA/125 EA Bag Garbage 35X50 Black Strong Y18 00929 Ralston 2685‐01 203 CA/100 EA Bag Garbage 35X50 Black X‐Strong Y19 00930 Ralston 2671‐01 5 CA/200 EA Bag Garbage 26X36 Black Strong Y20 00931 Ralston 2981‐05 117 CA/125 EA Bag Garbage 26X36 Yellow X‐Strong Y21 00932 Ralston 2661‐01 16 CA/250 EA Bag Garbage 26X36 Black Regular Y

Item Name: Garbage Bags



APPENDIX E – PRICING - DISPENSERS

Northern Alberta Homes (NAB)

LOCATIONHousekeeping

ClosetsHand Held Dispenser

Duo Dispenser

Quattro Dispenser

Single Dispenser

Duo Dispenser

Quattro Dispenser

TP ‐ Two Roll Mini

TP ‐ Large Roll

Other ‐ Describe

PT ‐ Single Fold

PT ‐ Multi Fold

PT ‐ Roll Pull Down

PT ‐ Roll Auto Disp

Rates Quantity Comments

Head Office Edmonton 0 0 0 0 0 0 0 18 0 0 0 0 27 6Southgate Edmonton 5 15 0 5 8 0 0 17 13 0 98 0 0 0Wedman Edmonton 1 0 0 1 4 0 1 41 0 0 30 0 40 0GS Place Edmonton 3 1 0 0 1 0 0 9 0 0 0 6 0 14Millwoods Edmonton 1 0 0 1 0 0 1 62 0 0 0 0 81 60Zetter Choice Edmonton 1 1 0 0 0 0 0 12 0 0 2 0 16 0Zetter Care Centre Edmonton 10 0 0 9 0 1 0 16 0 165 2 1 38 13Clearwater Rocky Mtn House 11 1 0 4 0 3 0 35 0 0 5 52 30 6Pembina Village Evansburg 1 0 1 1 0 0 0 10 0 65 2 32 23 2Stony Plain Care Stony Plain 8 0 0 8 0 0 1 0 31 20 36 0 193 0George Hennig Stony Plain 1 1 0 1 1 2 0 0 0 0 0 30 3 0Spruce Grove Centre Spruce Grove 1 1 0 1 2 1 1 34 0 0 33 4 1 0Good Shepherd Wetaskiwin 3 0 0 3 0 1 0 74 0 76 0 0 93 0NAB HOMES Total 46 20 1 34 16 8 4 328 44 326 208 125 545 101

Southern Alberta Homes (SAB) LOCATION

Housekeeping Closets

Hand Held Dispenser

Duo Dispenser

Quattro Dispenser

Single Dispenser

Duo Dispenser

Quattro Dispenser


TP ‐ large Roll

Other ‐ Describe

PT ‐ Single Fold

PT ‐ Multi Fold



Lee Crest Cardston 6 0 0 6 4 0 0 112 0 0 0 95 24 0Park Meadows Lethbridge 8 0 6 8 1 1 0 109 0 0 0 81 40 0West Highland Lethbridge 5 0 0 5 2 0 0 20 0 0 0 100 20 0Garden Vista Magrath 0 0 0 4 1 1 1 20 0 0 0 36 15 0Southridge Village Medicine Hat 9 0 3 9 1 1 0 130 0 0 0 0 56 89Vista Village Pincher Creek 3 0 0 3 1 0 1 68 0 0 0 57 0 9Prairie Ridge Raymond 10 0 0 10 2 0 0 98 0 0 0 85 37 0Linden View Taber 5 0 0 5 1 2 1 105 0 14 0 105 35 0SAB HOMES Total 46 0 9 50 13 5 3 662 0 14 0 559 227 98

British Columbia Homes (BC) LOCATION

Housekeeping Closets

Hand Held Dispenser

Duo Dispenser

Quattro Dispenser

Single Dispenser

Duo Dispenser

Quattro Dispenser


TP ‐ large Roll

Other ‐ Describe Single Roll

PT ‐ Single Fold

PT ‐ Multi Fold



Pioneer Lodge Salmon Arm 2 0 0 2 0 1 0 0 30 0 0 0 6 0Hillside Village Salmon Arm 8 0 0 8 0 1 0 4 30 0 0 31 0 40Heron Grove Vernon 9 0 0 8 2 0 0 0 16 0 0 25 10 0Mountainview ‐ LTC Kelowna 5 16 0 5 6 1 0 16 40 0 0 90 5 25Mountainview ‐ AL/LL Kelowna 6 0 0 4 7 1 0 19 0 0 91 0 0 54Village by the Station Penticton 8 0 1 8 2 1 0 10 0 95 0 0 10 20Christenson Village Gibsons 9 0 1 8 6 1 0 94 0 0 0 0 0 30Victoria Heights New Westminster 4 0 0 3 2 1 0 4 0 59 0 0 1 14BC HOMES Totals 51 16 2 46 25 7 0 147 116 154 91 146 32 183

GRAND TOTAL 143 36 12 130 54 20 7 1137 160 494 299 830 804 382

Paper Towel (PT) Dispensers

Project Name: Janitorial Cleaning ServicesSite/Location: GSS/GSC Facilities

APPENDIX 'E' ‐ Pricing ‐ DISPENSERS

Housekeeping Dispensers Toilet Paper (TP) DispensersKitchen Chemical Dispensers



APPENDIX F – PRO FORMA CONTRACT

Short Form Contract

Head Office: 8861 75 Street NW. Edmonton, AB. T6C 4G8

Company: The Good Samaritan Society, (a Lutheran Social Services Organization) and Good Society Canada (collectively known as the “Society”)

Legal Name:

(“Contractor”)

Address: Head Office 8861 75 Street NW Edmonton, AB. T6C 4G8

Address:

Phone: 780-431-3600, Option 8.

Phone:

Email: [email protected]

Email:

Contract No.: Project No.: Contractor Reference No.:

WHEREAS the Good Samaritan Society and Good Samaritan Canada operates supportive living and long term care homes in locations within the Provinces of Alberta and British Columbia;

WHEREAS the submitted their Proposal to RFP__________________________ with an RFP Closing Date of _____, the Contractor has agreed to provide professional Services related to _________ services operation and may perform other services as required by the Society in a non-exclusive manner;

WHEREAS the Contractor agrees to willingly provide ____________ Services to the Society’s clients as a preferred Contractor and has obtained all federal, provincial and municipal permits, required to provide the Services at the Society’s Facilities;

NOW THEREFORE in consideration of the premises, and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties covenant and agree as follows;

r;

Therefore the parties agree as follows:

1. Definitions:

.1 “Agreement” means this Agreement, Schedule A, Schedule B, Appendices, attachments (if any), and executed written amendment(s) to them as signed off by the authorized representative of the parties.

.2 “Confidential Information” means information and data not known generally outside the parties’ internal business, concerning each parties’ business, technical information, including information related to Inventions, know-how, trade secrets, processes, specifications, reports, manuals, customers, customer lists, confidential information, financial, marketing data and business plans.

.3 “Contractor” “Sub-Contractor” or “Seller” or “Vendor” means the legal entity that will enter into this Agreement with the Society.

.4 “Contract Price” means the purchase price or unit price of the Goods, and/or Services, as set out in this Agreement and all written amendment(s) to it, as signed off by the parties.

mailto:[email protected]

Contractor Name - Contract Number:

Head Office: 8861 75 Street NW. Edmonton, AB. T6C 4G8 Page 2 of 12

.5 “Deliverables” or “Goods” or “Materials” or “Work” or “Services means the deliverables, work, goods, materials, services or any item agreed to be supplied by the Contractor, including warranties, parts, maintenance, or parts of them.

.6 “GSC” means The Good Samaritan Canada, a faith-based charitable organization that operates care homes in the province of British Columbia.

.7 “GSS” means the Good Samaritan Society, (a Lutheran Social Service Organization), a faith-based charitable organization that operates care homes in the province of Alberta.

.8 “Inventions” means any intellectual property including technological innovations, discoveries, inventions, designs, formula, know-how, tests, performance data, processes, production methods, improvements to all such property and the like, regardless of whether or not patentable, copyrightable, or subject to trade-mark and further includes any recorded material, notes or records defining, describing or illustrating any such intellectual property developed as a result of this Agreement.

.9 “Intellectual Property” means all intellectual property rights and interests, including copyright, trademarks, designs, patents and other proprietary rights, recognized or protected by law.

.10 “Society” means The Good Samaritan Society and The Good Society Canada, their subsidiaries, agents, contractors, sub-contractors and employees, and for which the Goods and/or Services are being delivered. Society is a non-profit organization owning and operating facilities in Alberta and British Columbia.

2. Term: This Agreement starts from _____________ and terminates on ___________, unless terminated earlier in accordance with the requirements of clause 18 and clause 19 of this Agreement.

3. Notice: All notice(s) provided under this Agreement shall be in writing and directed to the parties identified at the above addresses.

4. Scope: Contractor agrees to provide the Services to the Society in a non-exclusive manner and the Society agrees to receive the Deliverables as detailed in Schedule A.

5. Description: Where applicable, the Goods must comply with all applicable law, (a) be of merchantable quality and free from defects in design, materials or construction, quality, workmanship (b) be fit for the purposes for which they are intended to be used (c) comply with the description stated in Schedule A (d) be new and unused, unless the Society has agreed otherwise in writing and (f) be packaged so as to protect the contents and keep them clean, dry and in a new condition until they are first used, if appropriate.

6. Delivery: Contractor agrees to provide the Deliverables as agreed, and acknowledge that the Society may suffer irreparable consequences should the Deliverables not be provided as agreed between the parties. If Deliverables are not provided as agreed, without prejudice to any right it may have under the law, the Society reserves the right to take one of the following actions: a) cancel the Agreement in whole or in part; b) refuse to accept any subsequent delivery which the Contractor may attempt to deliver; c) claim damages for any additional costs, loss or expenses it may have incurred which are attributable to the Contractor’s failure to deliver the Goods. Deliverables are deemed accepted after five (5) business days of delivery to the Society, unless the Society notify Contractor otherwise.



7. Title: Upon delivery to the agreed location and acceptance of the Deliverables by the Society (including off-loading, stacking, quality tests), all risks and title shall immediately transfer to the Society.

8. Warranty: Contractor warrants that the Deliverables do not breach any law or standard, (a) supply of the Goods are in accordance with this Agreement and will not infringe the rights of any person (b) when ownership is stated to pass in this Agreement, full ownership of the Deliverables will pass to the Society and no-one else has any rights in the Deliverables. (c) any documentation supplied with the Deliverables is adequate (in terms of both quantity and quality) to enable the Society utilise the Deliverables in the manner intended by the Society. All Deliverables are warrantied for twelve (12) months from the date of acceptance and/or the standard manufacturer’s warranty for the Deliverables. Additional warranty may be provided by Contractor as required. All rework are re-warrantied from the re-work completion date.

9. Standard of Care: Contractor is expected to provide the Deliverables with reasonable skill, care and diligence and in accordance with all codes, laws and any applicable good industry practices and standards of suppliers of such Deliverables, and in accordance with this Agreement.

10. Defect: Upon notification of defect, Contractor shall promptly remedy the defect, re-perform or rectify all deficiencies immediately upon being notified of defect, and at no additional cost or expense to the Society.

11. Equipment: Where applicable, Contractor shall provide and keep on worksite, all equipment necessary to provide the Deliverables as required by the Society. Upon completion of Deliverables, the work site must be cleaned, be free from debris, and the site left in as clean a state as was found. All equipment required for the Work must be in optimum working condition and must be project inspected and certified by the relevant authority. All equipment, including motorised and non-motorised equipment must be cleaned inside and outside (e.g. free of leaks, staining, vegetation and soil) and be in good repair condition, prior to their arrival on the work sites. Cleaning requires pressure washing or steam cleaning and where required, may include sterilization (e.g. 1-2% bleach solution). A list of Equipment to be provided under this Agreement (if any), are listed under Schedule B.

12. Price: The rates and amounts payable under this Agreement are detailed on the attached Schedule B.

13. Payment: Contractor shall submit reporting, invoices and supporting documents (e.g. packing slips, time tickets, warranty, manuals, drawings etc.) as agreed between the parties, and in a format acceptable to the Society. Final payments shall be paid once Deliverables are one hundred (100) percent completed and accepted by the Society, including the clean-up, submission of as-built drawings (where applicable), manuals, warranty documents etc. Payment terms are detailed on the attached Schedule B.

14. Payment for labour and supplies: As required, Contractor shall pay all of its suppliers of labour and materials to avoid controversies. If required, the Society may pay the said suppliers on behalf of the Contractor and deduct such payments from any monies owed to Contractor. If such payments by the Society exceed the balance of any monies due to Contractor, Contractor’s will be liable for the balance and promptly pay such excess amount to the Society.

15. Workers Compensation Board (WCB): Contractor is responsible for complying with the Workers’ Compensation Act and Regulation appropriate to each work site jurisdiction, as amended from time to time, applies, and all other required benefit or burdens to its employees, workers, contractors, sub-contractors, agents, vendors etc. as required under the law. Contractor will provide and maintain workers compensation insurance for the duration of the Work scope, inclusive of personal coverage for all personnel not automatically covered by the Workers’ Compensation Act and Regulation. Prior to the



commencement of Work and the release of the final payment, Contractor shall deliver to the Society the clearance letters from the Worker’s Compensation Board (WCB) Alberta and Worksafe British Columbia (Worksafe BC) showing that the Contractor is registered and in good standing with WCB.

16. Set-off: The Contractor agrees that the Society may set off payments against any monies that may be owing to the Society by Contractor with respect to this Agreement and/or any other related or unrelated agreement(s).

17. Change Order: Contractor may submit a written change order request to the Society, where Contractor is concerned that a requested Deliverable is out of scope of the current Agreement. The Society shall consider the request and acting reasonable, may accept or reject the change order request, providing feedback to Contractor. Contractor agree that prior to commencing any such work, the written change order document is approved by the Society and issued to Contractor. Invoices for Deliverables completed without a proper authorised change order or amendment to the Agreement may not be paid by the Society. The Society may request a Change Order for any reason including, weather delays, change in applicable law, protest actions, Contractor caused delay, events of Force Majeure or other contingency matters. Any adjustment to the price and project schedule as a result of such change request, shall be mutually agreed by the parties, acting reasonably.

18. Termination:

.1 In the event of a material breach of this Agreement, or upon either party becoming bankrupt or insolvent, goes into liquidation or ceases to carry on business, either party may promptly terminate this Agreement without owing any liability to the other party. Notwithstanding the forgoing, the Society reserve the right to immediately modify or terminate this Agreement due to fraud, gross negligence, willful default, an act or omission of the Contractor contrary to this Agreement;

.2 The Society may terminate this Agreement for convenience at any time and without cause, upon giving thirty (30) days prior written notice to the Contractor. If the Society terminates this Agreement for convenience, Contractor shall be paid for Services completed in accordance with this Agreement up to the effective date of termination, and where applicable, the actual reasonable demobilization costs incurred by the Contractor with respect to the termination. Contractor must provide receipts and other supporting document(s) to justify any such demobilization claim under this provision.

19. Force Majeure: Neither party shall be considered in breach of this Agreement to the extent that the performance of their respective obligations is prevented by an event of force majeure and that could not have been prevented by reasonable diligence, such as but not limited to, unusually severe weather, protest actions, earthquakes, fire, wind, explosion, acts of war or terrorism, loss or delay of or damage to long lead items in transit, builder's risk events, off-site strikes and other events that result in unsafe working conditions and or difficulty in accessing the work site. The party (the “Affected Party”) prevented from carrying out its obligations hereunder shall give notice to the other Party of an event of Force Majeure upon it being foreseen by, or becoming known to, the Affected Party. Any force majeure event that occurs and its effect continue for a period of sixty (60) days, either the Society or Contractor may give to the other a notice of termination. (If the Society is paying fees during Force Majeure, then Contractor should not have a termination right, he/she is being paid), which shall take effect thirty (30) days after the giving of the notice. If, at the end of the thirty days period, the effect of the force majeure continues, the Agreement shall be deemed terminated.

20. Indemnity:



.1 Contractor shall indemnify and hold harmless the Society, their subsidiaries, employees and agents, against and from all third-party claims, demands, actions, or costs (including legal costs on a solicitor-client basis) to the extent arising from that party’s breach of this Agreement.

.2 Contractor shall indemnify and hold harmless the Society, their subsidiaries, officers, employees, representatives, contractors, sub-contractors, vendors, suppliers, customers and agents in full, against and from any loss or damage to the real or personal property of the Society, to the extent arising from the Contractor’s breach of this Agreement or from negligence, other tortious act or willful misconduct of the Contractor, or those for whom it is legally responsible.

.3 Nothing in this Agreement excludes or maybe construed to exclude or limit the liabilities of the parties with respect to strict liability offences, including death, personal injury or other activities caused by negligence, fraud or fraudulent misrepresentation, or exclude any other matter required by law not to be excluded.

21. Limitation of Liability: Notwithstanding any of the foregoing, the Society’s total liability under this Agreement is limited to this Agreement value, whether in contract, tort, strict liability or any other offences, including for negligence, breach of statutory duty, misrepresentation, restitution or other offences.

22. Insurance:

.1 At its own expense and without limiting its liability under this Agreement, Contractor shall insure its operations, and maintain throughout the Term, and for a period of 12 months following the completion or termination of this Agreement:

(a) General and/or public liability insurance coverage for personal and bodily injury, property damage in the amount of $2,000,000.00 per occurrence;

(b) Comprehensive automobile coverage of $1,000,000.00 for bodily injury and property damage arising from the operation of all vehicles owned, operated or licensed, hired and non-owned vehicles;

(c) Errors and Omission or Professional Liability insurance of $1,000,000 per occurrence;

(d) Broad umbrella insurance of $1,000,000.00, above and beyond clauses 22.1(a) and 22.1(b) above, without gaps in limit; and

(e) Any other insurance coverage required by law in the jurisdiction in which Work under this Agreement is being performed.

.2 Contractor shall provide the certificates for the above required insurance to the Society, including the below endorsements:

(a) name the Society as additional insured on the policy;

(b) make the above insurances as primary insurance with respect to any other insurance or self-insurance programs afforded to or maintained by or for the benefit of the Contractor;

(c) an undertaking by the insurers that the policies are in full force and effect, and shall provide thirty (30) days’ prior written notice to the Society before cancellation and/or annulled of the policy; and

(d) a waiver of subrogation of claims in favour of the Society.

.3 Contractor shall ensure that all its subcontractors obtain and maintain similar liability insurances sufficient to meet the requirements in clause 22.



.4 If Contractor fails to provide the required coverage and supporting documents, the Society may place the insurance coverage on the operations of the Contractor, paying the premium for the coverage and charging the same to the Contractor.

23. Safety: During performance of the Deliverables, Contractor agrees to comply with all laws in effect at each Work jurisdiction, including strictly comply with all current and future Society’s health, safety and environmental requirements, rules and procedures for each work site, Occupational Health and Safety (OHS) requirements, medical test(s) when required, and also comply with all Food Safety laws and requirements applicable to Alberta and British Columbia related to the Deliverables. Contractor agrees to flow through these requirements to all its contractors, sub-contractors, employees, trades and vendors that provide Deliverables on behalf of Contractor under this Agreement.

24. Code of Conduct: Contractor agrees that it, and any of its workers providing Deliverables under this Agreement, shall comply with the Society's ethics and codes of conduct during performance of this Agreement.

25. Environment: Contractor agrees to follow the Society’s’ specific environmental policies and procedures including, waste management, general environmental protection measures, emission control and other procedures that are applicable to the Deliverables, and to obey environmental laws and regulations that protect the water, land, air, biota and wildlife.

26. Non-Solicitation: During the term of this Agreement, the parties will not directly or indirectly solicit or induce or attempt to solicit any employees of each other to leave their employment, except where the employee seek the employment through the normal public employment process.

27. Confidential Information:

.1 The parties agree to keep strictly confidential all information of each other and that of third parties, acquired as a result of their participation under this Agreement, and only use, copy or disclose such information as necessary for the performance of the Deliverables, upon written authorization of the other party and as required by law. Contractor shall maintain security standards, including control of access to data and other information, consistent with the highest standards of business practice in the industry.

.2 No press release or other public announcement relating to this Agreement will be issued by the Contractor without the prior written authorization of the Society.

.3 The parties agree that Confidential Information, Inventions, and non-solicitation provisions are reasonable, enforceable and independent of one another.

.4 Confidential Information does not include information which is already available to the public through no act or omission on the part of Contractor or information which is required to be disclosed by a court of law, in which case, Contractor shall immediately notify the Society of such request, providing the Society reasonable opportunity to seek remedy prior to the release of the information.

.5 Upon termination of this Agreement, Contractor shall return and/or destroy all Confidential Information relating to the Society’s business in their possession, custody or control. Contractor shall make no further use of such documents after the termination of this Agreement.

.6 The Health Information Act (HIA) imposes obligations on the Society, its employees and affiliates regarding the privacy and confidentiality of client records. In the course of carrying out this Agreement



Contractor may have access to confidential client information. Contractor acknowledges that he is bound by all terms and conditions imposed in the Act.

.7 The Freedom of Information and Protection of Privacy Act (FOIP) imposes obligations on the Society, its employees and affiliates regarding the privacy and confidentiality of client records and shall not disclose the terms, except for necessary disclosure as required by law. Contractor agree to provide timely notice to the Society of any request for disclosure required due to the Freedom of Information and Protection of Privacy Act (FOIP) and cooperate in coordinating any required response.

28. Personal Information and Privacy Act (PIPA): Contractor is responsible for the collection, use and disclosure of personal information for its employees, sub-contractors, vendors, agents and/or third parties, providing Deliverables under this Agreement and must comply with all laws applicable to privacy in the applicable jurisdiction. Contractor declares that it has obtained written consent from such individuals prior to the use of their personal information.

29. Intellectual Property (IP): Each party shall retain ownership of the intellectual property provided in the performance of this Agreement. The Society shall own and retain all rights to the results and all Inventions resulting from this Agreement. Contractor irrevocably assigns all rights, title and interest in such IP and Inventions to the Society or their nominee without requiring any additional compensation to the Contract Price. Contractor shall sign all applications for, and assignments of, patents, trademarks, copyright or other interests therein required by the Society and shall sign all other writings and perform all other necessary acts, as well as provide support to the Society, with respect to IP or Inventions relating to this Agreement.

30. Consent: Contractor understands and agrees that the Confidential Information, Inventions, and Non-Solicitation provisions above are reasonable, enforceable and independent of one another, should any provision be found unenforceable by a court of law. Further, Contractor understands that a breach of any of these provisions may constitutes cause for termination of this Agreement and that such breach may cause irreparable harm which may be remedied by injunction, damages and/or any other legal redress the Society may choose to pursue to repair, mitigate or eliminate the breach.

31. Assignment: Contractor agrees that it will not assign or delegate any of its obligations under this Agreement without the express prior written consent of the Society, which may not be unreasonable withheld.

32. Severability and Modification: Each provision of this Agreement is severable from every other provision. If any provision contained in this Agreement is deemed invalid, illegal or unenforceable by a court of law, such provision shall be severed from this Agreement and made ineffective to the extent of invalidity, illegality or unenforceability in such jurisdiction and in such circumstances. The remaining provisions of this Agreement shall remain in full force and effect.

33. Waiver of Breach: Failure of either party to require the performance of any term or condition of this Agreement, shall not prevent a subsequent enforcement of any such term or any other term nor will it be deemed a continuing waiver of the breach or waiver of any other subsequent breach of any other term or condition under this Agreement.

34. Amendment: Any amendment or alteration to the terms and conditions of this Agreement must be in writing and executed by the authorized representative of the parties.

35. Audit: Contractor shall retain all documents relating to this Agreement for seven (7) years from the Agreement end date, and upon request, shall provide the documents to the Society for inspection and audit. Contractor further agrees to provide support and assistance to the Society during audit relating to the Deliverables provided under this Agreement. The Society reserve all powers necessarily incidental to



conducting an audit of these records including, without limitation, the right to have access to, inspect and take copies of Contractor's books and records in connection with this Agreement. Contractor shall require their sub-contractors, vendors and others providing work under this Agreement to provide similar obligations to the Society.

36. Withholding Tax: Contractor agrees that, pursuant to the provisions of the Income Tax Act, Canada, the Society is empowered to withhold an amount of fifteen (15%) percent of the price to be paid to the Contractor, if Contractor is a non- resident of Canada as defined in the said Act, unless Contractor provides the Society with a letter from the CRA authorizing a waiver or reduction of the withholding amount. Where the withholding is applicable, this amount will be held on account with respect to any liability for taxes which may be owed to Canada.

37. Governing Law: This Agreement shall be governed by the laws of the Province of Alberta.

38. Enure: This Agreement shall enure to the benefit of and is binding upon the successors and assigns of the parties to this Agreement.

39. Independent Contractor: Contractor is and shall remain an independent contractor from the Society.

40. Time of Performance: Time is of the essence in this Agreement.

41. Order of Precedence: In the case of conflicts, discrepancies, errors or omissions, the documents and amendments to them shall take precedence and govern in the following order:

(a) this Agreement;

(b) Schedule A – Scope of Work;

(c) Schedule B – Payment;

(d) Amendments to them;

(e) RFQ; and

(f) Contractor’s submitted Response to the RFQ.

42. Entire Agreement: This Agreement constitutes the entire agreement between the parties and supersedes all prior agreements, understanding, discussions, negotiations, statements, promises and/or representations made or given by either party, including all terms and conditions which Contractor may purport to apply under any acknowledgement or confirmation of order, quotation, specification or any other document. Each order or acceptance of a quotation to purchase Goods by the Society from the Contractor shall be deemed to be subject to the terms and conditions of this Agreement.

43. IN WITNESS thereof, the parties execute this Agreement by their authorized representatives’ signatures below:

Company: The Good Samaritan Society (a Lutheran Social Services Organization) and Good Samaritan Canada:

Contractor’s Legal Name:

Signature:

Signature:

Name:

Name:

Title:

Title:

Date:

Date:



SCHEDULE ‘A’ – SERVICES/SCOPE OF WORK/DELIVERABLES

The minimum Deliverables required from the Contractor includes:

1. Work In accordance with the Work level requirements, the Contractor will perform the following:

(a) Detail Work/Deliverable.

2. Work Timetable

Contractor will perform the Work no later than the completion dates specified as follows:

Item No.

Qty. Work/Deliverable Completion Date

1. Identify Work item (Month/day/year)



4.



SCHEDULE ‘B’ – PAYMENT

Contractor is required to adhere to the following:

1. Hours of work

.1 To be determined.

.2 Contractor’s hours of Work are expected to be between 8:00 am to 4:00 pm Alberta times, Monday to Friday unless agreed by the Society.

2. Payment

.1 Contractor shall submit weekly/bi-weekly/monthly/quaterly invoices and supporting documents, in a format acceptable to the Society. Payment term for all invoices are net thirty (30) days from the invoice and supporting documents receipt date. All invoices must be sent to [email protected], copying MATMAN@gss,org. For invoice inquiries, please call the Society at 780-461-3600 and select option 6.

.2 Any request for escalation in rates or materials during the performance of the Services must be supported by a written document from the manufacturer, and/or Consumer Price Index (CPI). Notwithstanding the foregoing, no rate change is applicable to this Agreement until twelve (12) months after the Contract start date.

3. Payroll Burdens

Contractor is responsible for paying all payroll burdens, Employment Insurance (EI), Canada Pension Plan (CPP), Living Out Allowances (LOA) and any other required payroll burden required to be paid for itself, employees, contractors, sub-contractors, vendors and other personnel, providing Services under this Agreement.

4. Reimbursable Expenses

Where applicable, travel and approved expenses must be reimbursed at cost price, with submission of the supporting documentation by the Contractor. No interest or markup is payable on expenses. All expenses must be pre-approved by the Society’s authorized representative in writing before the expense is incurred.

5. Markup

No mark-up is allowed on all supplies, materials, labour and/or equipment, including freight, administrative charges etc. The third-party quotes, plus other supporting documents must be attached to the invoice prior to submission to the Society.

6. Contractor Personnel

Contractor will perform the Services at the rates specified below. All pricing and rates are inclusive of all benefits, payroll burdens, taxes, overhead and administration charges, incentives (if any), fuel, small supplies, completion of pre-job orientation trainings and each site-specific safety training requirements:

No. Qty. Role Description Base Rates

Overtime Rates

Statutory Holidays Rates

LOA Rates

mailto:[email protected]



1. 1

2.

7. Personnel Certification

.1 Contractor will ensure that he is in good health prior to attending any of the Society’s facility and have received all the required immunization for such Facility.

.2 Contractor shall also ensure that he has all required certification to participate in food safe activities in compliance with all the applicable federal and provincial health Acts, regulations and requirements as approved by the relevant province.

.3 Contractor is required to submit to the Society, current copies of all required current certification for Environment for Scheduling Personnel (ESP), Food Safe 1 and/or Food Safe 2, as applicable to the dining Services for British Columbia, and/or ESP, Food Safe Certification AB, Food Safe Basic AB, relevant to the Services under this Agreement, and as required by the government of the provinces of Alberta and British Columbia.

.4 Contractor is responsible for the payment of all current certification and insurance, and to ensure that the documents are maintained at appropriate level throughout the performance of the Services.

.5 And any other training and/or certification required by the industry to perform the Work related task(s).

8. Facilities and Equipment

.1 The Contractor will provide all tools, supplies, consumables, and small parts necessary to complete performance of the Services.

.2 All equipment, including motorised and non-motorised equipment (e.g. matting, bridges, pumps, light towers, tanks, generator sets, hydro vacs etc.) must be cleaned inside and outside (e.g. free of leaks, staining, vegetation and soil) and be in good repair condition prior to their arrival to the Work sites. Cleaning requires pressure washing or steam cleaning and where required, may include sterilization (e.g. 1-2% bleach solution).

(a) The Society will not pay for any equipment found to be inoperable or broken down, nor will it pay for any cost associated with removing, repairing or replacing such equipment.

(b) Any time loss or expense incurred by The Society, due to the Contractor’s equipment not working to its optimum capacity, may be attributed to the Contractor’s account solely at The Society’s discretion.

No.

Manufacturer Name

Year

Quantity

Serial/Model Nos.

Description Unit Price

Timeline/Duration

Mark-up

Total Amount

1 $ -

2 $ -



3 $ -

4 $ -

Total $ -

9. Vulnerable Sector Police Check

.1 Prior to commencing work at any of the Society’s facilities, Contractor shall perform vulnerable sector police information check and provide the current (not more than 2 months old) police clearance document to the Society.



APPENDIX G – RFQ TERMS AND CONDITIONS

RFQ Terms and Conditions


REQUEST FOR QUOTE (RFQ) TERMS AND CONDITIONS

1. Terminology

Throughout the RFQ, terminology is used as follows:

1. “Alberta Time” means Mountain Standard Time (MST) for the Province of Alberta, Canada;

2. “Business Day” means 8:00 to 16:00, Alberta time, Monday to Friday, excluding statutory and public holidays observed by the Society;

3. "Contract" means the written legally binding agreement between the Parties, specified in the written agreement and every other document specified or referred to in any of them as forming part of the Contract, all as amended from time to time, by the agreement of the Parties;

4. "Contract Price" means the amount expressed in the Contract to be payable to the Sub-Contractor for the Goods, Services, and/or Work, and could be in the form of Purchase Order(s) (PO);

5. “Evaluation Team” means individuals who will evaluate the Responses on behalf of the Society.

6. “Goods”, “Services”, "Work" means the whole of the activities, goods, services, materials, equipment, software, matters and things required to be done or parts thereof, delivered or performed by the Vendor in accordance with the terms of the Contract;

7. “GSC” means The Good Samaritan Canada, a faith-based charitable organization that operates care homes in the province of British Columbia.

8. “GSS” means the Good Samaritan Society, (a Lutheran Social Service Organization), a faith-based charitable organization that operates care homes in the province of Alberta.

9. “Intellectual Property” means all intellectual property rights, interests, including copyright, trademarks, designs, patents and other proprietary rights, recognized or protected by law.

10. “must” or “required” or “shall” means a requirement that must be met in a substantially unaltered form for the Response to receive consideration;

11. “Society” means the Good Samaritan Society, the Good Samaritan Canada, its employee, clients, agents, subcontractors and authorized representatives, for which the Goods, Services and/or Work are being delivered;

12. “Party” means the Society or the Sub-Contractor or any other signatory to the Contract and "Parties" means all of them;

13. “Price” means the total amount, including all costs, fees, expenses and charges, to be charged by the successful Vendor(s) for the delivery of the RFQ requirements. Each of the Vendor’s Quote must include its Price.

14. “Response” or “Quote” means the Vendor’s submission to the Society in response to an RFQ, and could be in the form of a quote, signed submission form and/or proposal pricing information.

15. “Request for Quotes” or “RFQ” means the solicitation documents for the Goods, Services and/or Work, addenda (if any), specifications, drawings, electrical components, appendices, attachments etc.

16. "Specifications" means the functional or technical description of the Goods, Services and/or Work set out or referred to in the Contract, including specifications, drawings, electrical components, samples and models, and further includes, any such description set out or referred to in any brochure, product literature or other documentation furnished by the Society in relation to the Goods, Services and/or Work or any part thereof;



17. “Vendor” or “Sub-Contractor” or “Seller” or “Respondent” means the person or legal entity responding to the RFQ with a Response or quote for the supply of the Goods, Services and/or Work, as required under the RFQ.

18. Headings are used for convenience only, and do not affect the meaning or interpretation of the clauses.

19. Words in the singular include the plural and vice versa.

2. RFQ Availability

1. RFQ documents are available by written invitation from the Society, and/or as provided on the Society’s website and other websites.

2. The Society assumes no responsibility or liability for the completeness of any RFQ documents, addenda updates or amendments obtained from a source other than from the Society. Vendor should contact the Society for incomplete RFQ documents or if any error or omission is discovered on the posted RFQ prior to the RFQ closing date.

3. Addendum

1. The Society may issue any number of addenda to the RFQ in its sole discretion.

2. Addenda (where applicable) will be made available to all Vendors on record that expressed interest to the RFQ.

3. By providing a Response to the Society, the Vendor confirms receipt of all addenda issued for the RFQ, if any.

4. RFQ Response

1. It is the Vendor's responsibility to:

1. return a signed copy of the Response form, duly completed in the requested format to

the Society.

2. direct its Response to the RFQ receiving address specified on the RFQ.

3. ensure that the Vendor's name, the RFQ reference number, and the RFQ Closing Date and Time are clearly visible and adhered to.

2. provide a comprehensive and sufficiently detailed Response, including a breakdown of all costs, fees, expenses, specifications, drawings etc. and charges associated with full delivery of the requirements over the whole of the life of the Contract. This will enable the evaluation team to complete a full evaluation of the Response in accordance with the criteria’s set out in the RFQ.

3. to notify the Society at once, if a Vendor finds discrepancies, ambiguities and/or omissions in the RFQ documents, specifications, drawings, addenda, or in any other part of the RFQ or if a Vendor is in any doubt as to their meaning.

4. Timely and correct delivery of Response to the RFQ Response address is the sole responsibility of the Vendor. The Society will not assume or have transferred to it those responsibilities. All risks and consequences of incorrect delivery of Response are the responsibility of the Vendor.

5. Inquiries

1. When submitting inquiries, please identify the RFQ title and number on the e-mail subject line.



2. If an inquiry requires an interpretation or modification of the RFQ, the response to that inquiry may be issued in the form of a written addendum.

3. Please submit inquiries as early as possible before the RFQ Closing Time. If an inquiry requires an interpretation or modification of the RFQ, but is received too close to the RFQ Closing Time to permit issuance of an addendum, the Society may be unable to respond to that inquiry.

4. Any replies to inquiries or interpretations or modifications of the RFQ made verbally is not binding on the Society.

6. Amendments and Withdrawal

1. Vendors may amend their Response prior to the RFQ Closing Date and Time by submitting a clear and detailed e-mail notice to the Society.

2. A Response may be withdrawn provided a written request to do so is received by the person identified on the cover page of the RFQ prior to the RFQ Closing Date and Time.

3. No design change, modification to the Goods, Services and/or Work, or amendment to the Contract shall be binding unless it is incorporated into the Contract by written amendment or design change and executed by the authorized representatives of the Parties.

4. All notice shall be in writing and delivered by hand, courier, registered mail, facsimile or other electronic means that provide a paper record of the text of the notice. It must be addressed and sent to the contact and address identified on the RFQ. Notice shall be deemed effective on the day it is received by the Society.

7. Title

1. Except as otherwise provided in the Contract, title to the Goods, Services and/or Work, or any part thereof shall vest in the Society, upon receipt and acceptance of the Goods, Services and/or Work by the Society or its designated representative.

8. Conduct of the Work

Vendor represents and warrants that:

1. it is competent to provide the Goods, perform the Services and/or Work as required by the Society; and

2. it has the necessary qualifications, including knowledge, skills, manpower and experience to provide the Goods, Services and/or Work, together with the ability to use those qualifications effectively for the Society’s required purposes.

3. it will provide the Goods, Services and/or Work with reasonable skill, care and diligence and in accordance with all codes, laws and any applicable good industry practices and standards, of suppliers of goods, materials and services equivalent to, or the same as the Goods, Services and/or Work, all deliverables and in accordance with the RFQ.

9. Waivers

1. Vendors shall not have any claim for compensation of any kind as a result of participating in the RFQ process, and by providing a Response to the Society, each Vendor shall be deemed to have waived its right to make a claim.



2. The waiver by the Society of a breach of any term or condition of the RFQ shall not prevent the enforcement of that term or condition by the Society, in the case of a subsequent breach, and shall not be deemed or construed to be a continuing waiver of any subsequent breach.

10. Language

1. All Responses, including attachments, specifications, drawings, presentation materials, other information, resumes, reference letters, etc. must be submitted in English.

11. Public Opening

1. Responses will not be opened in public.

12. Retention of Responses

1. Responses and accompanying documentation, upon receipt by the Society, will become the property of and will be retained by the Society for a period not to exceed six (6) months from the receipt date.

13. Response Irregularity or Non-Compliance

1. The Society reserve the right to waive an irregularity or non-compliance Response with respect to the RFQ requirements, where the irregularity or non-compliance is minor or inconsequential. The determination of what is or is not a minor or inconsequential irregularity or non-compliance, and the determination of whether to waive or not waive the irregularity or non-compliance, shall be at the Society’s sole discretion.

14. Response Evaluation

1. Vendors are deemed to understand and agree that the Response provided by them will be

evaluated against the evaluation criteria in the RFQ by the Evaluation Team, and in accordance

with the Evaluation Team's best judgment and discretion, the Vendor(s) best qualified to provide the required Goods, Services and/or Work to the Society will be selected.

2. In the event of any mandatory qualification requirements, Vendors meeting the mandatory requirements identified in the RFQ, will have their Responses evaluated further.

3. All ratings will be confidential, and no totals or scores of such ratings shall be released to any Vendor.

15. Evaluation Criteria

1. The Evaluation Team will use its best effort to evaluate the Responses using a combination of technical and commercial criteria, and will award based on the best total value to the Society.

2. The ratings are confidential, and no totals or scores of the ratings will be released to any party, outside of the Society’s representative(s) who has a need to know.

3. From time to time, the evaluation criteria on Table 1 below may be changed by the Society, depending on each of the purchasing/solicitation requirements.

Table 1

Description WEIGHT



1. Technical terms (fit for purpose): a. Meet or exceed specifications b. Quality c. Drawings

%

2. Commercial terms: a. Equipment listed (understanding of

project requirement demonstrated) b. Delivery timeline

c. Rebates/incentives that adds value for GSS/GSC benefit

%

SUBTOTAL: %

4. Pricing Proposal (Value for money) Total costs over whole of life costs

%

TOTAL Weightings: 100%

16. Rejection of Response(s)

1. At the Society’s sole discretion, any or all Responses may be rejected.

17. Clarification and Interviews (if any)

1. At any time during the evaluation process, the Society may ask the Vendor to clarify statements made in their Response. Following receipt and evaluation of the Response from a Vendor, the Society may modify the evaluation score based on the clarifying information.

2. If interviews are held:

1. the interviews will take place at a place and time determined by the Society, anticipated to be within ten (10) Business Days after the RFQ Closing Date and Time.

2. The Society will notify applicable Vendors of the interview date, time and location no later than two (2) Business Days prior to the scheduled interview.

3. representatives of the Vendor's firm, the Vendor's team lead for the project, and key personnel designated by the Vendor, including major subcontractors, will be required to attend the interview.

4. following receipt of clarifying information, and interviews (if any), the evaluation team may modify their initial evaluation scores to reflect the clarifying information.

5. The Society will not consider unsolicited supplementary or clarifying information received from Vendors after the RFQ Closing.

18. References

1. The Society may conduct reference checks of the Vendor or their proposed resources. The Society may contact references, including references other than those submitted by the Vendor. Following the reference checks, the evaluation team may modify their initial evaluation scores to reflect the clarifying information, solely at the Society’s discretion.



19. Contract Provisions

1. Vendors, by providing a Response, are deemed to have accepted each of the provisions of the Contract (attached) in Schedule C exactly as drafted. Schedules and Appendices to the Contract (if any) and any blank items will be completed by the Society when preparing the Contract to be entered with the successful Vendor for the RFQ.

20. Subcontracting

1. The Society’s consent to a subcontract shall not relieve the successful Vendor from its obligations under the Contract, or be construed as authorizing any liability on the part of the Society to any of the Vendor’s subcontractor.

21. Substitution

1. If the Vendor becomes aware that any of its personnel or team member is unable to participate in the Vendor’s team after the RFQ Closing Date and Time, Vendor must immediately advise the Society, and provide all relevant information with respect to the proposed substitute personnel or team member to replace the team member.

2. Solely at its discretion, the Society may consider whether or not a proposed substitution:

1. Provides an unfair advantage to the Respondent; or

2. Jeopardizes or delays the RFQ evaluation process.

3. The qualification of the proposed substitute personnel or team member must be equivalent or better than the qualification of the original personnel or team member being replaced.

22. Holdback

1. Vendor should note that the Society’s requirements for the proposed Goods, Services, and/or Work contain provisions for holdbacks on all payments, including holdbacks in accordance with applicable legislation of the jurisdiction in which the Goods, Services, and/or Work are to be performed, including the non-resident withholding tax required by the Canadian government.

2. Withholding Tax: Seller agrees that, pursuant to the provisions of the Income Tax Act, Canada, the Society is empowered to withhold an amount of fifteen (15%) percent of the price to be paid to the Seller, if Seller is a non- resident contractor as defined in the said Act. This amount will be held on account with respect to any liability for taxes which may be owed to Canada.

23. Insurance

1. The successful Respondent will provide insurance certificates as required in the Insurance section of the Contract. The insurance requirement in the Contract will be updated accordingly when the Contract is finalized.

2. Respondent must ensure that all its subcontractors obtain and maintain insurance sufficient to meet the requirements of their Work under the project.

24. Debriefing

1. The Society may debrief Vendors on their Response, at the written request of the Vendor, and after the completion of the RFQ process and signing of Contract with the successful Vendor(s).



25. No Liability

1. The Society does not, by issuing the RFQ or by any communication or documentation made or provided in connection with the RFQ, incur any duty of care or contractual obligation to any interested party, Vendor, or other person, and expressly disclaims any liability or obligation to any interested party, Vendor, or other person in connection with the RFQ.

2. Statements in the RFQ are the Society’s expectations in relation to the project, the RFQ process, the procurement schedule are relied upon or acted upon by interested parties, Vendors and other persons solely at their own risk.

3. The Society may amend, suspend, postpone, cancel, or extend the Closing Date of the RFQ at any future stage of the procurement without incurring liability to any interested party, Vendor, or other persons.

4. The Vendor is responsible for all costs of preparing and providing its Response to the Society.

26. Publicity

1. No press release shall be issued by the Vendor, any interested parties or other persons in relation to the project without first obtaining the prior written consent of the Society. A breach of this provision may result in the disqualification of the Vendor from the RFQ process.

27. Consent of Surety

1. Where applicable, the Vendor may be required to provide with its Response, a "Consent of Surety" by a surety company licensed to conduct business as a surety company in the jurisdiction in which the Goods, Services and/or Work is located, stating that if the Vendor is the successful Vendor, then the surety providing the Consent agrees to supply the required Performance Bond and Labour and Material Payment Bond as required by the Society.

28. Performance, Labour and Material Payment Bonds

1. If required by the RFQ, the successful Vendor shall provide a Performance Bond and a Labour and Material Payment Bond, each in the amount of Fifty Percent (50%) of the Contract Price, issued by a surety company licensed to conduct business as a surety in the jurisdiction in which the Goods, Services and/or Work is located, within seven (7) days of the date of the execution of the Contract. Unless otherwise specified, the bonds shall be in the most current form of the bonds approved for use by the appropriate authority.

29. Personal Information and Privacy Act (PIPA)

1. Vendor acknowledge responsibility for the collection, use and disclosure of personal information with respect to providing the Goods, Services and/or Work deliverables under the RFQ, and agree to comply with all laws applicable to privacy. The Vendor consents, and has obtained the written consent from its personnel, or any individual identified in its response to use their personal information in their Response.

30. By-Law(s), Acts and Regulations

1. Vendor shall comply with the provisions of all laws, now in force or in force after providing the Response to the Society, or parts thereof, that expressly or by implication apply to this RFQ or resulting Contract, including, local, regional, municipal, city and Aboriginal laws, Acts, statues, by-



laws and regulations etc., that apply to the provision of the Goods, Services, Work and parts of it thereof, including the Alberta’s Workers’ Compensation Act, as amended from time to time.

31. Legal Jurisdiction

1. The RFQ is governed and interpreted in accordance with the laws in force in Alberta. The Vendor irrevocably attorns to the exclusive jurisdiction of the Courts in Alberta. This provision shall survive the termination or conclusion of the RFQ and the resulting Contract.

END OF RFQ TERMS AND CONDITIONS.