Eastern Lands and Sussex - Maintenance Management Contract

The CS Branch manages contracts which provide high quality maintenance services for the Commission’s urban sites as well as summer and winter maintenance of major federal institutions in the Capital, such as Parliament Hill. Effective maintenance and lifecycle management is required for a diverse mix of urban assets, ranging from preservation of urban conservation areas to naturalized meadow parkways to active downtown parks which host major national events. The overall objectives of the maintenance practices are to ensure public health and safety, protect and preserve assets, and provide for an enjoyable experience of NCC sites in keeping with their key role as part of the Nation’s Capital. In achieving these objectives, the NCC is committed to planning, developing and implementing all of its programs and activities in a manner designed to minimize adverse effects on the environment and ideally enhance the environmental resources under its responsibility.
The CS Branch also delivers visitor products and services such as parks and recreational facilities, green spaces, the Capital Pathway, the Floral Program, the Rideau Canal Skateway and the Sunday Bikeday program. As part of its mandate, the CS Branch delivers support services to events that enhance the positioning of the Capital as a key destination for Canadians.
The National Capital Commission (NCC) is proceeding with a Request for Proposal (RFP) for the provision of Maintenance Management Services, for the Eastern Lands and Sussex.
The maps included with this RFP clearly present the boundaries of the Contract with respect to the location where the work is to be performed.
Eastern Lands Contract Sites:

Aviation Parkway
Diplomatic Precinct
Lady Grey Drive
Laurier House
Rideau Falls and Green Island Park
Rockcliffe Park
Sir George-Étienne Cartier Parkway
Rockcliffe RockeriesScope of Work

The Maintenance Management Contract consists of providing Landscape and Civil Maintenance as well as Snow and Ice Control and Waste/ Cleaning Operations on NCC Sites located within the National Capital Region as more precisely indicated on the maps that form part of this contract. The Contract also includes providing specialized maintenance programs, some Event Support and certain reporting obligations. These services are summarized below, but not limited to the following:
Landscape Maintenance

Turf cutting, trimming, watering, edging, top dressing, seeding or over-seeding, aerating, fertilizing, etc.;

Tree/Shrub safety & maintenance pruning/trimming, cultivating, edging, mulching, removing, winter protection, structural pruning/trimming of trees, etc.;

Annual, bulb and perennial: mowing of daffodils, planting/removal, watering, fertilizing, cultivating, edging, hand weeding, pinching, roguing, winter protection, plant division-perennial, etc.;

Non-desirable vegetation/nest/small animal control inspecting and removing as needed.

Civil Maintenance

Roadways, parking lots, walkways, pathways, sidewalks, steps and trails

All Surfaces: inspecting/reporting, sweeping, removing hazards (leaves, encroaching vegetation, etc.), providing emergency services such as accident clean-ups, etc.;

Asphalt: providing emergency pothole/sinkhole fillings;

Concrete/Masonry (curbs, gutters, granite sets, etc.): re-setting, correcting, etc.;

Gravel/Granular/Stone Dust/Natural/Decorative: levelling, grading, etc.;

Wood: repairing, maintaining structural integrity, sanding, painting, etc.
Systems

Lighting & electrical (distribution boxes/panels, conduits, lamp standards, etc.) inspecting, repairing, securing, replacing, providing line locates, providing immediate repairs, reporting, etc.;

Drainage (catch basins, manholes, ditches, bridges, tunnels, etc.) inspecting, reporting, cleaning, erosion/flood control prevention, providing line locates, water level control, removing surface water, etc.;

Plumbing, irrigation and water (fountains, water and sewer lines, pit toilets, washroom facilities, pump systems, irrigation controls, etc.) inspecting, cleaning, repairing, maintaining, replacing, water testing, providing portable toilets, providing locates, etc.

Fixtures & furniture (NCC furniture only) (fences, stone walls, guardrails, barricades, flags, bollards, garbage receptacles, signs, etc.) inspecting, repairing, replacing, cleaning, removing graffiti, painting, staining, displacing furniture, etc.

Snow and Ice Control (roadways and parking lots; walkways, pathways, sidewalks, steps and building access; buildings; utility service access, trails, lanes, fire lanes, open spaces, fields, etc.): Providing equipment/supplies, removing, blowing, plowing, shovelling, clearing, cleaning, sweeping, de-icing, stockpiling, transporting, disposing, providing flood control & emergency services, etc.

Waste/ Cleaning Operations (all surfaces): Organic and inorganic litter and debris pick-up; waste receptacles, cleaning and proper disposal; outdoor fixtures and furniture and hard surface cleaning; graffiti cleaning/removal (on all surfaces including, but not limited to, walls, bridges, tunnels, posts, signs, trees, escarpments, etc.); posters and foreign objects removal; spring clean-up; spills removal; bridge and tunnel cleaning and flushing.
Special Site Requirements

Providing Additional services that may be outside of typical site activities. Site specific requirements can be above or below typical standards and site limits.
Special Maintenance Programs
Floral Program:

Providing, transporting, planting, maintaining, replacing, watering, fertilizing and removing approximately 2000 annuals and 8850 bulbs per year.
Mulching and Composting.
Providing and spreading mulching and composting material as indicated in 4.8.1.5.

Event Support

Sunday Bike Day.
Provide operational and logistical support.
Pick-up, transportation, repairs, installation and dismantling of equipment (barricades, cones, signs, etc.);
Closing and opening of parkways and pathways;
Rockcliffe Park Pavilion – Wedding Reservation System:
Operating a wedding reservation system for the Rockcliffe Park Pavilion and surrounding area.

For a fixed number of events, as detailed in Section 5:

Pick-up, transportation, repairs, installation and dismantling of equipment (barricades, cones, signs, etc.); closing and opening of parkways and pathways; providing line locates; event monitoring.
Operational and logistical support for parkway/road closures.

Land Management Services
Report non compatible land use, encroachments and infractions on NCC Lands;
Provide sound maintenance practices to ensure continued preservation of NCC Lands;
Abide by land management plans, principles, policies and regulations;
Respect all land use agreements and regulations.
Reporting Requirements
Remit to NCC all reports required.

Contractor’s Obligations
The Contractor shall provide at his/her own expense all services included in this Contract. These services are detailed in sections 3 (General Requirements), 4 (Operational Services Requirements), 5 (Event Support and Other Services) and 6 (Reporting) of the Contract. They are to be performed in accordance with section 2 (Typical Terms and Conditions) of the Contract. The Contractor shall also be responsible for providing all equipment and material required to fulfill the obligations of the Contract.
The Contractor shall be responsible for any Rehabilitation and/or Replacement costs resulting from the absence or lack of Routine and/or Non-Routine and/or Preventive Maintenance on the part of the Contractor and as indicated in this RFP.
Contract Boundaries and Quality Requirements
The Contractor shall provide all services within the geographic boundaries as summarized on the map presented on the following page and detailed in Part II of the Contract documentation. The Contractor shall provide all services to the standards of quality detailed in sections 3 (General Requirements), 4 (Operational Services Requirements) and 5 (Event Support and Other Services) of the Contract.

ADDRESS ENQUIRIES IN WRITING

TO: Allan Lapensee, email (email on the official notice)
Enquiries regarding this RFP must be submitted in writing to the Senior Contract Officer as early as possible within the solicitation period. Enquiries should be received no later than ten (10) business days prior to the date set for solicitation closing to allow sufficient time to provide a response. Enquiries received after that time may result in an answer not being provided. To ensure consistency and quality of the information provided to Bidders, the Senior Contract Officer shall examine the content of the enquiry and shall decide whether or not to issue an amendment. All enquiries and other communications related to this tender sent throughout the solicitation period are to be directed ONLY to the Senior Contract Officer. Non-compliance with this requirement during the solicitation period can, for that reason alone, result in disqualification of a proposal

CONTRACT

TERM: Five (5) years, April 1, 2019 to March 31, 2024, no optional extension.

INVITATION

DATE: November 21, 2018

BID CLOSING

DATE: December 19, 2018 at 3:00:59 p.m. EST

PROCUREMENT

METHOD: Best value between Technical & Financial proposals

SEND PROPOSALS

TO:

National Capital Commission
Procurement Services
40 Elgin Street, Security office on the 2nd floor
Ottawa, ON K1P 1C7
Refer to tender file # AL1772
Bidder has the choice to submit his/her proposal in either English or French.
There is no public opening scheduled.
This procurement is subject to Canadian Free Trade Agreement (CFTA) but considered excluded coverage and exempt from other trade agreements like the North American Free Trade Agreement (NAFTA) and the Agreement on Government Procurement - World Trade Organization etc,
The official Government Electronic Tendering Service website is http://buyandsell.gc.ca . Please ensure that you download your document from this site, in order to obtain all information related to the tender. It is your responsibility to ensure that you have received all the posted tender information to ensure tender compliance and not be disqualified.