This is a service / maintenance or supply contract in London, Ontario. Contact the soliciting agency for additional information.

Reference Number 0000295968 Description Description of Deliverables The RFP is an invitation to submit offers for the provision of snow and ice management services, as further described herein. All Proponents are responsible for ensuring that service of all areas required is included in their proposal. The successful Proponents must maintain good and clear lines of communication with Western at all times. Western reserves the right to add or remove buildings or areas or make changes to the areas at any time during the term of this contract including any possible option years. Any additions or subtractions will be discussed with the successful Proponents and pricing implications will be negotiated. Western will be awarding to more than one Proponent and reserves the right, at its sole discretion, to assign the successful Proponents to one or more Areas based on the company’s ability to manage multiple Areas and Westerns needs. Western reserves the right to make adjustments to the Areas throughout the contract term. The required capabilities of the snow and ice management services are described below: 2.1.1 Scope of Work By Area Area 1: Platt’s Lane Estates OPTION 1 Snow clearing and ice control of all parking areas, vehicular entrances and exits, roadways, sidewalks and paved pedestrian travel areas, waste and recycling facilities, fire and life safety fixtures and facilities, mail boxes, signage and wayfinding fixtures and cycling facilities in the area identified on Attachment 1 – Contract Map Snow clearing and ice control of building entrances and exits, excluding the townhouse units in the area identified on Attachment 1- Contract Map Townhouse walkways leading from the main walkway running parallel with the roadway to the front door of each unit are the responsibility of the tenant to clear and maintain. OPTION 2 Snow clearing and ice control of all parking areas, vehicular entrances and exits, roadways, sidewalks and paved pedestrian travel areas, waste and recycling facilities, fire and life safety fixtures and facilities, mail boxes, signage and wayfinding fixtures and cycling facilities in the area identified on Attachment 1 – Contract Map Snow clearing and ice control of building entrances and exits, including walkways and entrances leading to the townhouse units in the area identified on Attachment 1- Contract Map Area 2: Faculty of Education Building, Perth Hall Residence, Ontario Hall Residence, London Hall Residence, Essex Hall Residence, Elborne College, Ivey Business School, Huron Flats Parking lot and surrounding areas Snow clearing and ice control of parking areas, vehicular entrances and exits, roadways, sidewalks and paved pedestrian travel areas, building entrances and exits, stairs and steps, ramps, loading docks and loading areas, waste and recycling facilities, fire and life safety fixtures and facilities, parking meters, Electric Vehicle charging stations, pay and display units, signage and wayfinding fixtures in the area identified on Attachment 1 – Contract Map Area 3: Malhotra House (551 Kininvie Drive – Single family Residential Property) Snow clearing and ice control of driveway, sidewalks, entrances and emergency exits surrounding this residential property Area 4: West Campus Area (formerly Brescia Property) OPTION 1 Snow clearing and ice control of parking areas, vehicular entrances and exits, roadways, sidewalks and paved pedestrian travel areas, building entrances and exits, stairs and steps, ramps, loading docks and loading areas, waste and recycling facilities, fire and life safety fixtures and facilities, parking meters, Electric Vehicle charging stations, pay and display units, signage and wayfinding fixtures and cycling facilities in the area identified on Attachment 1 – Contract Map OPTION 2 (SHOVELLING ONLY) Snow clearing and ice control of building entrances and exits, stairs and steps, ramps, loading docks, waste and recycling facilities, fire and life safety fixtures and facilities, parking meters, pay and display units, cycling facilities and electric vehicle charging stations in the area identified on Attachment 1 – Contract Map Area 5: Springett Parking lots Snow clearing and ice control of parking areas, roadways, vehicular entrances and exits, sidewalks and paved pedestrian travel areas, waste and recycling facilities, bus stop areas, parking meters, Electric Vehicle charging stations, pay and display units, parking gates, fire and life safety fixtures and facilities, signage and wayfinding fixtures in the area identified on Attachment 1 – Contract Map All snow storage must be located south of the southernmost curb line/parking stalls in the large lot and south or west of the south and west curb lines in the rear smaller lot. This will require the use of a large snow blower to achieve this condition consistently. Temporary piling in the large lot may be permitted in times of heavy or continuous snowfall on approval of Western. These piles will be relocated to the approved storage locations at the earliest possible opportunity and will be considered included in the base bid price. Area 6: Ivey Spencer Leadership Center Snow clearing and ice control of parking areas, vehicular entrances and exits, roadways, sidewalks and paved pedestrian travel areas, building entrances and exits, stairs and steps, ramps, loading docks and loading areas, waste and recycling facilities, fire and life safety fixtures and facilities, Electric Vehicle charging stations, signage and wayfinding fixtures in the area identified on Attachment 1 – Contract Map. This location functions as a hotel and conference center and requires true 24/7 service. The grade of the access road down to the primary entrance of the hotel requires frequent service All parking areas at this site will require return visits as guest cars leave and allow access to clear spaces previously obstructed by parked vehicles. This monitoring and return service is to be considered part of the base bid and not an extra service. Area 7: West Valley Area Snow clearing and ice control of parking areas, vehicular entrances and exits, roadways, sidewalks and paved pedestrian travel areas, building entrances and exits, stairs and steps, ramps, loading dock of Robarts Research Institute, north side egress door and walkway from Biomedical Research Facility and building entrances to the north and west sides of Dental Sciences Building This area is accessed via University Hospital right of way – south of the ambulance bay and loading dock areas Area 8: Westminster Hall, Public Health and Family Medicine Building and surrounding area OPTION 1 Snow clearing and ice control of parking areas, vehicular entrances and exits, roadways, sidewalks and paved pedestrian travel areas, building entrances and exits, stairs and steps, ramps, loading docks and loading areas, waste and recycling facilities, fire and life safety fixtures and facilities, parking meters, pay and display units, Electric Vehicle Charging Stations, signage and wayfinding fixtures and cycling facilities in the area identified on Attachment 1 – Contract Map OPTION 2 (SHOVELLING ONLY) Snow clearing and ice control of building entrances and exits, stairs and steps, ramps, loading docks, waste and recycling facilities, fire and life safety fixtures and facilities, parking meters, pay and display units, electric vehicle charging stations and cycling facilities in the area identified on Attachment 1 – Contract Map Area 9: North and East Residence Areas OPTION 1 Snow clearing and ice control of parking areas, vehicular entrances and exits, roadways, sidewalks and paved pedestrian travel areas, building entrances and exits, stairs and steps, ramps, loading docks and loading areas, waste and recycling facilities, fire and life safety fixtures and facilities, parking meters, pay and display units, electric vehicle charging stations, signage and wayfinding fixtures and cycling facilities in the area identified on Attachment 1 – Contract Map OPTION 2 (SHOVELLING ONLY) Snow clearing and ice control of building entrances and exits, stairs and steps, ramps, loading docks, waste and recycling facilities, fire and life safety fixtures and facilities, parking meters, pay and display units, electric vehicle charging stations and cycling facilities in the area identified on Attachment 1 – Contract Map Area 10: Core Campus Area OPTION 1 Snow clearing and ice control of parking areas, vehicular entrances and exits, roadways, sidewalks and paved pedestrian travel areas, building entrances and exits, stairs and steps, ramps, loading docks and loading areas, waste and recycling facilities, fire and life safety fixtures and facilities, parking meters, pay and display units, electric vehicle charging stations, signage and wayfinding fixtures and cycling facilities in the area identified on Attachment 1 – Contract Map OPTION 2 (SHOVELLING ONLY) Snow clearing and ice control of building entrances and exits, stairs and steps, ramps, loading docks, waste and recycling facilities, fire and life safety fixtures and facilities, parking meters, pay and display units, electric vehicle charging stations and cycling facilities in the area identified on Attachment 1 – Contract Map Area 11: Engineering and Recreation area OPTION 1 Snow clearing and ice control of parking areas, vehicular entrances and exits, roadways, sidewalks and paved pedestrian travel areas, building entrances and exits, stairs and steps, ramps, loading docks and loading areas, waste and recycling facilities, fire and life safety fixtures and facilities, parking meters, pay and display units, electric vehicle charging stations, signage and wayfinding fixtures and cycling facilities in the area identified on Attachment 1 – Contract Map OPTION 2 (SHOVELLING ONLY) Snow clearing and ice control of building entrances and exits, stairs and steps, ramps, loading docks, waste and recycling facilities, fire and life safety fixtures and facilities, parking meters, pay and display units, electric vehicle charging stations and cycling facilities in the area identified on Attachment 1 – Contract Map Area 12: Support Services and Social Science to Law area OPTION 1 Snow clearing and ice control of parking areas, vehicular entrances and exits, roadways, sidewalks and paved pedestrian travel areas, building entrances and exits, stairs and steps, ramps, loading docks and loading areas, waste and recycling facilities, fire and life safety fixtures and facilities, parking meters, pay and display units, electric vehicle charging stations, signage and wayfinding fixtures and cycling facilities in the area identified on Attachment 1 – Contract Map OPTION 2 (SHOVELLING ONLY) Snow clearing and ice control of building entrances and exits, stairs and steps, ramps, loading docks, waste and recycling facilities, fire and life safety fixtures and facilities, parking meters, pay and display units, electric vehicle charging stations and cycling facilities in the area identified on Attachment 1 – Contract Map Area 13: Research Park Snow clearing and ice control of parking areas, vehicular entrances and exits, roadways, sidewalks and paved pedestrian travel areas, building entrance and exits, stairs and steps, ramps, loading docks and loading areas, waste and recycling facilities, fire and life safety fixtures and facilities, parking meters, Electric Vehicle charging stations, pay and display units, signage and wayfinding fixtures and cycling facilities in the area identified on Attachment 1 – Contract Map This area will include the new PARC building that is scheduled to start construction beside NRC in summer 2025 (pricing to be determined at building completion) Each building area will be priced separately (borders are defined by red lines on Attachment 1 Contract Map) but the area will be awarded as the complete area Area 14: City of London Sidewalks Snow clearing and ice control of the City of London sidewalks on both sides of Western Rd from the stoplight at the University Hospital Entry to the stoplight intersection entering the Faculty of Education Building. Snow clearing and ice control of the City of London sidewalks on both sides of Sarnia Road/ Phillip Aziz Ave from the pedestrian crossover at Brescia Lane to the eastern extent of Phillip Aziz Ave. This scope will be considered a high priority area equal to the priority assigned to roadways and primary access routes to and through campus. Each intersection will be cleared in all directions of pedestrian travel for each event If snow accumulates at intersections this snow will be fully cleared back to provide a safe and clear radius at each intersection in the service area Salt will be used as the preferred ice control product in this area. Sand may also be used in consultation with Western Bus Stops in this service area will also be cleared of snow accumulation but will be priced as a separate line item. Ice control will not be applied to bus stops Environmental Science Western & ICFAR Snow clearing of parking areas, vehicular entrances and exits, roadways, sidewalks and paved pedestrian travel areas, building entrance and exits, stairs and steps, ramps, loading docks and loading areas, waste and recycling facilities, fire and life safety fixtures and facilities, parking, signage and wayfinding fixtures and cycling facilities in the area identified on Attachment 1 – Contract Map Ice control on hard surface pedestrian areas Sanding of gravel paved areas will be priced at a per application rate and may be requested by the users of the facility. Application can be recommended by the successful proponent when conditions are present that would warrant application. Application must be approved by Western Landscape Services prior to application. 2.1.2 Safety Life safety and accident prevention is the first priority. Every effort will be made to ensure work is completed in a safe, orderly, efficient and expeditious manner relative to the current weather conditions. The successful Proponent will ensure that their employees operate equipment at an appropriate rate of speed for the conditions and surroundings Hazards identified by the successful Proponent throughout the term of this contract will be reported to Western Special Constable Service and/or Western’s Manager of Landscape Services immediately in order to engage support in making the area safe. Successful Proponent will ensure all equipment uses appropriate warning lights and back up alarms while in operation Accessible parking spaces and the associated routes to buildings and other areas will be cleared and maintained with extra attention and detail 2.1.3 General Conditions The goal of all clearing and ice control operations under this contract is to reach a bare surface condition wherever and whenever possible throughout the term of the contract. Snow and ice management operations will be carried out so as to cause the least possible interference with Western University activities and operations This contract requires 24 hours per day, 7 days per week coverage including all holidays during the winter season of the contract term All buildings on campus should be considered as operational 24 hours per day, 7 days per week. The nature of research, residence and other building use is such that buildings may be accessed at any time of the day or night. Work schedules for many campus units begin between 5:00 and 6:00 a.m. on weekdays and parking lots begin to fill at this time. Loading and delivery functions also begin at this time and continue throughout the day. Whenever possible based on the timing of an event and accumulation of snowfall, all areas will be serviced and complete prior to 6:00 a.m. daily. During instances of precipitation occurring during daytime operating hours, service is to commence when conditions require service and continue until surface conditions can return to the bare surface condition required. The successful Proponent will monitor weather forecasts and conditions related to snow and ice management services 24 hours per day during the contract term. The successful Proponent will independently and proactively respond to the conditions as required without input being required from Western. The successful Proponent will monitor site conditions in their area(s) of responsibility proactively to ensure that an appropriate service response to conditions is initiated in a timely manner. The successful Proponent will provide sufficient supervisory staff to ensure the work under their responsibility is inspected and confirmed to be complete and in compliance with the terms of this contract. Priorities will change depending on various factors including but not limited to: events, occupancy of areas, time of day, weather conditions and forecasts etc. The successful Proponent will adjust their work as necessary to accommodate for these changing conditions and priorities. Where possible Western may from time to time inform the successful Proponent of scheduled events so as to aid in the prioritization of service areas by the proponent. Repeat visits may be required depending on the conditions. ‘Touch ups’, call backs and requests for service will be required to ensure a high level of quality. Examples may include parking spaces in residence and Ivey Spencer Leadership Center lots, obstructed areas from daytime clearing events, etc. This service will be considered part of the normal contract requirements and included in base pricing. All work is to be executed in a professional manner and all employees of the successful Proponent will conduct themselves in a professional manner at all times while on Western University Property The successful Proponent will remove from the property any employee not meeting the conditions contained herein, to the satisfaction of the University. Sub-contractors of the successful Proponent will only be permitted with the prior knowledge and consent of Western University. Western may at their discretion chose to approve or deny the use of sub contractors with the preference being to not engage the use of subcontractors. The successful Proponent will ensure that all resources (equipment, labour, materials, etc.) are available in sufficient quantities when required and maintained in good working order with the appropriate licenses, certifications and inspections to fulfill the requirements of this contract. Marker stakes may be used in the area of responsibility for each successful Proponent and will be placed, maintained and removed at the sole expense of the successful Proponent. Removal will take place on or before April 15 of each year of the contract. Any and all damage to hardscape and softscape elements, parking meters or other parking control devices, electric vehicle charging stations, signage or other site fixtures and furnishings caused by the activities of the contractor will be made good by the successful Proponent at their own cost. Repairs will be completed on or before May 15 of each year unless otherwise agreed upon by Western. A site inspection will take place prior to the start of each winter season with the successful Proponent identifying areas requiring repair or areas that are in a state of repair that may precipitate damages in the winter season, examples of which are raised maintenance covers and shut offs, asphalt deterioration, etc. Pictures and a detailed summary of the inspection will be provided to Western on or before the first of October each year of the this agreement to allow time to address repairs where possible before the start of the winter season A site inspection at the end of each winter season with the contractor representative and Western will be conducted to identify any damage that occurred during the winter season. These areas will be documented and a repair plan and schedule will be developed and reviewed with Western. Repair plans will require the approval of Western before proceeding. Turf damage caused by appropriate salt use and snow storage and piling will not be considered as damage to be repaired at the successful Proponents expense. Damage caused by improper ice control product use and damage caused by snow clearing activities will be included, as determined by the site inspection. Site maps may be updated periodically during the contract term through consultation with the campus community and the successful Proponent. Renovation and alteration to buildings and sites are regular occurrences at Western. Changes affecting the service area will be reviewed with the successful Proponent as proactively as possible so as to mitigate the effects of these changes or construction activity on service delivery. Changes to structures and elements in the service area assigned to a successful Proponent will be reviewed and any prince increases or decreases will be negotiated. The successful Proponent will be responsible for creating site service maps for their area(s) of responsibility which will be reviewed by Western prior to the beginning of each winter season (on or before October 15 of each year). Storage of equipment and materials on site may be possible and will be negotiated during the pre-award clarification stage. Base pricing must not assume parking and/or storage will be approved as proposed by the Proponent, however, cost efficiencies to be realized with on site storage should be considered as part of the negotiation process or Value added section of the submission. Any storage of equipment and materials on site must be done in a manner that maintains safety of the campus community and the environment. Ice control products must be stored in an environmentally responsible manner and any damage cause by storage of materials and equipment will be the responsibility of the Proponent to cover restoration costs. Parking of personal vehicles on site will require a contractor parking pass purchased by the successful Proponent for each vehicle parked in a paid parking space. The use of paid parking spaces to store materials and equipment will require the purchase of permits to occupy these spaces. The successful Proponent assumes sole responsibility for loss or damage to their equipment and materials stored on site and must ensure adequate insurance coverage is in place. Storage areas must be kept in a tidy and safe condition. Failure to do so may result in the approval to store materials and equipment on site being rescinded. Clearing of bicycle lockers in the area of responsibility will be done not later than 24 hours after the end of an event. Lockers will be cleared to provide access to open the door and remove or place a bicycle in the unit safely. Western may identify a reduced number of bicycle lockers that require clearing in winter in consultation with the campus community. The lockers to be cleared in this case would be clearly identified on site. Clearing of cycling facilities referenced above will also include of clearing the majority of snow from up to 50% of bicycle racks in the proponents assigned area(s). The enclosed bicycle parking structure adjacent Thompson Recreation and Athletic Centre will be fully cleared and ice control product applied as required. Electric Vehicle Charging stations will be cleared as a secondary priority in “shovelling operations”. Each charger will be cleared as close as possible and safe by plows leaving the area immediately surrounding the charger and cords requiring hand clearing. The base of the charging unit will be cleared so as to provide safe access to the unit. NO ICE CONTROL PRODUCTS TO BE USED AT THE BASE OF ELECTRIC VEHICLE CHARGING STATIONS. Only apply ice control products as needed to asphalt surfaces in front of units but not in direct contact with charging units. Snow clearing in parking areas will strive to maintain full parking capacity whenever and wherever possible. Snow storage in parking spaces where required will be reviewed as part of the successful Proponent service plans and site maps. In the event temporary snow storage locations are required, the successful Proponent will communicate the requirement to Western and a plan for the location of the piles and their relocation, including timelines, will be determined Snow will be piled, stored or stacked with consideration to: Maintaining clear sight lines at all intersections and building entrances/exits Maintaining access to building entrances/exits, accessible routes, fire and life safety fixtures and facilities, utilities meters, mail boxes, waste and recycling facilities, storage facilities, loading and delivery facilities, bus stops, crosswalk buttons, wayfinding and signage fixtures, gate arms, parking meters and pay and display units, catch basins, electric vehicle charging stations, cycling facilities and any other areas identified by Western Clearing snow back to a consistent edge of roads (clear to curb face in every instance possible), parking lots, walkways and entrances to permit future clearing activities Not plow in or negatively impact clearing activities assigned to others Not pile against or onto buildings, fences or landscaped areas unless otherwise identified on site mapping and service plans reviewed by Western When snow pile accumulation reaches a point where effective operations are impacted, the successful Proponent will notify Western and a plan for relocation or removal will be developed. This may include authorization from Western to the successful Proponent to remove or relocate snow or work may be completed by Western in house resources Snow removal and relocation by truck will have prearranged snow dump areas selected prior to snow being moved. Snow will not be moved off site. Successful Proponents will work co-operatively with Western staff and other contractors on site to reduce call backs and additional efforts for all. Locations of overlap and intersection will be left in a condition that does not negatively impact the other parties scope of work or ability to fulfil the requirements of this contract. The successful Proponent may be asked to assist with other areas and tasks outside of the contract scope in the event of emergencies or other situations. Any work outside the contract scope will be invoiced separately at agreed upon rates. In the event of a campus closure, in part or complete, the successful Proponent will continue operations with a focus on maintaining emergency access and egress. Priority plans will be discussed with Western at the time of closure and throughout the duration of the closure with a response plan developed at that time. The successful Proponent may propose site alterations, both permanent and temporary, to aid in risk mitigation or efficiencies of snow and ice management operations, i.e. closure of portions of stair cases or raised patio areas. These proposals will be reviewed by Western and pricing reductions negotiated as required.