March 19th, 2025
REQUEST FOR TENDERS
GRAND FALLS REGIONAL MUNICIPALITY
TENDER 03-19-2025
JANITORIAL SERVICES - MUNICIPAL BUILDINGS
TERMS & CONDITIONS
CLOSING: THURSDAY, April 10th, 2025
2:00 P.M. (local time)
(A COPY OF THE LATEST ADDENDUM AT THE CLOSING SHALL BE INCLUDED IN THE TENDER ENVELOPPE OR THE TENDER WILL BE REFUSED)
1. DESCRIPTION: Four year contract renewable yearly. As attached specifications
2. All bids shall be submitted on the forms supplied by the Grand Falls Regional
Municipality.
3. TENDERS SHALL BE IN A SEALED ENVELOPE CLEARLY SHOWING THE TENDER NAME AND NUMBER, TENDER CLOSING DATE AND COMPANY'S NAME ON THE FRONT OF THE ENVELOPE.
TENDERS MAY BE DELIVERED OR MAILED TO TOWN OF GRAND FALLS / OFFICE OF THE TOWN CLERK / 131 PLEASANT STREET, SUITE 200, GRAND FALLS, N.B. E3Z 1G6.
4. Submissions must be received at the Clerk's office before 2:00 PM (local time) on Thursday, April 10, 2025. Following the closing, tenders will be opened live on the Grand Falls Regional Municipality's Facebook page.
5. PREFERENCE
The lowest or any tender will not necessarily be accepted.
The Grand Falls Regional Municipality will grant a preference of 5% to local bidders for tender calls that are under the thresholds pre-determined by the Public Purchasing Act up to a maximum difference of $1,250 for goods or $2,500 for services.
6. TENDER VALID FOR
The Municipality shall, within thirty (30) working days of the public tender opening for the contract, notify the successful tenderer by mail delivery that they are the successful tenderer.
7. TENDER BINDING
A tender is binding upon the person(s) submitting the tender until such time as they receive formal notification by telegram, telex, facsimile (fax) or mail of the rejection of their tender but in no case unless, as successful tenderer, they have received notification shall it be binding upon them for more than thirty (30) working days, from the date of public tender opening, unless requested by the Municipality and agreed to by the tenderer in writing.
8. OFFENCES / CONTRACT CANCELATION
The offences for work not done will be as follows. The amounts indicated will be taken off the amount due to the contractor every day until the offence has been corrected and the work done to the municipality's satisfaction.
First offence - $25 per day will be taken off the amount due to the contractor.
Second offence - $50 per day will be taken off the amount due
Third offence - $100 per day will be taken off the amount due
*The two parties reserve the right to cancel this contract with a month's notice.
The Contractor shall proceed with the contract with all due diligence in accordance with the Contract during the months' notice.
9. DISPUTES - ARBITRATION
Any claim which the Contractor or the Grand Falls Regional Municipality may have based on any dispute or difference of any kind whatsoever arising out of the Contract shall be referred by the Contractor or Grand Falls Regional Municipality in writing not later than ten (10) working days after the occurrence giving rise to such disputed difference. Correspondence shall contain a concise statement of the relevant facts.
The claim made to the Grand Falls Regional Municipality shall be settled by the CAO who shall communicate the decision in writing within ten (10) days of the date of receiving written notification. The Contractor shall proceed with the contract with all due diligence in accordance with the Contract whether or not such claim shall be referred to arbitration as hereinafter provided.
Except in those circumstances where it is provided in the contract the decision of the CAO shall be final. Any dispute or difference persisting after delivery of the CAO's decision, shall be referred to arbitration in accordance with the Arbitration Act and action must be taken within thirty (30) days.
An application for arbitration shall be accompanied by security in the amount of One thousand Dollars ($1,000.00) to apply to the cost of arbitration. The arbitration shall be by a Board of three (3) members. Either party shall notify the other party in writing of its desire to submit the dispute or difference to arbitration and a notice shall contain the name of the first party's appointee to the Arbitration Board. The recipient of the Notice shall, within seven (7) days, inform the other
party of the name of its appointee to the Arbitration Board. The two members, so selected, shall within five (5) days of the appointment of the second of them appoint a third person who shall be Chairman.
The Arbitration Board shall determine responsibility for costs and shall include recommendation for payment in the award decision. The decision of the arbitration will be binding.
Reference to arbitration by the Contractor as herein provided shall be a condition precedent to any legal action with respect to any dispute or difference of any kind whatsoever which the Contractor may have with the Municipality arising out of the contract or work.
10. PERMITS AND LICENSES
The Contractor shall obtain and pay for all licenses and permits which may be required to comply fully with laws, ordinances and regulations of the proper public authorities, in connection with this contract.
11. RESPONSIBILITY
The successful candidate shall carry a minimum $2 Million commercial general liability and add the Grand Falls Regional Municipality as additional insured and should also include a 30 day notice of cancellation clause. The successful bidder shall be responsible for all damages and shall indemnify and save the Town harmless from and against all damages and liability, which may arise out of the failure of the Contractor to obtain and pay for such licenses and permits and to comply fully with any
and all applicable laws, ordinances and regulations.
12. ENVIRONMENTAL AND ARCHAEOLOGICAL REQUIREMENTS
The Contractor shall carry out this contract in compliance with the various federal, provincial and municipal acts, regulations, and policies involving protection of the environment, and any approvals or permits issued to the Grand Falls Regional Municipality, or the Contractor therewith.
13. SAFETY - NEW BRUNSWICK OCCUPATIONAL HEALTH AND SAFETY ACT
The Contractor is required to notify the Workplace Health, Safety and Compensation Commission of New Brunswick prior to starting any work under Town contract.
All work done under Municipality's contract must comply with New Brunswick Regulation 91-191 under the Occupational Health and Safety Act. The successful bidder shall provide a certificate of clearance with Work Safe New Brunswick.
14. LAWS, ACTS, REGULATIONS, BYLAWS AND CODES
The Contractor shall be responsible for carrying out this contract in strict accordance with all Federal, Provincial and Municipal Laws, Acts, Regulations, Bylaws, Codes, etc.
15. IN CASE OF TIED BIDS
The Municipality will determine the successful bidder with a coin toss in case of tied bids.
16. Queries: For further details or technical information, please call Mr. John Morrisey at 475-7777 ext. 1 or by email at info@grandsault.ca.
17. VIEWING OF PREMISES
A guided visit will be made available to those interested on Thursday, March 27th, 2025, at 11:00 a.m. (local time) starting at the Municipal Building.
18. CHECK LISTS
The successful bidder shall fill out check lists on a daily basis to confirm that all tasks have been completed. The check lists shall be provided by the Municipality.
This is a tender notice only. In order to submit a bid, you must obtain official tender documents from the New Brunswick Opportunities Network, another authorized tendering service or as indicated in the tender notice.
