TENDER SPECIFICATIONS:

Scope of Work: West Middlesex Memorial Center 334 Metcalfe St. W.  ERV and Ducting Extensions Replacement- JR B Room

1. Project Overview

The Corporation of the Municipality of Strathroy-Caradoc is calling for complete tenders from qualified bidders to provide all labour, equipment and materials to replace the existing Energy Recovery Ventilator (ERV) and ducting extensions that supply the Rockets Dressing Room at West Middlesex Memorial Arena. The scope includes demolition, removal and installation of new equipment, system integration with existing BAS, quality control and project closeout. The current unit in place is a MicroMetl Model # EVDGCCD59X000AJEG-A. This unit is currently not in operation. Unit is installed in operational combination with RTU-6. RTU-6 is a 205,000BTUh heating and 114,000 BTUh cooling capacity. (about 80% efficient) that supplies the Jr B Dressing Room and associated areas. 

The Municipality is open to exploring alternate replacement options, with the understanding that there may not be a direct replacement solution for the existing ERV on the Market. 

2. Objective

The primary objective is to replace the ERV and ducting extensions, energy-efficient unit that enhances heating and cooling performance, and complies with all relevant building codes and safety regulations.

3. Pre-Work Activities

• Conduct site inspection to assess the current state of heaters and related infrastructure.
• Obtain necessary permits and approvals for the work.
• Prepare a work schedule to minimize disruptions to facility operations.
• Ensure all tools, materials, and equipment are available prior to project commencement.

4. Demolition and Removal

• Shut down and isolate the existing unit from the gas supply, electrical connections, and ductwork.
• Safely remove and dispose of the existing ERV and associated components in compliance with local codes and environmental regulations.
• Inspect existing support structures to ensure they meet the requirements for the new unit.

5. New Unit Installation

• Supply and install a new ERV, equivalent to or exceeding the existing specifications.
• Ensure all gas, electrical, and mechanical connections are installed per manufacturer recommendations and local codes.
• Secure unit properly, including mounting and vibration isolation where required.
• Install proper weatherproofing and sealing to prevent leaks and energy loss.

6. Ductwork Inspection & Modification

• Perform a complete inspection of all existing ductwork associated with the air handling systems.
• Identify and replace any damaged, deteriorated, or undersized duct sections as required.
• Ensure proper insulation and sealing of duct connections to optimize efficiency.
• Verify that ductwork meets current industry standards and local building codes.

7. Control System 

• New ERV must be integrated into the existing BAS.  N
• Addition of new control components, including thermostats, sensors, and automation as needed to ensure all facility spaces are supplied appropriately. 
• Provide programming and calibration of the new controls to optimize system efficiency.

8. System Balancing & Commissioning

• Conduct an air balancing assessment to ensure proper airflow distribution to all spaces.
• Adjust dampers, fans, and controls as necessary to achieve manufacturer-recommended performance.
• Perform final testing and commissioning of the entire system.
• Provide a report detailing the balancing results and system performance verification for each individual zone.

9. Documentation and Training

• Provide detailed as-built drawings and equipment specifications for the new system.
• Supply manufacturer warranty and maintenance documentation.
• Conduct a training session for facility staff on the operation and maintenance of the new system.

10. Project Timeline

• Work to be scheduled to minimize disruption to facility operations.  The Municipality will work with the vendor to ensure work areas are clear of tennants during periods of work. 
• Final commissioning and training to be completed within 1 week after installation.
• Work to be completed in an un broken time period unless mutually agreed upon.
• Work to be completed during regular business hours unless mutually agreed upon. 
• Installation to be completed by October 1^st, 2025 

11. Exclusions

• Structural modifications beyond minor adjustments for installation.
• Electrical or gas supply upgrades beyond standard connections.
• Work outside of the designated project scope without prior approval.

12. Change Management

• Any scope changes must be documented and approved in writing.
• Adjustments to schedule, budget, or project parameters will require stakeholder review.
• Unforeseen conditions affecting installation shall be addressed through change orders.
• Schedule adjustments due to change orders will be communicated promptly to all stakeholders

13. Warranty and Support

• Provide manufacturer warranty details for the new ERV
• Offer a contractor workmanship warranty of 5 years post-installation.
• Provide post-installation support for troubleshooting and minor adjustments as needed.
•  

1. OVERVIEW AND SCOPE OF WORK

The Corporation of the Municipality of Strathroy-Caradoc is calling for complete tenders from qualified bidders to provide all labour, equipment and materials to replace the existing Energy Recovery Ventilator (ERV) and ducting extensions that supply the Rockets Dressing Room at West Middlesex Memorial Arena. The scope includes demolition, removal and installation of new equipment, system integration with existing BAS, quality control and project closeout. The current unit in place is a MicroMetl Model # EVDGCCD59X000AJEG-A. This unit is currently not in operation. Unit is installed in operational combination with RTU-6. RTU-6 is a 205,000BTUh heating and 114,000 BTUh cooling capacity. (about 80% efficient) that supplies the Jr B Dressing Room and associated areas. 

2. Information for Bidders            

   1)         In the event that only one (1) tender is received at time of closing and it is an acceptable  tenders it will be referred to Council for consideration.

2)         All changes to or clarifications of the terms, conditions or specifications required before tender closing will be issued by the purchasing department in the form of a written addendum.  Questions for clarification can be submitted by registered plan takers online through registration with the Bids & Tenders system. If addenda are issued, their receipt must be acknowledged by the bidders in the appropriate section of the Form of Tender.  Changes to a Tenders can be issued up to forty-eight (48) hours prior to the tender closing.  All addenda for publicly advertised Requests for Tenders will be posted on the Municipality’s website and Bidders are required to check the municipal website www.strathroy-caradoc.ca regularly for any addenda/changes.  The Corporation of the Municipality of Strathroy-Caradoc (hereinafter referred to as Municipality) assumes no responsibility for oral instructions or suggestions.  FAILURE TO ACKNOWLEDGE RECEIPT OF ALL ADDENDA ON THE FORM OF TENDER WILL RESULT IN YOUR BID BEING REJECTED. 

3)         Tenders are to remain firm for acceptance for a period of ninety (90) days from date of tenders closing unless otherwise stated.

            4)        All prices shall be stated in Canadian funds.  Prices must also be inclusive of customs, duty         and freight.

            5)         Examples of instances where a bid shall be rejected as unacceptable are:

1. Bids received late.

2. No bid security or agreement to bond, where required.

3. Deposit cheque not submitted, where required.

4. All required sections of bid document not completed.

5. Failure to execute Agreement to Bond or Bonding Company corporate seal or signature missing from Agreement to Bond.

6. Failure to execute Bid Bond by bidder and Bonding Company.

7. Failure to provide a letter of agreement to bond where required.

8. Failure to acknowledge receipt of addenda.

9. Incomplete, illegible or obscure bids.

10. Bids that contain additions not called for by the Municipality.

11. Failure to attend mandatory site visit when required.

12. Bids received on documents other than those provided or requested in the Tenders, if applicable.

13. Pricing or signature pages missing.

14. Documents in which all addenda have not been acknowledged.

15. Failure to insert the bidder’s business name in the spaces provided in tenders.

16. Failure to include signature of the person authorized to bind the bidder in the space      provided on the tenders.

17. Conditions placed by bidder on the total contract price.

18. Qualified bids, unless the qualification or restriction is not significant and does not          affect the total price at the discretion of the Director and CAO.

19. Corporate seal (if applicable) and signature missing.

20. Pages requiring completion of information by bidder is missing.

21. Any other irregularity to be dealt with at the discretion of Director and CAO, or   Council.

    6.         Bidders must make themselves aware of the Municipality’s Purchasing Policy which is located on its website at www.strathroy-caradoc.ca. 

    7.         Successful bidders are required to comply with the requirements of the Customer Service Standards under the Accessibility for Ontarians with Disabilities Act, as amended, and its related regulations. For a copy of the Act, visit www.e-laws.gov.on.ca. The Ministry of Community and Social Services has helpful information on its website www.accessON.ca on how to comply with the legislation.  Successful bidders are required to submit the completed ‘Accessibility Regulations for Contracted Services’ form before commencing work. The form is available on the ‘Bids & Tenders’ page of the Municipality’s website. 

GENERAL TERMS AND CONDITONS

The following general terms and conditions apply.

1 - EXTENT:

The Contractor shall be liable for all costs of doing the work, including, but not limited to, labour, benefits, equipment, operating material, licenses, permits and taxes and the provision of the following documents as required. 

2 - TENDER DEPOSIT(S)/PERFORMANCE BOND(S)/INSURANCE/ETC.:

The Contractor shall provide Liability Insurance, Bid Deposits, Performance Bonds, Labour and Materials Bonds, WSIB Clearance Certificates, as required, from the appropriate companies licensed to carry on business in the Province of Ontario.  (The following are minimum security requirements, to be provided by bidders, at the bidder’s expense, that are: (1) minimum mandatory requirements for construction projects over $25,000 and can be increased at the discretion of the Director; and (2) minimum mandatory requirements for bids, other than construction project bids, that may be required at the discretion of the Director.)

3 - INSURANCE:

The Contractor, upon award of the contract, and prior to signing the contract documents or issuing a purchase order must provide a Certificate of Insurance as per the following:

1. Comprehensive General Liability Insurance on an occurrence basis for an amount not less than five million ($5,000,000) dollars and shall include the Municipality as additional insured with respect to the bidders operations, acts, and omissions relating to its obligations under the contract, and such policy shall include non-owned automobile liability, personal injury, broad form property damage, contractual liability, owners’ and contractors’ protective, products and completed operations, contingent employers liability, cross liability and severability of interest clauses.  Any of these sub-coverages may be waived at the discretion of the Director.

2. Automobile liability insurance for an amount of not less than two million ($2,000,000) dollars on forms meeting statutory requirements covering all vehicles used in any manner in connection with the performance of the contract.

3. The policies shown above shall not be cancelled or permitted to lapse unless the insurer notifies the Municipality in writing at least thirty (30) days prior to the effective date of cancellation of the policy.   

4. The Municipality reserves the right to request such higher limits of insurance or other types of policies appropriate to the work as the Municipality may reasonably require.

5. The successful bidder shall not commence work until such time as the required evidence of insurance has been filed with and approved by the Municipality. The successful bidder shall further provide that evidence of the continuance of said insurance is filed at each policy renewal date for the duration of the contract.

4.   EXECUTED BONDS –

1. The successful bidder shall be required to submit to the Municipality a Performance Bond guaranteeing the full and faithful performance of the work, in a minimum amount of 50% of the successful bidder’s price for projects over $25,000.

2. The successful bidder shall further be required to submit to the Municipality a Labour and Material Payment Bond in a minimum amount of 50% of the successful bidder’s price for projects over $25,000.

3. The bonds, as noted in 4.1.1 and 4.1.2 above, shall be those as issued by a bonding agency licensed to operate in the Province of Ontario; OR an Irrevocable Letter of Credit from a recognized financial institution in a minimum amount of 50% of the successful bidder’s price.

4. The successful bidder shall not commence work until such time as the requested Bond/Letter of Credit has been received and approved by the Municipality.

5. The Bonds/Letter of Credit shall act as guarantee that the successful bidder will perform the work contemplated therein.  If the successful bidder expressly or by implication repudiates the contract herein, the Municipality may terminate the contract immediately upon written notice and immediately draw upon the Bonds/Letter of Credit as liquidated damages.  Notwithstanding the above, the Municipality shall retain any other right which it may have in law to claim for any and all damages which it may suffer as a result of the successful bidder’s breach set forth in the contract.

5.   LETTER OF AGREEMENT TO BOND/LETTER OF GUARANTEE – 

      An original Letter of Agreement from a bonding agency or Letter of Guarantee from a financial institution licensed to operate in the Province of Ontario shall be included with the bid confirming that if the bidder is successful the necessary guarantee will be issued as required in Section 4 above.  Letters of Agreement or Guarantee submitted must bear an original signature of the issuer and the bidder.

6.   BID DEPOSIT

      A minimum 10% of the value of the bid price shall be submitted with a bid in the form of a Bid Bond, Irrevocable Letter of Credit, Certified Cheque, Bank Draft and must be in Canadian currency.  No interest will be paid by the Municipality on bid deposits.

7.   INDEMNIFICATION:

The successful bidder shall indemnify and hold the Municipality harmless from and against any liability, loss, claims, demands, costs and expenses, including legal fees occasioned wholly or in part by any acts or omissions either in negligence or nuisance whether willful or otherwise by the successful bidder, its agents, officers, employees or other persons for whom the successful bidder is legally responsible.

8.   Workplace Safety and Insurance Board (WSIB) Requirements:

1. The successful bidder shall furnish a WSIB Clearance Certificate indicating their WSIB firm number, account number and that their account is in good standing.  This form must be furnished prior to commencement of work.  The bidder further agrees to maintain their WSIB account in good standing through the contract period.

2. The Municipality may require the successful bidder to produce a WSIB Clearance Certificate from time to time during the contract on request and/or prior to final payment as deemed necessary by the Municipality.

3. If the successful bidder is a self-employed individual, partner or executive officer who does not pay WSIB premiums and is recognized by WSIB as an ‘independent operator’ a letter from WSIB acknowledging independent contractor status and confirming that WSIB cover is not required must be provided to the Municipality prior to commencement of work.

9.     PATENTS AND COPYRIGHTS:

The Contractor shall indemnify and save harmless the Municipality from all and every claim for damages, royalties or fees for the infringement of any patented invention, trademark or copyright occasioned by him in connection with work done or material furnished by him under this Contract.

10.   HEALTH AND SAFETY:

All work performed under this Contract must be carried out in accordance with the Municipality’s Health and Safety Policy and any federal and provincial health and safety legislation and regulations.  Failure to comply with this condition will be considered a breach of contract.

11.   MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT     (MFIPPA):

In accordance with the Municipal Freedom of Information and Protection of Privacy Act, as amended, personal information Bidders provide is being collected under the authority of the Municipal Act and will be used in the selection process.  All bids submitted become the property of the Corporation of the Municipality of Strathroy-Caradoc.  Because of MFIPPA, bidders are reminded to identify in their bid material any specific scientific, technical, commercial, proprietary, or similar confidential information, the disclosure of which could cause them injury. Complete bids are not to be identified as confidential.

12.   PERMITS, LICENSES AND REGULATIONS:

The Bidder shall apply for all necessary permits and licenses, approvals and consents required for the execution of the work. The Bidder shall give all necessary notices and pay all fees required by law and comply with all laws, by-laws, rules, regulations and requirements relating to the work and to the preservation of public health.  The Bidder shall be responsible for the safety of all workers and equipment on the site in accordance with all applicable safety legislation passed by Federal, Provincial and Local Authorities governing construction safety.

13.   LOCATION OF SERVICES:

It is the responsibility of the Contractor to get locates of services at least one (1) week prior to beginning work.

14.   INSPECTION AND TESTING:

The Municipality and/or its representatives shall at all times have access to the work, whether it is the preparation or progress, and the general contractor shall provide proper facilities for such access and inspection.

15.   PROTECTION OF PROPERTY:

1. The Contractor will be responsible for any damage that may occur relative to the execution of all operations arising from this Contract. Any damage done to the Municipality’s or surrounding property must be made good to the satisfaction of the Municipality.

2. The Contractor will supply adequate and competent flagmen to control traffic, if required during the project.

3. The Contractor shall maintain adequate fire protection at the site, portable fire extinguishers, etc., to the satisfaction of the Municipality.

4. Temporary safeguards and protection shall be provided to adequately guard against injuries to the public by accidents around and adjacent to the project.

16.   REMOVAL AND DISPOSAL:

All materials as specified herein to be removed and disposed shall be removed by the contractor and disposed of in a manner that is satisfactory to the Municipality. The entire job site shall be left in an orderly and appropriate condition upon completion of the work.

17.   DELAY IN PROJECT:

All damage, loss, expense and delay incurred or experienced by the Contractor in the execution of the work, by reason of unanticipated difficulties shall be borne by the Contractor and shall not be the subject of a claim for additional compensation.

18.   ASSIGNMENT:

The contractor shall not assign the Contract nor the proceeds without the written consent of the Municipality.

19.   TAKING THE WORK OUT OF THE CONTRACTOR’S HAND:

Where the Contractor becomes bankrupt or insolvent, delays commencing or diligently executing the work, abandons the work or has otherwise failed to perform any of the provisions of the Contract, the Municipality may, without previous notice and without process or suit at law, take the work out of the hands of the Contractor and have it completed by whatever means are considered necessary.  In addition to any other remedy available in law or equity, the Municipality may use monies due on the Contract to correct or complete the work.

20.   NO ADDITIONAL PAYMENT FOR INCREASED COSTS:

The amount payable to the Contractor under the contract will not be increased by reason of any increase in the cost of the work brought about by any increase in the cost of plant, equipment, labour or materials.

21.   TERMINATION:

The Corporation of the Municipality of Strathroy-Caradoc reserves the right to cancel this agreement upon any violation of this agreement or the quality of work.

22.   TENDER OPENING

Tenders will be opened by the Tender Opening Committee on July 14^th , 3:00pm

23.   EVALUATION & SELECTION

Tender will be reviewed and evaluated by a Tender Evaluation Committee to be established by the Director.

24.   HOLDBACK (subject to revision as determined by Director)

Ten (10) % of the total project cost will be held back and, subject to completion acceptable to the Municipality, through the Director or consultant or Council directly, and no claims made by any subcontractors, will be released after forty-five (45) days after completion of the project. 

25.   MINISTRY OF LABOUR-NOTICE OF PROJECT REQUIREMENTS

            The contractor must provide a Notice of Project (NOP) to the Ministry of Labour (MOL) prior to starting certain projects that meet the standards set out in Section 6(1) of the Regulation for Construction Projects O. Reg. 213/91, and post and do additional notification requirements as required by MOL. Proof of this action taken shall be provided to the Municipality of Strathroy-Caradoc prior to commencement of the project.

26.  ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES ACT

Successful bidders are required to comply with the requirements of the Customer Service Standards under the Accessibility for Ontarians with Disabilities Act, as amended, and its related regulations. For a copy of the Act, visit www.e-laws.gov.on.ca. The Ministry of Community and Social Services has helpful information on its website www.accessON.ca on how to comply with the legislation.  See paragraph 12 in ‘Information for Bidders’ section.

27.   AWARD

Consideration for award shall only be undertaken in relation to Bidders who are determined by the Municipality to have satisfied all the requirements.

The acceptance and award of the tender and execution of an agreement, contract or purchase order is subject to payment terms and conditions in writing that are acceptable to the Director in charge of the project, and approval by Council through the budget process or as otherwise directed by Council.

            The lowest or any bid will not necessarily be accepted.  The Municipality reserves the right to accept or reject any and all tenders, to award the contract on a split-order basis, lump-sum basis or individual-item basis, or such combination as shall best serve the interest of the Municipality in the opinion of the department Director and Chief Administrative Officer, unless otherwise stated. The award is not based solely on price but on a combination of past performance with the Municipality, if applicable, satisfactory reference checks and price, amongst other things.

The Municipality may reject any Bidder who is involved in litigation with the Municipality, its elected or appointed officers and employees in relation to any contracts or services, or any matter arising from the Municipality’s exercise of its powers, duties or functions.