SPECIFICATIONS FOR TENDER # SUPPLY OF SECURITY SERVICES FOR WESTERN HEALTH

Transcription

1 SPECIFICATIONS FOR TENDER # SUPPLY OF SECURITY SERVICES FOR WESTERN HEALTH CLOSING DATE: CLOSING TIME: 29-May-09 11:00 AM (Newfoundland Time)

2 Table of Contents 1. General Provisions Intent Client Background Vendor Response Release of Information Communication During Tendering Tender Acceptance 7 2. General Requirements Static Security Guard Services Call-In Security Guard Services Experience License Staff/Shift Requirements Security Staff Recruitment Duties Minimum Qualifications Security Officers Minimum Qualifications Supervisor of Security Responsibility of the Security Company Responsibility of Western Health Terms and Termination of Contract Information Required Administrative Specifications Local Office Management Representative Back-up Support Standards of Conduct Change of Requirements Scheduling and Assigning Work Lunch Breaks and Rest Periods Consistence of Assignments/Acceptability Turnover Inspection and Enforcement Time on Duty Supervision 15 2

3 4. Ordering Guard Requirement Guard Documentation Security Personnel Qualifications Guard Selection Requirements Health Physical and Psychological Condition Visual Acuity Hearing Speech Sense of Smell Standards of Deportment Training Basic Training On-the-Job Training Double Banking Appearance Licensing/Identification Card Bonding Age Education Citizenship Language Affirmative Action and Discriminating Practices Security Guard Experience and Training Uniform Specifications General Minimum Scale of issue of the Prescribed Uniform Replacement of Clothing Items Accouterments Material Specifications Material Furnished by Western Health Furnished by the Contractor Safeguarding Property Property Accountability Abuse of Telephones Long Distance Charges Use of Hospital Property Contractor Performance Standards Overfill Shortfills Shortfalls Reimbursement for Shortfalls 24 3

4 8.4 Suspension/Rejection Criteria Security Personnel Turnover Duties of Security Personnel Duties Administrative Duties Hourly Rate Adjustment Minimum Wage Hourly Rate Adjustment Requests for Adjustments Insurance Requirements Financial Security Requirement Definitions Custody and Disposal of Financial Security Limit of Financial Security Method of Payment Time Verification Method of Payment Invoices General Conditions Bid Sheet Presentation Product History and Vendor Reputation Financial Considerations Applicable Taxes Tender Checklist 31 4

5 1.0 General Provisions 1.1 Intent Western Health invites interested vendors to provide bids for the provision of Security Services throughout the organization in accordance with the General Requirements as stated hereunder. 1.2 Client Background Western Health was established in 2005 and is responsible for the delivery of Health and Community Services in the Western Region. 1.3 Vendor Response Vendor s tender must contain an Executive Summary which shall contain: a. A brief description of the product being quoted. b. The name, title and address of the Vendor s representative responsible for the preparation of the Tender All prices quoted for goods and services must be specified in Canadian dollars, FOB Western Health Sites. All Tenders will be held to be valid for ninety (90) days following the Tender closing date Tenders must be received in full on or before the exact closing time and date indicated. TENDERS RECEIVED AFTER THAT TIME WILL NOT BE CONSIDERED All costs relating to the work and materials supplied by the Vendor in responding to this Invitation to Tender must be borne by the Vendor. 1.4 Release of Information While Tender is Open: The names of individuals or companies who have picked up the tender documents will not be released At Tender Opening: Only the names of the bidders will be read out. 5

6 1.4.3 After Tender Opening: 1. No further information will be released until after the contract is awarded. 2. After award, only the name and bid price of the successful bidder will be made available. 3. Information will be made available for a 90 day period only. 4. Successful Awards will be posted on Web Site FYI, Statements that are included as part of our Tender calls: While bidders are welcome to attend the public opening, please be advised that it is not our policy to release bid information. Only the names of the bidders will be released. 1.5 Communication During Tendering All communications with Western Health with respect to this invitation to Tender must be directed in writing to the attention of: Mr. John Piercey Regional Director, Materiels Management Western Health P.O. Box 2005 Corner Brook, Newfoundland A2H 6J7 Tel: (709) Fax: (709) johnpiercey@westernhealth.nl.ca Western Health may, during the assessment period, request meetings with the Vendors to clarify points in the Tender. No changes by the Vendor will be permitted after the Tender closing date Faxed Tender responses will be accepted with the condition that the original Tender documents are received at Western Health s Materiels Management Department no later than Five working days following the Tender closing date All bids must be sent in a sealed envelope clearly marked with Tender Name and Number to: Materiels Management Department, Western Health, Western Memorial Regional Hospital, Lower Level, P.O. Box 2005, Corner Brook, NL A2H 6J Bids submitted by electronic transmission ( ) will not be accepted. 6

7 1.5.6 Companies submitting fax Tenders are doing so at their own risk and the fax Tender must be at the public opening as specified in the Tender information. This Authority will not be responsible for inhouse courier services if companies submit quotations by fax machine. The time stated on the fax Tender will become null and void since it is the responsibility of the company placing the Tender to have their Tender at the public opening, therefore, this Authority will not be responsible for any damages or liabilities In order to contribute to waste reduction and promote environmental protection, the Western Health will endeavour to acquire goods and services that support these principles, therefore, product(s) quoted should include: maximum level of post-consumer waste and/or recyclable content minimal packaging minimal environmental hazards maximum energy efficiency potential for recycling disposal costs must not reduce the quality of the product required or affect the intended use of the product must not significantly impact the acquisition cost 1.6 Tender Acceptance Any acquisitions resultant from this invitation to Tender shall be subject to the Public Tendering Act The Tenders shall be opened in the Private Dining Room at The Western Memorial Regional Hospital on the scheduled date and time Any Tender may be accepted in whole or in part. The lowest Tender may not necessarily be accepted and Western Health reserves the right to cancel the Tender call. Western Health shall not be held responsible or liable for the payment of any costs that are incurred by the bidder in preparing a Tender in response to this invitation to Tender.. 7

8 2. GENERAL REQUIREMENTS 2.1 Static Security Guard Services The successful firm shall be responsible for providing static security guard services for the following sites and their ancillary buildings. Western Memorial Regional Hospital, Corner Brook Humberwood Addictions Center, Corner Brook Sir Thomas Roddick Hospital, Stephenville In addition to the above buildings and the ancillary properties the Security Service shall be responsible for patrolling of all facility grounds and associated parking lots for Western Health properties in Corner Brook and Stephenville. All bidders must visit each site and each Physical Infrastructure Support Site Manager to familiarize themselves with all areas covered under this contract. This visit must be completed at least five (5) days prior to tender closing date. 2.2 Call-In Security Guard Services The successful firm will be required to provide timely call in Security Guard Services to various work sites throughout the jurisdiction of Western Health on a when and as needed basis. Periodically, situations arise throughout Western Health that requires the presence of an on site Security Guard Service for limited periods. 2.3 Experience License: Tenders will be considered only from organizations or firms currently engaged in the provision of security services, and with considerable experience in providing service to a health care facility or an organization of similar size and magnitude. Tenders must contain proof of a validated security license along with proof of liability insurance, a letter of good standing from Workers Compensation and Employee Bonding. 8

9 2.4 Staff Requirements Required Shifts SITE GUARDS(S) SUPERVISOR Western Memorial Regional Hospital 2 ( hrs) (Monday to Sunday) 2 ( hrs) (Monday to Sunday) 1 ( hrs) ( Saturday and Sunday) 1 ( ) (Monday to Friday) Sir Thomas Roddick Hospital Humberwood Addictions Center Total Hours 240 Total Hours 40 1 ( hrs) (Monday to Sunday) 1 ( hrs) (Monday to Sunday) 1 ( hrs) (Saturday & Sunday) Total Hours ( hrs) (Monday to Sunday) 1 ( hrs) (Monday to Sunday) 1 ( hrs) (Saturday & Sunday) Total Hours 128 Hours/Week Grand Total Total 520 Total 40 Grand Total Security Staff Recruitment Western Health retains the right to be involved in the selection process of supervisors and security guards. We also reserve the right to request the employment records of all security personnel assigned to our sites. Failure to provide qualified staff to the satisfaction of Western Health will result in termination of the contract. 2.6 Duties: General security of hospital / buildings and grounds Control of traffic and parking Ticketing of illegally parked vehicles Enforcement of Smoking and other pertinent Hospital policies Enforcement of fire and safety regulations 9

10 Discharge responsibilities as outlined in the Facility Emergency Preparedness Plan Response and assistance with Code White emergencies. Other duties when and as required. Standing Orders of Security Services to be agreed upon with successful bidder before acceptance of formal contract. Assisting Clinical Staff with violent or unruly patients/residents/clients. 2.7 Minimum Qualifications Security Officers: Completion of high school Must have a valid driver s license Must be bonded Must possess Agent License as issued by Government of Newfoundland and Labrador, Department of Justice. Must demonstrate ability to communicate effectively with patients, staff and general public. In addition to course and training required to obtain Agent License all Security Personnel must have completed a Certified Security Officer Course, Therapeutic Intervention Course, Fire Emergency Procedures Training, CPR Course and First Aid course provided by the successful bidder. Must have a minimum of 6 months experience or equivalent 2.8 Minimum Qualifications Supervisor of Security: In addition to the above qualifications for a Security Officer the Supervisor of Security should have the proven ability to direct and supervise staff. Security Site Supervisors must be members in good standing of the International Association of Healthcare Security and Safety Professionals and related membership fees will be the cost of the Contractor. In addition the Supervisor is required to complete a Supervisory Course provided by the successful bidder. Must have a minimum of 5 years proven experience in the Security/Policing sector. 2.9 Responsibility of the Security Company: The Security Company will provide Western Health with a monthly labor breakdown which includes names, hours worked, and hourly pay. The Security Supervisor(s) will report on security matters to the applicable Western Health Manager responsible for Security Services. Security Supervisor(s) will provide a monthly report on Security 10

11 Operations and Security Incidents to the applicable Western Health Manager (Security). The Security Company will develop in conjunction with Western Health Regional Director ~ Physical Infrastructure Support and/or delegate to develop a meaningful Quality Assurance Program and Electronic Records Keeping system. The Company must provide stable qualified security staff for Western Health at all times. The Security Company will provide liability insurance for its employees. Western Health will be held harmless for any negligent act of security staff, and the security company will indemnify Western Health for any damage, loss or cost occasioned by any such negligence. The firm must meet with the appropriate Western Health management on a regular basis, to review status of contract (at least every two months). All uniforms for Security Personnel will be provided by the Security Company and approved by Western Health. The Security Company will work with Western Health Regional Security Manager and/or delegate to develop a comprehensive in-service training standard for its employees specifically tailored to the performance of security functions within a healthcare setting. Once such a standard is developed, the Security Company will provide the required training to its employee in accordance with a mandatory training schedule. The Security Company will work with Western Health s Regional Director ~ Physical Infrastructure Support and/or delegate to develop specialized security policies and procedures for Western Health Responsibility of Western Health: Western Health will provide the communication systems necessary for the proper operation of security. Western Health will operate offices at each of the aforementioned facilities for the Security Staff and provide lockers for guards. Western Health will provide telephone services and CCTV hardware and software in consideration of facility infrastructure. Western Health will provide all transportation as required by the Security Guards in the performance of their duties Terms and Termination of Contract: The contract shall commence with the schedule agreed to by Western Health and the successful bidder and continue for a five (5) year period with an option to extend contract of an additional two (2) years if so agreed upon by both parties. The contract may be terminated by Western 11

12 Health giving not less than sixty (60) days written notice of intention to terminate Information Required: The tender must include the names, addresses and contact persons of three companies or facilities where your firm is now or has recently been engaged in providing security services. The tender must include the firm s: a) staff and resources information b) training information c) financial information d) management practices e) financial capabilities f) security agency experience g) security agency performance h) financial security consent Failure to provide information requested in these specifications will result in the rejection of tender. Site visits must be conducted by all interested parties prior to tender submission. Contact Persons: Keith Allen Regional Director, Physical Infrastructure Support (709) Ext 5552 John Piercey Regional Director, Materiels Management (709) Ext ADMINISTRATIVE SPECIFICATIONS 3.1 Local Office: In the absence of a local office in St. John s, Newfoundland, the Contractor is to provide an on-site representative, (e.g. one of the security personnel) for the solution of security problems and for the efficient functioning of the security personnel in general. This representative will also be responsible for the supervision of the security supervisors and personnel. 12

13 3.2 Management Representative: Prior to the start date of the contract, the Contractor will submit in writing to Western Health the name of one (1) management representative and one (1) alternate who is authorized to act for the Contractor in every detail at all times. This person will be made available, at no extra cost to Western Health for impromptu meetings at the Consignee s office during regular office hours and also for regularly scheduled meetings at the call of Western Health. 3.3 Back-Up Support: The Contractor will be responsible for providing properly trained back-up support for illness, holidays or other absences. When back-up support is required, the Contractor shall provide it within two (2) hours. 3.4 Standards Of Conduct: The Contractor will be responsible for maintaining high standards of performance, conduct, competency and integrity in the security personnel assigned to the contract and will pay an hourly rate of pay to the security personnel commensurate with these high standards. 3.5 Change Of Requirements: Within prescribed notice time, Western Health reserves the right to: Increase or decrease the number of hours or timing of requirements at any location. Alter the guard category at any location. Add service at new locations. 3.6 Scheduling And Assigning Work: Within the guard requirements defined by Western Health, it is the Contractor s responsibility to schedule work days and work hours for their employee guards and to assign them to Posts within Western Health premises. It is the responsibility of the security supervisor to consult with the Site Manager responsible for Security and/or delegate to determine precise work requirements and to assign work posts, schedule breaks, lunch, on-the-job training, and accommodate the Western Health orientation training arrangement for security guards. 13

14 3.7 Lunch Breaks And Rest Periods: Western Health agrees to pay for reasonable lunch breaks and rest periods with the understanding that all guards must remain in the building during these periods in the event they may be called back to work to assist in an emergency situation. 3.8 Consistency Of Assignments/Acceptability: With the exception of the Call-In Security Guard requirement, the Contractor will assign the same guards to the same work sites and shifts and restrict the use of their employees exclusively to this contract. This is designed to ensure a work force that is dedicated and familiar with the workplace and to reduce the needs for retraining or reorientation guards to local requirements. If any of the security guards so furnished are subsequently considered by Western Health to be unsuitable, the Contractor shall immediately, upon written notification from Western Health, remove and replace them with security guards acceptable to the Site Manager responsible for Security and/or delegate. Western Health reserves the right to determine the suitability for reassignment of any security personnel removed from a post. 3.9 Turnover: The Contractor will ensure that the hiring practices and selection standards of guards are done in a way to encourage the establishment of a reliable and stable workforce Inspection And Enforcement: In order for Western Health to be able to hold the Contractor accountable for all aspects of services provided, the following inspection and enforcement measures will be periodically carried out: a) work performance inspection on work site. b) appearance inspection on work site c) measurement of guard identification, qualifications, training, turnover rates, shortfills, shortfalls, etc. d) monitoring of the Quality Assurance Process Western Health will carry out the above inspection and reporting function. Western Health reserves the right to periodically conduct on-the-job inspections to determine the overall quality of the Contractor s 14

15 performance, the job knowledge of individual security personnel, the effectiveness of training and to determine the conduct and appearance of the security personnel. In addition, all security personnel may be contacted by telephone by Western Health to ensure their attendance and knowledge of duties. During these inspections, security personnel will identify themselves by: a) name b) rank c) guard license number Security personnel will answer pertinent questions based on Post or Standing Orders and their training experience. Western Health will immediately alert the Contractor of any critical deficiencies found by Western Health Inspectors as a result of the above noted inspection and the Contractor will take immediate remedial action to correct these deficiencies. Failure to do so may be considered grounds for default. Meetings with representatives of the Contractors and Western Health will be held, as required, to discuss the Contractor s performance and proposed remedial action to correct deficiencies Time On Duty: The Contractor shall ensure that security personnel assigned to the contract are not on duty for more than sixteen (16) consecutive hours and they will have a break of eight (8) hours minimum between shifts Supervision: Direct supervision of the security personnel shall be the responsibility of the Contractor. 4. ORDERING GUARD REQUIREMENT: 4.1 Guard Documentation: The Contractor shall submit to Western Health five (5) working days prior to commencement date of the contract, guard documentation (by completing the Guard Documentation Form of Appendix I-1) on the proposed security personnel for approval by Western Health. 15

16 4.1 Guard Documentation: (cont d) The documentation will include: name of guard police clearance certificate (certificate of good conduct) license number social insurance number education language skills rank experience summary length of service certification of training passport size photo (from the waist up) in uniform and without a cap physician medical clearance report 5. SECURITY PERSONNEL QUALIFICATIONS: 5.1 Guard Selection Requirements: The Contractor must agree to carry out a standardized structured interview for each applicant and to conduct a background investigation to confirm the integrity, personal habits, claimed work experienced, training and qualifications of the applicant. Western Health reserves the right to appoint a representative to sit on the structured interview board The Contractor will certify to Western Health that the above criteria have been confirmed in the case of each accepted security guard prior to his/her work assignment. 5.2 Health All security guards must be in a state of health consistent with the ability to perform the required safety and security tasks and derivative capacities. Prior to deployment, all security guards must provide the Contractor with a certificate from a licensed physician attesting to the good health and the absence of physical or mental limiting factors which could interfere with a security guard s performance of duties. 16

17 5.2.1 Physical and Psychological Condition At the request of Western Health, a guard shall obtain a doctor s certificate attesting to general good health, reasonable sound of mind and limb, and absence of physical or psychological limiting factors which might interfere with the discharge of his/her duties. Security personnel shall be free from any communicable diseases. The Contractor will ensure that the appropriate release authorizations are in place that will enable Western Health to review such certificates. Should any disease or condition be under medically acceptable control, the guard will be considered on an individual case basis Visual Acuity Eyesight shall be equal or better than 20/60 in both eyes without glasses/lenses or, equal or better than 20/20 in one eye and 20/20 in the other when using glasses or contact lenses. Individuals with active or progressive ocular disease shall not normally be acceptable for duty as security guards. If accepted, these guards shall be required to show certification at appropriate intervals to attest to meeting the eyesight requirements set out above Hearing Hearing loss in each ear, corrected if necessary to meet the requirement, shall be less than 30db when tested by audiogram for frequencies below 2000 Hz Speech There shall be a clear ability to communicate orally efficiently and effectively Sense of Smell Guards shall have the ability to sense odors. 5.3 Standards of Deportment The Contractor will ensure a high standard of deportment is maintained by the security guards. Examples of conduct considered to be unsuitable are: chewing gum, smoking or eating food on posts except at nonpublic security stations or while on lunch break or in rest rooms 17

18 late for duty evidence of alcohol or drug abuse vacating his/her post without authority on post without prescribed personnel equipment, where applicable, such as radio, keys, notebook, etc. tampering or playing with government property overstaying coffee or lunch breaks idle talk with other security personnel, government staff or visitors indiscreet actions or conduct such as fighting, smoking on public post abusive language or lack of tact such as arguing, swearing not complying with Post Orders, or other written or oral instructions from the authorized Western Health authority The Contractor will be responsible for maintaining high standards of performance, conduct, competency and integrity in the security personnel assigned to the contract. 5.4 Training Basic Training: It is understood that the Contractor will, upon being awarded the contract, have sufficient personnel available who have successfully completed the Security Guard Basic Training Program within 4 months of award of the contract as required by the Licensing Division of the Department of Justice for the Province of Newfoundland. Security guards shall be trained and qualified in Standard First Aid, C.P.R. and Non-Violent Crisis Intervention. Non-Violent Crisis Intervention will be offered to Security Guards at no cost, however, all costs associated with employee wages and benefits shall be the responsibility of the contractor On-the-Job Training The Contractor shall ensure the satisfactory completion of on-thejob training by all security personnel, at his own expense, prior to or within twenty-four (24) hours of assignment to the contract. The nature and length of this training shall be such so as to ensure the security personnel are knowledgeable of their duties Double Banking Whenever it becomes necessary to assign security personnel to the contract for the first time without the guard having first completed 18

19 5.5 Appearance the on-the-job training outlined in paragraph above, the Contractor shall arrange, at his own expense, to have the new personnel double bank with experienced personnel for a minimum of three (3) days, prior to their taking over the post on their own. The Contractor s supervisor shall visit the Post to ensure that the new personnel are knowledgeable of duties. The Contractor will be responsible for ensuring the appearance of all security personnel assigned to the contract is such as to reflect credit on Western Health and the Contractor. a) Uniforms are to be clean, pressed and in good repair. b) Head and facial hair to be neat, clean and well groomed. Exaggerated hair styles that detract from the uniform image will not be acceptable. Beards, mustaches and sideburns must be modest and well groomed. c) Shoes are to be cleaned and polished. d) Only approved uniforms are to be worn. e) Neatness in dress. f) Security guards to be clean and devoid of foul or offensive odors. 5.6 Licensing/Identification Card Security personnel are to be licensed in accordance with Provincial Regulations. The prescribed identification card must be in their possession at all times when on duty shall be produced for inspection at the request of any person. In the event a security guard loses the identification card due to causes beyond his/her control, that guard shall carry in his/her possession: a) a photocopy of their guard license b) a signed statement from the Contractor s delegated representative certifying to: the reasons leading to a failure to have the necessary identification the date of loss or misplacement of the identification card the steps taken to advise the Provincial Government and to obtain a new identification card Notwithstanding the above, if the Contractor fails to obtain a replacement identification card within two (2) weeks of its loss or misplacement, the guard who has lost or misplaced such card shall be replaced. 19

20 In all other cases, the Contractor will replace, upon request from the contracting authority, or any other authorized person, any security guard who fails to produce the necessary prescribed identification. In some cases, security personnel may be required to carry Western Health issued and controlled identification cards or security passes. 5.7 Bonding 5.8 Age All security personnel shall be Fidelity Bonded. All guards must meet the minimum age requirement for guards in the Province of Newfoundland. 5.9 Education All security personnel shall have received formal education which will permit guards to be able to read and comprehend Post and Standing Orders and to write legible reports and entries Citizenship Security guards must be Canadian citizens or permanent residents of Canada for three (3) years with a valid employment authorization document. Each guard shall possess proof of Canadian citizenship when required for certain positions as defined by the Western Health. Non-citizens shall produce proof of landed immigrant status or a valid employment authorization document Language Security guards must be able to speak, read and write in English Affirmative Action and Discriminating Practices In the selection of security guards, the Contractor shall make a determined effort to ensure that women and minority groups be considered and receive a share of assignment opportunities consistent with the selection criteria. It is the Contractor s responsibility to ensure that hiring practices do not constitute discriminating practice, i.e. - by sex, age, language, health, bearing in mind the specification and capacities identified in this contract. 20

21 5.13 Security Guard Experience and Training: All personnel must have a minimum of six (6) months continuous recent experience as a security guard or have had service with the Canadian Armed Forces, R.C.M.P. or a Police Department and this service must be acceptable to Western Health. All personnel must have a valid First Aid, C.P.R. and Therapeutic Crisis Intervention certificate. If certificate is not in place, Contractor has three (3) months to have all staff certified. In addition, refresher courses relating to these particular training sessions will be undertaken by all Security Guards in accordance with normal requirements and will be conducted by the contractor at his cost. 6. UNIFORM SPECIFICATIONS 6.1 General: All uniforms will be provided by the Contractor and the prescribed uniform will be of a design deemed appropriate by Western Health. All uniforms shall be identical in design and color. Uniforms provided by the Contractor shall be worn by all security personnel assigned to the contract at all times while engaged in the performance of the services required. Security personnel may not enter on duty unless they are wearing a complete uniform. Ranked security personnel must wear a badge denoting their rank and this badge must be discernible on the uniform at all times. All guards shall wear, while on duty, a uniform conforming to the following requirements: readily distinguished from public police force; and displays the company logo or name in a prominent position All uniforms must be maintained, clean, neat and must fit properly at all times. Worn, frayed, damaged or patched uniforms will not be accepted. Shoes are to be cleaned and polished. Security guards will be subject to inspection by Western Health. It is agreed and understood that security personnel will be provided with uniforms in a satisfactory condition and subject to the acceptance of the Western Health Care. Failure to provide acceptable uniforms may be considered grounds for the guard s removal from Western Health premises. 6.2 Minimum Scale Of Issue Of The Prescribed Uniform: The Contractor shall issue uniforms at commencement of employment in new or very good condition: 21

22 two (2) jackets two (2) trousers, skirt/slack combination two (2) shirts/blouses one (1) tie/scarf one (1) raincoat (as required for outside post) one (1) parka (Arctic) one (1) pair of gloves one (1) cap one (1) pair of boots/shoes one (1) belt 6.3 Replacement Of Clothing Items All issued uniform items shall be replaced by the Contractor as the need arises so as to ensure that security personnel are well dressed at all times. Following a request by Western Health the Contractor will issue a uniform in new or very good condition to a specific guard. 6.4 Accouterments The uniform must include: a) company logo and Western Health Security Patch b) name plate and a security guard badge or flash above left pocket of tunic/blazer and/or shirt/blouse 7. MATERIAL SPECIFICATIONS 7.1 Material Furnished by Western Health as indicated below: control room communication/cctv equipment telephone necessary for the conduct of official business facilities for security personnel personal belongings necessary punch clocks, discs and punch keys, etc. flashlights, batteries 2-way radios It is understood and agreed that the Contractor shall be responsible for the maintenance of this equipment and will repair and/or replace it in the event of any loss or neglectful damage. The cost of normal maintenance, required as a result of ordinary wear and tear, will be borne by Western Health Furnished by the Contractor as indicated below: uniforms, rank and other badges security personnel time sheets 22

23 provincial licenses for security personnel guard documentation forms It is understood and agreed that the above equipment will remain the property of the Contractor who shall be responsible for all operating costs such as maintenance, batteries, back-up equipment, etc. 7.2 Safeguarding Property The Contractor shall take all reasonable precautions as directed by the consignee to safeguard and protect Western Health property. 7.3 Property Accountability: All property furnished by the consignee under this contract shall remain the property of the Western Health. Upon termination of the contract, the Contractor shall render an accounting of all such property which came into his possession under this contract. The Contractor will reimburse the consignee for any lost, damaged or missing items because of actions by their employees. 7.4 Abuse Of Telephones - Long-Distance Charges: The Contractor will pay for any unauthorized long-distance telephone charges that their employees incur while they are on hospital property. 7.5 Use Of Hospital Property: Western Health property shall only be used for official business in the performance of this contract. 8. CONTRACTOR PERFORMANCE STANDARDS The Contractor agrees with the following terms and conditions: 8.1 Overfill: Overfills occur when the Contractor supplies too many guards, or guards for longer periods than required, or at a higher level than required. The consignee will pay only for the services requested. 8.2 Shortfills: Shortfills occur when the Contractor supplies unqualified guards. The consignee reserves the right to refuse security guards not qualified at the 23

24 level required. If the consignee accepts guard services provided at lower than the level required, billing rates at the level provided will apply. Overtime rates will not be paid by the consignee to allow the Contractor to compensate for shortage of guards at the required level. 8.3 Shortfalls: Shortfalls occur when the required guard services are not supplied at a post or work site. The consignee will pay only for time actually worked. If a security guard arrives late for work, or leaves early for any reason, overtime will not be paid by the consignee when the Contractor fills the vacancies so created. Moreover, the absence of a guard at a post or work site without a replacement constitutes a shortfall for a portion of a shift. The consignee will not accept shortfalls and reserves the right to bring in guards from another company or to use the consignee s employees to replace the guards the Contractor does not supply Reimbursement for Shortfalls The consignee will charge the Contractor any difference in billing rates for contract guards from another company, the difference in the hourly wages paid to the consignee s employees up to a maximum of $30.00 per hour. In these cases, this can include overtime costs. 8.4 Suspension/Rejection Criteria The following conditions will be cause for an immediate request by the consignee for the removal of security guards from work assignments on the consignee s premises: Dependency on or addiction to or inordinate use of illicit drugs or alcohol Emotional instability or mental disorders Conviction for a criminal offense for which a pardon has not been granted Poor eyesight or hearing Pronounced speech impediment Persistent problems of absenteeism Persistent performance problems Persistent appearance Persistent deportment problems Inadequate training or experience Unacceptable licensing or loss of a license/id card. 24

25 The following conditions may also be cause for terminating the Contractor s service: High turnover rate Excessive shortfills or shortfalls Failure to carry out necessary supervisory patrols Unacceptable contract management and guard supervision Failure to comply with the terms and conditions of the contract. 8.5 Security Personnel Turnover: High turnover rate - Turnover is the number of security guards hired to replace those leaving or dropped from the Contractor s work force. The turnover rate will be expressed in percentage as the ratio of those hired replacements to the number of guards declared by the Contractor as the work force necessary to meet the consignee s requirement for permanent posts and is calculated on an annual basis. 9. DUTIES OF SECURITY PERSONNEL 9.1 Duties a) Patrol the public areas, in and around Western Health sites, car park and other public areas, for security and fire prevention purposes. b) Checking parking lots and ticketing vehicles illegally parked. c) Enforce No Smoking regulations. d) Check buildings during evenings, midnights, weekends and holidays for security and fire prevention purposes in accordance with a list of buildings supplied by Western Health. e) Direct auto traffic, if and when required. f) Provide a courteous information service to the public, as required. g) Control pedestrian and vehicular traffic at entrances during Emergency procedures. h) Maintain an Occurrence System in accordance with Western Health policy. i) Maintain order to the general public. j) Lock and unlock doors when required. k) Assists Clinical Staff with violent and unruly patients/residents/clients The above (9.1) only contains common duties to be performed across the majority of sites specified in this document. Detailed standing orders for each site will be established with the successful bidder. 25

26 9.2 Administrative Duties: a) Assist in the administration process of issuing parking permits b) Collect money from parking meters as required c) Complete monthly reports and submit to applicable Manager (Security) Western Health d) Maintain log of each shift activities e) Complete special reports for major incidents f) Maintain control over parking tickets and complete documentation for submittal of same to Provincial Traffic Court g) Maintain records for security punch clock system h) Maintain orderly library of video tapes used in surveillance equipment and cameras Western Health reserves the right to amend or modify the proceeding duties to meet the needs of the client and the Contractor shall respond accordingly to ensure their implementation. 10. HOURLY RATE ADJUSTMENT 10.1 Minimum Wage: The successful bidder shall pay the security supervisor at each site a minimum hourly rate of $16.00 at the commencement of the contract. The successful bidder shall pay the security officers at each site a minimum hourly rate of $12.00 at the commencement of the contract. The tender must include a complete breakdown of the hourly rates of pay both for the Supervisor and Security Officers, as well as their overtime or special duty rates of pay on a Site by Site basis. The successful firm must be able to make available to Western Health on request extra qualified Security Officers for emergency or special duty assignments, at applicable rates of pay. All other costs pertaining to or associated with the provision of this service must be included in your submission Hourly Rate Adjustment The hourly rates stated herein may be subject to review and adjustment by Western Health if: a) A Provincial or Federal legislative change in employer contributions takes effect. Any adjustment will be equal to the increase, or decrease, in employer contributions, expressed in cents per hour. 26

27 The Contractor will submit a written request for Western Health s approval for any adjustment Requests for adjustments are to be addressed to: Keith Allen, Regional Director, Physical Infrastructure Support, Western Health (709) Ext INSURANCE REQUIREMENTS The Contractor shall, at its own expense, provide and maintain during the full term of the contract the following insurances as applicable: a) Comprehensive General Liability The limit of liability shall be for bodily injury and property damage and NOT LESS than $1,000, per accident or occurrence. b) Automobile Liability The limit of liability shall be for bodily injury and property damage and NOT LESS than $2,000, per accident. c) Non-Owned Automobile Liability The limit of liability shall be for bodily injury and property damage and NOT LESS than $1,000,000.per accident. d) Life Insurance: The limit of coverage shall be for bodily injury to the Contractor s employees incurred in carrying out his/her security services duties resulting in the death of the employee. The life insurance policy shall be NOT LESS than $10, per employee. Immediately upon notification of award of contract, the Contractor shall provide the Western Health with a Certificate of Insurance from the Insurer stating: a) That the required insurance is in effect b) That the contractual or assumed liability under the contract is covered c) That Western Health has been named as an additional insured d) That the Cross Liability Clause will apply 27

28 e) That the Professional Services Branch will be given at least fifteen (15) days prior written notice of any policy cancellation or of any change in the limit or type of insurance specified. The foregoing insurance provisions shall not limit the insurance required by Municipal, Provincial or Federal Law. IT SHALL BE THE SOLE RESPONSIBILITY OF THE CONTRACTOR TO DETERMINE WHAT ADDITIONAL INSURANCE COVERAGE, IF ANY, IS NECESSARY AND ADVISABLE FOR ITS OWN PROTECTION AND/OR TO FULFILL ITS OBLIGATIONS UNDER THIS CONTRACT. ANY SUCH ADDITIONAL INSURANCE SHALL BE PROVIDED AND MAINTAINED BY THE CONTRACTOR AT ITS OWN EXPENSE. In lieu of the life insurance policy, written confirmation from the Contractor that $10, will be paid to the employee s beneficiary or estate will be acceptable. 12. FINANCIAL SECURITY 12.1 Requirement Within fourteen (14) days of award of contract, the Contractor shall deposit with the Contracting Authority Financial Security as outlined below Definitions Financial Security Means: Performance Bonds and Labour and Material Payment Bonds each in the amount shown on the page below Custody And Disposal Of Financial Security The financial security shall be held by Western Health as security for the due fulfillment of all of the terms and conditions of the contract. In the event of default or non-performance by the Contractor: If financial security is in the form of a performance bond and labour and material payments bond, Western Health will have recourse to the Bonding Company Limit Of Financial Security 28

29 The Performance Bond and Labour and Materials Bond shall be for the sum of $ 50, to expire at the end of the contract term. 13. METHOD OF PAYMENT 13.1 Time Verification Time charged and the accuracy of the time recording will be verified by the Western Health representatives before or after payment is made to the Contractor under the terms and conditions of this contract Method of Payment: Payment by the Western Health for the work shall be made within fortyfive (45) days following the date on which an invoice and substantiating documentation are received according to the terms of the contract. If Western Health has any objection to the form of the invoice or the substantiating documentation, within fifteen (15) days of its receipt, we shall notify the Contractor of the nature of the objection. Form of the Invoice means an invoice which contains or is accompanied by such substantiating documentation as Western Health requires Invoices The Contractor will send one (1) original and two (2) copies of the invoice to the consignee, on a monthly basis, for services actually rendered. 14. GENERAL CONDITIONS: Please state the amount of H.S.T to be invoiced: $ Please confirm Price Protection Period: Please state delivery time from date of purchase order: Vendor Confirmation (please sign) I confirm that our Tender meets or exceeds the specifications detailed in this invitation to Tender. I also confirm that all specifications are included in the quoted price. Any items that are optional are noted accordingly. Signed 29

30 Title Company Name Address Phone 15. BID SHEET: Please complete the following Bid Sheet indicating the total cost of wages for the 5 year term of the contract, ( Excluding taxes ) to Western Health. Year 1 Year 2 Year 3 Year 4 Year 5 Guard, Regular Guard Overtime Supervisor, Regular Supervisor, Overtime. 16. Presentation A presentation of the Tender and / or a demonstration of the product / system shall be provided, if requested, at the Vendor s expense. 17. Product History and Vendor Reputation The Vendor shall provide a list of three (3) organizations where a similar Unit has been installed. Include a contact person for each organization. 18. Financial Considerations 18.1 All applicable taxes shall be indicated in the Tender. 30

31 TENDER CHECKLIST TENDER # DID YOU INCLUDE HAS TENDER SUBMISSION BEEN SIGNED Yes No COPY OF REQUIRED TENDER DOCUMENTS Yes No COPY OF BROCHURES (IF REQUESTED) Yes No COPY OF WCB LETTER OF GOOD STANDING (IF REQUIRED) Yes No COPY OF PROOF OF INSURANCE (IF REQUIRED) Yes No AMOUNT OF TAX NOTED ON REQUEST FOR QUOTATION FORM Yes No OPTIONAL PRICING FOR TRAINING INCLUDED Yes No NOTE: TENDER RESPONSES MAY BE REJECTED IF YOU ANSWER NO TO ANY OF THE ABOVE QUESTIONS. 31