Inspections and Repairs of Playground Equipment and Surfacing

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GENERAL INSTRUCTIONS TO PROPONENTS The District School Board of Niagara (hereafter referred to as the DSBN) is interested in obtaining submissions to award one (1) Contractor for Category A, Playground Equipment Inspections and to prequalify approximately three (3) Contractors for Category B, Repairs and Maintenance of Playground Equipment and Surfacing for a one-year period beginning April 13, 2025, and ending April 12, 2026. Consideration will be given to renew the contract for two (2) separate one-year periods, ending April 12, 2028. Proponents may submit bids for any of the following categories:Category A – Playground Equipment Inspections Category B – Repairs and Maintenance of Playground Equipment and SurfacingFor both Category A and B, work must be completed by a Canadian Certified Playground Safety Inspector.The DSBN shall pre-qualify Contractors for one or both categories based on the selection criteria, references provided and mandatory requirements. Each Category is reviewed and selected individually.For Category B, Repairs and Maintenance of Playground Equipment and Surfacing, the DSBN reserves the right to assign projects on the basis of “best fit” as determined by DSBN at DSBN’s sole discretion based on any criteria DSBN determines to be applicable to the particular project, which may include any of the following: type and/or level of expertise and services required, hourly rates, markup percentage, contractor availability in regards to response time and/or schedule, past experience performing similar work, or any other criteria DSBN considers relevant in terms of selecting a contractor best suited to perform the work. The Contractor shall supply all labour, materials, and equipment to complete all work as required and specified for inspections and repairs. Where projects or work differ significantly from the scope of work herein, the DSBN reserves the right to utilize a different process and different vendors.The DSBN reserves the right to obtain quotes from multiple pre-qualified Contractors for repairs at our discretion, although we are not required to do so and may proceed with a pre-qualified Contractor without further quotes.SCOPE OF WORKThe specifications as indicated in this section are intended to serve as a general guide as to what is expected. A complete description / specification is to be supplied as part of the bid submission. Where the bid submission will not include all of the requested specifications listed below, please indicate details on your submission. If no information is provided on your bid regarding any nonconformance to the requested specification(s), the DSBN will assume that the bid submission meets the specifications requested in their entirety with no alterationThe following clauses apply to Category A Inspections of Playground Equipment:The DSBN hereby invites Proposals from qualified Contractors for Safety Inspections of Playgrounds for approximately 70 Elementary, encompassing 130 Playgrounds and/or Play spaces.The inspections must be completed by a "Canadian Certified Playground Inspector". The successful proponent may be required to furnish documentation that the person(s) that will carry out the DSBN inspections is a Canadian Certified Playground Inspector.Comprehensive inspections shall be carried out with the application of the Occupational Health and Safety Act for Industrial Establishment and all playground equipment shall be inspected and evaluated according to the latest CSA standards for Children’s Playspaces and Equipment.Inspections must take place during normal business hours only. After-hours work must be approved in advance by the Property Services Supervisor. Inspections to take place May 1, 2025, to June 30, 2025, and reports must be completed and submitted by July 31st.The successful proponent must contact the Facility Services/Supervisor of Contracts before May 1st to determine the timeframe to perform the inspections and other contract details.The DSBN retains the sole right to all inspection reports.The successful Proponents inspection personnel will, upon arrival and prior to commencing any on-site inspection work during school hours, notify the schools office at each site.All on-site inspection personnel will conduct themselves in a professional manner, adhere to company dress codes and will carry identification indicating their name, the name of their company and their occupation.Inspections and evaluations shall include, but not be limited to:- A thorough visual and physical inspection of the playground area including site conditions, play surfaces and play equipment.- An assessment of compliance with the latest CAN/CSA Standard Z614-20 or latest version and other applicable standards for all play equipment.- An assessment of compliance with the latest CSA Standards for Children’s Playspaces and Equipment that are accessible to people with disabilities for all play equipment designed for accessible use.- An inventory of play equipment, play equipment components and site fixtures is to be documented.- An evaluation of no-encroachment zones.- Identification of "Safety Concerns" relating to protective surfaces and suggested recommendations or remedial actions required.- Identification of "Safety Concerns" of all play equipment and components and suggested recommendations or remedial actions required.- Equipment or play surfaces determined to be unsafe or present serious and/or significant safety hazards will be identified. Notification of such conditions will be presented to appropriate personnel at the time of inspection.Any unsafe equipment posing an immediate safety hazard should be red-tagged and both the Principal and Supervisor of Contracted Services notified immediately.Reporting, Documentation and Details:The successful Proponent must provide one (1) PDF copy within 30 days of the agreed upon inspection dates to the Supervisor of Contracts.The Annual, Comprehensive Audit Inspection Report for each site will include:- Location Name and Address- The Inspector's Name- Date and Time of Inspection- Weather Conditions at Time of Inspection- Analysis of Age Appropriateness of the Play Equipment and Overall Site - An Analysis of the play site including: Location, Access and Proximity to Buildings, Streets, Roadways, Residential and Commercial Buildings- An Analysis of Signage, Fencing, Street Furniture, Pathways, Building Fixtures Affecting Play Site, Landscape Features and Visual Surveillance- Assessment of Critical and Fall Heights- An Analysis of Retaining Walls - Age/Installation Date of the Equipment - Identification of areas of Non-compliance within the Equipment and Components, referencing specific Clauses and Appendices and listing the compliance requirements- A Record of Safety Concerns and Hazards present including, but not limited to, areas of entrapments, entanglements, protrusions, pinch/crush and shear points, sharp edges and fall strike impact hazards- Hazards shall be classified under 1 of the following sections: Class 1 Life threatening or debilitating injury Class 2 Non-life threatening or non-debilitating injury Class 3 Minor injury or item of non-compliance of the CAN/CSA latest standard- Identification of exposed or submerged concrete, wood or steel foundation supports present within the protective surfacing area and equipment- Listing of Comments and Recommendations to bring the equipment and surfacing into compliance with latest CSA Standards for Children’s Playspaces and Equipment and provide recommendations as to the practicality and economic viability of retrofit, repair or removal- The general condition of all equipment - Compliant components/activities- Non-compliant components/activities- The severity of the non-compliance with Hazards identified as per report details listed below- All needed repairs and or replacement parts- Photographs showing equipment parts requiring repair - Recommended actionIf the site requires an Engineered Wood Fiber Top-up, the audit report is to show the minimum required amount to meet compliance with the CAN/CSA Standard Z614-20 or latest version and other applicable standards for all play equipmentThe following clauses apply for Category B Repairs and Maintenance of Playground Equipment and Surfacing:Repairs of Playground Equipment must be completed by a Canadian Certified Playground Safety Inspector. The successful proponent may be required to furnish documentation that the person(s) that will carry out the repairs and maintenance is a Canadian Certified Playground Inspector.The DSBN may request a quote for the repairs including but not limited to; a playground structure, equipment, rubberized surfacing or an engineered wood fiber top-up after playground inspections have been performed or anytime throughout the contract term.The quote for such repairs, rubber surfacing and/or top-up of engineered wood fiber shall be forwarded to the Principal and a copy to the Purchasing Department. Materials, labour and any other costs should be broken down separately as line items on the quote. Repair work will only be authorized by a purchase order. There is no guarantee of any repair work. The DSBN may, at its sole discretion obtain quotes for repairs from other sources.Rubberized surfacing repairs may include, but is not limited to, patch work for surfacing no longer under warranty.The successful Proponents personnel will contact the Principal, prior to commencing any on-site repair work or maintenance. Upon arrival at the school the successful Proponents personnel must carry photo identification and report to office staff upon arrival.Once repair work has been completed, the successful proponent is to provide a detailed summary report of the work performed and corrective action taken for noted deficiency(s) which must be provided to the Principal to approve completion.BACKGROUNDThe DSBN is a supportive, innovative community that is focused on doing what’s best for kids, and helps every student achieve success. We proudly serve over 40,000 students across almost 100 elementary and secondary schools in Niagara, located between Lake Erie in the South and Lake Ontario to the North. We believe that every individual involved with our system -- from students, staff, and volunteers to trustees, families, and community partners -- has an important contribution to make to the learning, growth, and well-being of DSBN students. Students are at the heart of everything we do, and this commitment is ubiquitous throughout our system and is encapsulated by our Vision, Learning and Growing Together. The DSBN complies with the Broader Public Sector Directives (as directed by the Province of Ontario); and applicable trade agreements such as Ontario-Quebec Trade and Cooperation Agreement, Comprehensive Economic & Trade Agreement (CETA) and Canadian Free Trade Agreement (CFTA).