Contractor Prequalification Form Contracto… · Contractor Prequalification Form Cadillac Fairview Corporation Limited - Contractor Pre-Qualification Form 1 ... in standard care

Contractor Prequalification Form

Cadillac Fairview Corporation Limited - Contractor Pre-Qualification Form

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RULES AND INSTRUCTIONS FOR COMPLETING THIS CONTRACTOR PRE-QUALIFICATION FORM

General Rules

1. Completing this application form in no way constitutes a commitment by Cadillac Fairview to award work contracts or service agreements or to pay any costs incurred by any contractor/consultant in preparing this application.

2. Cadillac Fairview will conduct additional screening of successful applicants for specific work and specific projects.

3. Completed Application forms and supporting documents submitted by contractor/consultants become the property of Cadillac Fairview and will not be returned and will not be disclosed to any third party except as may be required by law.

4. The Applicant is obligated to inform Cadillac Fairview, in a timely manner, of any changes to this application affecting key personnel, ownership status, bonding capability, sustainability commitments, environment health and safety status, financial position or any other information, which may affect its pre-qualified status with Cadillac Fairview.

5. Applications and support documents will be retained for a minimum period of three years or longer as determined by Cadillac Fairview at its sole discretion. After three years, pre-qualification renewal will be requested.

6. Cadillac Fairview reserves the right to ask for updated information at its discretion.



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Prequalification Instructions

1. All contractors who are interested in providing on-site services to the Cadillac Fairview Corporation Limited (“Cadillac Fairview”), or any Cadillac Fairview entity, are required to complete this pre-qualification application form.

2. Various supporting documents must accompany your completed application form as set out herein and summarized in Section 9. Cadillac Fairview reserves the right not to accept applications, if the required documentation is not included or if the minimum prequalification requirements are not met.

3. As soon as this application is completed, please send a copy along with the necessary supporting documents to your Cadillac Fairview property contact person. Written confirmation will be sent to you advising on whether your application has been accepted or rejected.

Application Evaluation Rules

1. Upon receipt of the completed application forms and supporting documents, Cadillac Fairview personnel will review your submission to ensure compliance with Cadillac Fairview’s pre-qualification requirements. Cadillac Fairview reserves the right not to accept any deviations from the requirements as set out in this application. Despite any acceptance, Cadillac Fairview reserves the right to seek additional information or confirmation of information submitted.

2. The following factors will be considered in the evaluation of completed application forms:

Completeness of the Application

Safety Record

Related Experience



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Sustainability of Operations, Health and Safety and Environmental Management

Insurance/Financial/Bonding Capabilities

References

3. Cadillac Fairview reserves the right to request clarification or additional information from Applicants.

4. Applicants are expected to update their submission with any material changes in a timely basis. Updates may be requested from time to time to maintain your pre-qualified status.

5. Acceptance/Rejection of application

Confirmation will be sent to you by your Cadillac Fairview property contact person once your application has been evaluated.

RFP’s will be requested from pre-qualified contractors only.

Thank you for your interest in Cadillac Fairview.



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Table of Contents

Section Page Number

Section 1 – Organization Information

5

Section 2 – Business Organization

6

Section 3 – Conflict of Interest Declaration

7

Section 4 – Professional Certifications and Trade Licensing Information

7

Section 5 – Work Experience Profiles

8-10

Section 6 – Occupational Health & Safety, Environmental Management and Loss Prevention

11-15

Section 7 – Insurance Information

15

Section 8 – Financing and Bonding References 16 Section 9 – Submission Checklist and Certification

17 -18



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Asphalt Handicap Accessibility Roofing Communications/PA HVAC/Mechanical Security

Systems/Services Demolition Interior Renovations Snow Removal Doors Landscaping Walls/Foundations Electrical Life Safety/Fire Protection Waste Disposal/Recycling Fencing Painting Window Replacement/Glazing Flooring Pest Control Janitorial General Contracting Plumbing Other:___________

If “Other”, specify type of service(s) offered or provided:

Section 1: Organization Information

Name of Applicant: (Company Name):

Type of Business (Check One)

Corporation

Mailing Address: Partnership

City, Province, Postal Code:

Sole Proprietor

Street Address: Joint Venture

City, Province,

Postal Code: Registered

Telephone Number:

Other

Cell Phone Number: If “Other” specify business type:

Fax Number:

Email:

Website: GST #

Name and Title of Contact Person:

Check the type of services or scope of work for which you are prequalifying:



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a) List the Services or Trades you normally perform with your own workforce:

b) What percentage of your organization’s work is normally sub-contracted?

_______ %

c) What Services or Trades does your organization normally sub-contract?

d) Name of Cadillac Fairview Portfolio or specific City or Cities for which you are applying:

Section 2: Business Organization 1. In what year was your organization established?

2. How many years has your organization been in business under its present business name?

3. List any former names your organization has operated under:

4. Is your organization a subsidiary or affiliate of another entity? Yes No

If yes, what are your affiliates’ names, addresses and telephone numbers?

5.

Names and titles of the owners, officers, partners & principals of your company:

NAME OF TITLES OF OWNER(S), OFFICERS,

PARTNERS AND PRINCIPALS:

TITLES/POSITIONS

YEARS WITH THE COMPANY



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Section 3: Conflict of Interest Declaration Are any owners, officers, partners, principals or employees of your organization related to any staff member(s) at Cadillac Fairview? If yes, please indicate the name of your employee(s), the name(s) of their Cadillac Fairview employee relative(s), their relationship to the Cadillac Fairview employee(s) and the location where the Cadillac Fairview employee(s) work. (Related is defined as: family members, such as spouses, children, parents, siblings, nieces, nephews, cousins and in-laws). (Example: John Doe, Company XYZ is a first cousin to Bob Smith (CF) who works at CF property ABC).

Are there any other circumstances that might put your company into a potential conflict of interest situation? Yes No If Yes, provide details:

Section 4: Professional Certifications and Trade Licensing Information 1. Has a complaint ever been filed against your organization with any licensing or similar authorites?

If yes, please explain:

2.

List trade licenses - with license numbers - under which you are qualified to do business, (i.e. electrical, fire protection and other Federal, Provincial or Municipal business licenses, etc.). License

type License number Expiration Date

License type

License number Expiration Date



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Section 5: Work Experience Profiles 1. Has your organization, any predecessors with which you have been affiliated, or

its principals ever petitioned for bankruptcy, failed in business, defaulted or been terminated on a contract awarded to you? Yes No


2. Are there any judgments, claims, arbitration proceedings or litigation pending or

outstanding against your organization or its officers within the last five years? Yes No


3. Has your organization filed any lawsuits or requested arbitration with regard to

contracts within the last five years? Yes No


4. Has your organization ever had a claim made against it for improper, delayed, defective or non compliant work or failed to meets its warranty obligations? Yes No


5. List the organization’s business volume (dollar amount) for the last fiscal year:

$

6. What is the largest contract your organization has completed?

Amount: $

Year: Project Name and Scope:



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7. List similar service work or projects completed by your organization over the last five years for clients

or customers who may be contacted to obtain references. (provide at least 3 references) a) Project Title/Service Contracts/Location and Description:

Date Completed: Project Value: $

Sub-Contract

Value: $

Value payable to

your organization: $

Name of Client / Customer

Name of Client Contact:

Business Phone: Business Fax:

Name of Consultant:

Name of Consultant Contact Person


Name of General Contractor:

Name of General Contractor Contact Person


b) Project Title/Service Contracts/Location and Description:


Sub-Contract

Value:

$

Value payable to


Name of Client / Customer:



Name of Consultant:




Name of General Contractor Contact Person:




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c) Project Title/Service Contracts/Location and Description:


Sub-Contract

Value: $

Value payable to


Name of Client / Customer:



Name of Consultant:




Name of General Contractor Contact Person:




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Section 6: Occupational Health and Safety, Environmental Management and Loss Prevention Caution: if your organization employs 1 or more employees and you do not have an Occupational Health and Safety Policy and Occupational Health and Safety Program Manual in writing, your application will be rejected.

OCCUPATIONAL HEALTH AND SAFETY

1 (a). Does your organization have a written Health and Safety Policy and written Occupational Health and Safety Manual? Yes No

1 (b). Will you provide a copy of your Health and Safety Policy and written Occupational Health and Safety Manual if requested? Yes No

2. Was your organization’s Occupational Health and Safety Policy and Occupational Health and Safety Manual developed or reviewed by a health and safety consultant or certified industrial hygienist to ensure it meets Provincial regulations? Yes No

Attach a copy of the Table of Contents of your organization’s Occupational Health and Safety Manual to this application.

3. Do you have a qualified person responsible for safety within your organization? Yes No

Please describe his/her qualifications:

4. Do you assign Health and Safety Supervisors who are certified in standard care first aid at your jobsites? Yes No

5. Does your Health and Safety Policy contain a process for accident reporting and investigation, as well as record keeping? Yes No

6. Do you know the regulatory health and safety training requirements for your employees and subcontractors? Yes No

7. Does your organization provide Occupational Health and Safety training to all employees? Yes No

If Yes, please list the employee Health and Safety training courses provided or attach a copy of your Company’s Health and Safety training program for Supervisors, employees, new hires and subcontractors:

8. Are copies of your employee and subcontractor Health and Safety training records available, if requested? Yes No

9. Have your employees and subcontractors received the necessary health and safety training, refresher training and retraining as prescribed by Provincial regulations based on the type of work they will perform for CF? Yes No

10. Does your organization have a program recognizing employee excellence in safety performance? Yes No

11. Does your organization have a disciplinary program in place for safety violations? Yes No

12. Does your organization have a policy of terminating the Yes No



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contracts of subcontractors if they do not comply with applicable Occupational Health and Safety regulations and / or company rules and policies?

13. Do you have a process in place to inspect, record and correct unsafe work conditions and unsafe work practices without delay at your jobsites? Yes No

14. Do you hold regular jobsite safety meetings for:

Employees Yes No

Field Supervisors Yes No

New Hires Yes No

Sub-contractors Yes No

15. Are your jobsite safety meetings documented? Yes No

16. In the last 3 years has your organization or your subcontractors ever received a citation, notice or order or been the subject of a prosecution under any Provincial or Federal Occupational Health and Safety Act, its regulations or other similar government legislation? If YES, provide details on a separate sheet of paper. Yes No

17. Do you maintain applicable inspection and maintenance records for tools, machinery and equipment? Yes No

18. Does your organization and your sub-contractors maintain Worker’s Compensation coverage, as per statutory requirements? Please provide a Worker’s Compensation Clearance Certificate. Yes No

SUB-CONTRACTORS

19. Do you have a Health and Safety pre-qualification process for your subcontractors? Yes No

20. Do you use Health and Safety performance criteria in the selection of subcontractors? Yes No

21. Do you evaluate the ability of subcontractors to comply with applicable Environment Health and Safety regulatory requirements, employee training requirements, and best practices as part of the selection process? Yes No

22. Do your sub-contractors have Health and Safety Policies and Occupational Health and Safety Manuals in writing? Yes No

23. Do you evaluate your subcontractor’s health and safety programs and performance at least annually? Yes No

HEALTH AND SAFETY PERFORMANCE

1. For the last three years (including subcontractors) 20__ 20__ 20__

2. Total Number of Employees working for your organization?

3. Total Number of Sub-contractor employees working for your organization?



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4. Total Number of Fatalities (Employees and Sub- Contractors)?

5. Number of Lost Time Incidents in Man-hours (Employees and Sub-Contractors)?

6. Number of Medical Aid Injuries (Employees and Sub-Contactors)?

7. Total Man-hours (including those of the subcontractors) worked in the last three years

8. Workers Compensation Experience Rating for the past three years. Attach copies of WCB summaries for your organization and your subcontractors for past three years.



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ENVIRONMENTAL MANAGEMENT SYSTEM

1. Does your organization have a written Environmental Management Policy? Yes No

2. Does your organization have a written Environmental Management System Program?

Yes No

3. Does your organization’s Environmental Management Policy and/or System Program address the following aspects:

Environmental Protection Act and its Regulations Yes No

Clean Water Act, Clean Environment Act, Clean Air Act in your Province

Yes No

Energy and Water Conservation/Efficiency Measures Yes No

Air Pollution Abatement and Ozone Depleting Substances Management

Yes No

Solid Waste Minimization and Recycling Yes No

Green Procurement and Environmentally-friendly products

This includes the procurement of products with third-party verified environmental certification (i.e. FSC, Energy Star, Green Seal, EcoLogo)

Yes No

Reduction of Greenhouse Gases and Carbon Emissions Yes No

Environmental Stewardship and Sustainable Operations Yes No

Hazardous Waste Management and Transportation of Dangerous Goods

Yes No

Conservation of Non-Renewable Resources and Materials

Yes No

PCB Management and Disposal Yes No

4. Does your organization have a LEED Accredited Professional available on staff?

Yes No

5. Is a copy of your Environmental Management Policy and Program available for verification? Attach the table of contents of your Environmental Management System Program manual.

Yes No

6. In the past 3 years, has your organization ever received a citation or order under the Environmental Protection Act, its regulations or any other environmental legislation? If YES, please list the EPA regulation your organization was cited under and if any monetary fines were paid. Regulation Cited Under: Fines Paid: $

Yes No

7. Does your organization require and do you have a license to operate as issued by your Provincial Environmental Authority? If YES, list your Environment Ministry operating license number here:

Yes No



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PANDEMIC AND BUSINESS CONTINUITY PLAN

1. Does your organization have a written Pandemic and Business Continuity Plan? (Attach the Table of Contents of your Plan to this submission) Yes No

2. Would you provide copies of your Pandemic and Business Continuity Plan to Cadillac Fairview, if requested Yes No

2. Does your organization have a business continuity plan that can provide Cadillac Fairview properties with an uninterrupted supply of essential goods and services during a pandemic or other emergency? Yes No

3. If your organization is unable to honour its contracts or service agreements with Cadillac Fairview properties during a pandemic – due to staffing shortages or other factors beyond your control – do you have agreements with other contractors, vendors or service providers who are willing to back you up in honouring your future contracts and service agreements with Cadillac Fairview? Yes No

Section 7: Insurance Information

Type of Insurance Amount of Insurance

Coverage Name, Address and Phone Number

of Insurance Company Name of

Insurance Agent

General Liability $5,000,000 minimum

Automobile Liability

$1,000,000 minimum

Worker Compensation / Employees (as per statutory requirements)

Professional Liability (for architects, engineers and consultants) Insurance

Other Insurance Coverage: Specify Type:



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Certificates of Insurance must be provided upon entering into contract with CF and must comply with the terms and conditions set out therein.



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2.

Bonding Information.

Name of Bonding/Surety company:

Agent Name:

Address:

Telephone Number:

Contact Person:

Bonding Rate:

Bonding Capacity – Per Project: $ Aggregate: $

Attach letter(s) from nationally-recognized surety company stating total bonding limit, current bonding committed and confirming availability of required bonding for projects. The following may be required: 10% bid bond, 50% performance bond and 100% performance bond for projects in excess of $1,000,000. Note: if you are not bondable, you will only be considered for work under $30,000. A certified cheque in trust in an amount equal to the cost of work will be required, if or when you are successful in negotiating a contract.

Section 8: Financing and Bonding References – (This information is kept confidential)

1. List Bank Reference. (Use a separate sheet for additional references)

Name of Banking company:

Address:

Telephone number:

Contact person:

Name of Banking company:

Address:

Telephone number:

Contact person:



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Section 9: Submission Checklist and Signature Please ensure all information listed in the following table is attached to your completed application; otherwise your pre-qualification application will be rejected.

Have you included the following information with your completed application form?

YES NO

Company Information Company Organization Conflict of Interest Declaration Copies of Professional Certifications and Trade Licenses Previous Work Experience Write-ups List of References Table of Contents of your organization’s Occupational Health and Safety Program Manual Workers Compensation Board Experience Summaries for past 3 years for your organization and your Subcontractors as well as Woker’s Compensation Board Clearance Certficate. List of Health and Safety training courses provided to Supervisors, tradespersons, organization employees and sub-contractors’ employees broken down by job descriptions. Table of Contents of your organization’s Environmental Management System Program Manual Insurance Information Table of Contents of your organization’s Pandemic and Business Continuity Plan

Bank References Bonding Information Letter from nationally-recognized surety company stating total bonding limit, current bonding committed and confirming availability of required bonding for projects. I - the undersigned - certify and declare that the information provided is true and correct and I acknowledge that I am duly authorized and have legal authority to bind the Contractor on whose behalf I am signing this application. By my signature, the Contractor also consents to have representatives of Cadillac Fairview conduct the reference checks indicated on this form.

Name of Applicant: Print:

Signature:

Company Name:

Business Address:

City:

Province:

Postal Code :

Business Phone: Business E-mail:



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You may be contacted by a Cadillac Fairview representative for clarification or to verify that the above information is correct. Name and Phone Number of Cadillac Fairview Contact: Phone:

Name of Cadillac Fairview Property:

Address of Cadillac Fairview Property

City: Province: Postal Code:



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THIS SECTION FOR INTERNAL OFFICE USE ONLY - TO BE COMPLETED BY A APPLICANT’S REFERENCES ONLY:

REFERENCE CHECK

LIST OF QUESTIONS FOR APPLICANT’S REFERENCES YES NO

Name of Reference:

Description of Project or Service Agreement:

Did the applicant experience any lost time accidents?

Did you have any safety concerns regarding the applicant’s performance?

Did the applicant initiate any unwarranted change orders or change order requests?

Did the applicant complete their portion of the project on time?

Were you pleased with the performance of the Superintendent/Project Manager?

Was the quality of the applicant’s workmanship acceptable?

Was the applicant involved in any claims or litigation surrounding the project?

Was the applicant’s project co-ordination efforts satisfactory throughout the performance of work?

Were you pleased with the applicant’s overall performance on the project?

Did the applicant complete a minimum of 20 % of the work utilizing its own forces?

Were you satisfied with the performance of the applicant’s sub-contractors?

Would you recommend the applicant (and his/her sub-contractors) for similar projects in the future?

Comments:

Name of Cadillac Fairview employee who conducted this Reference Check: (Print)

Signature of Cadillac Fairview Employee who conducted this Reference Check:

Date Reference Check was completed:

Name of Cadillac Fairview property or Cadillac Fairview Portfolio Conducting this Reference Check:

Application is Accepted or Rejected: Accepted Rejected Rejected for What Reasons:



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Prequalification is approved, its in effect for __ __years and it expires on the following date: (mm/dd/yy)

Documents

Contractor Prequalification Form Contracto… · Contractor Prequalification Form Cadillac Fairview Corporation Limited - Contractor Pre-Qualification Form 1 ... in standard care