sale proposal project

I am writing to Andy lee who is senior director, Digital product management of staples
The sales proposal is to staple and shopify has helpes them with their issues of promoting and updating their checkout and payment on their systems.

Further to our telephone conversation on July 21^st, please find herein further details of Precisions Snow Removal Services and our recommended approach to snow management for the City of Ottawa. The Transportation Committees recent proposal to outsource upwards of 35% of snow clearing activities in the City of Ottawa is a direct response to the escalating deficit recorded over the last several years and increasing level of resident dissatisfaction with the service provided in the past. Outsourcing snow clearing activities to Precision Snow Removal Services will not only improve service delivery in the local area for residents, but will also ensure successful cost containment of the City’s snow removal budget.

I look forward to meeting with you and your colleagues on August 8^th, 2016 to discuss how Precision can help the City of Ottawa to remain ahead of the snow this season! Should you have any questions about Precisions snow clearing services, please contact me directly on 613-849-6302 or by email at GEnglish@Precision.ca.

Snow management within the City of Ottawa is one of the most highly visible and talked about issues among area residents. Increasing volumes of snow, a lack of consistent services standards, and escalating snow clearing and ice management costs have led the City into millions of dollars in debt and left residents unhappy with the service provided, at the tax payers expense. The City of Ottawa recognizes that the lack of an effective Snow Management Strategy has impaired the City’s ability to manage snow clearing operations within the designated budget.

Improving snow clearing operations will allow the City of Ottawa to achieve a balanced snow removal budget, without incurring a deficit. Successful cost containment, while achieving or exceeding service standards, will contribute to improved citizen satisfaction and greater economic vitality for the City of Ottawa.

The successful implementation and execution of a tailored Snow Management Strategy by Precision Snow Removal Services will enable the City of Ottawa to meet the city’s snow clearing needs within the allocated budget. In support of the Transportation Committees’ proposal to reduce costs, outsourcing up to 35% of snow clearing operations to Precision would remove the excessive financial burden of snow clearing operations (of up to $7 million – equivalent to the 2015 snow clearing deficit) through competitive market rates, quick acquisition of supplies such as salt and grit at off-peak prices, and expert capabilities and equipment to service all areas of the City, including the narrow streets in some older neighbourhoods.

We look forward to partnering with you. Precision’s industry expertise, premium quality fleet vehicles and equipment, and on-site vehicle maintenance shop contribute to its standing as the leading snow removal service in the City of Ottawa. With 18 years of proven experience in the industry, Precision is ideally suited to work with the City of Ottawa to get the snow removal budget back on track, and keep the city moving this winter.

Introduction

Who We Are

Precision Snow Removal (Precision) was established in 1992. Since that time, Precision has been committed to excellence and strives to be the Industry leader in snow removal in Ottawa’s urban neighbourhoods. With the goal to continually raise the bar in every aspect of business operations, Precision aims to provide the best possible snow removal service to ensure the success and well-being of clients and citizens across the City of Ottawa. Precision has dedicated many years to researching the most durable and innovative techniques for constructing landscapes and undertaking effective snow clearing. The company recognizes the importance of using proper snow clearing equipment, particularly in the management of snow removal from difficult streets, laneways, and parking lots, often found in some of Ottawa’s older neighbourhoods. With a specialization in managing particularly difficult road and lot infrastructure, Precision is ideally suited to operating in both the older urban areas of Ottawa and newer neighbourhoods.

In Ottawa, there are approximately 6,290km of roads, 2,175km of sidewalks, and 233km of transit ways and highways emphasizing the importance of snow removal in the City during the winter months. The City of Ottawa’s transportation system provides more than just links from one area of the city to another. The road networks affect the economic vitality of the City and businesses operating within it, as well as the quality of life of residents. The City has a responsibility for ensuring safe and efficient roads for motor vehicle drivers, cyclists, and pedestrians, despite changing weather conditions.

The City of Ottawa continues to face severe winter weather with seasonal accumulations of snow reaching heights of 203.3 cm in 2015. This has contributed to escalating snow removal costs of $67.4 million in 2015 and led to a record level deficit for the City of Ottawa of $7.6 million. There is a need to implement an effective Snow Management Strategy within the City of Ottawa that will ensure snow clearing operations meet the service standards set out within the City’s Maintenance Quality Standards for roads, sidewalks and pathways, while providing a predictable and contained snow removal budget, without incurring a deficit.

Precision’s specialty equipment uniquely positions the company as one of the only major service providers in the City of Ottawa with the expertise, resources, and technical ability to provide city-wide coverage and to successfully clear all city streets of snow, including the narrower lanes in the older areas of the city, while meeting or exceeding agreed service standards. Precision offers these services, on budget, every time.

Our Offer

Cost saving measures proposed to City Council by the City of Ottawa Transportation Committee in July 2016 could see the ratio of snow removal service provision shift from 70% undertaken by city staff, down to 65%, with the remaining 35% to be undertaken through externally contracted service providers. To address the increased demand for outsourced operations, Precision Snow Removal Services will provide full-service snow clearing, salt and grit application, and de-icing through the development, implementation, and execution of a Snow Management Strategy for the City of Ottawa.

The City of Ottawa will realize its budgeted operating costs for snow clearing outsourcing, without incurring a deficit, by pursuing Precisions snow clearing services for a total annual investment of $20.9 million. Beginning in May 2017, the improvement in service efficiency in snow removal will achieve the projected budget without any overspend and within the agreed service level standards, within twelve months (one winter season planning cycle and execution time frame). Precision meets or exceeds service standards on 95% of snowfall occasions and maintains customer (citizen) satisfaction ratings of 9/10 for services provided, tracked through on-going service measurement and customer satisfaction surveys.

The Precision Promise

Cost Containment

Precision directly owns all of its snow removal equipment and has in-house servicing and maintenance capabilities which provides cost savings to our end customers. Outsourcing snow removal services to Precision removes the financial burden and maintenance responsibility on customers, who would otherwise be required to invest in a fleet of equipment to service their snow removal needs. Our transparent cost quotes are provided up-front, before the season begins, so there are no surprises and no escalating costs.

Meeting and Exceeding Service Standards

The City of Ottawa snow removal demands are guided by Maintenance Quality Standards for roads, sidewalks and pathways. Precision operates within these standards. Our Snow Management Strategy includes a grouping of all city streets into classes which are used to prioritize the frequency in which the roads are plowed and how snow is removed. High priority roads are plowed first and residential roads will be plowed to a snow-packed surface. Snow will be cleared within 10 hours from when the snow stops falling and all bus stops are cleared within 24 hours.

Precision typically clears snow from any storm that incurs 5 cm or more of accumulation, as well as from ‘flurry-type’ events that leave an accumulation of 5 cm or greater. For areas requiring additional care (such as roads leading to hospitals or other critical infrastructure), snow removal service is offered at 2-3 cm. Crews are dispatched when the snow has stopped falling, which usually occurs when 5-12 cm of total snowfall is expected. When heavier snowfall is predicted, crews are dispatched earlier. Standard contracts for the winter cover a total accumulation of up 250 cm of snow, ample to address the accumulated snow fall typical of the Ottawa area (of approximately 200 cm at its height). The City of Ottawa can be confident that a Precision Snow Removal contract covering up to 250 cm of snow accumulation will guarantee that no additional or unexpected costs will be incurred during the period of the contract.

Expertise

Precision employs a team of full-time staff during the spring/summer/fall seasons and expands the team of snow removal experts in the winter season to clear snow. Many of the employees within the company have a formal education background in areas such as horticulture, as well as years of experience in landscape design, construction and snow removal. This means every member of the Precision team has the knowledge, skills, and experience to manage snow clearing efforts, while being considerate of the built environment underneath the snow. This ensures there is no damage caused to underlying grass, curbs, sidewalks and pavement during snow clearing. In addition to using the industries finest tools and equipment, the highest standards are maintained through continuous learning and updating of employee skills and industry knowledge.

Precision is a member of The Snow and Ice Management Association (SIMA), a non-profit organization providing support and networking opportunities for those in cold weather management positions, as well as the Greater Ottawa Water Garden Horticultural Society, a non-profit organization focused on the enjoyment, education and promotion of water gardening. In addition to being fully insured, Precision has achieved a top rating with the Worker’s Safety and Insurance Board of Ontario. Protecting our workers and the residents of the City of Ottawa is of outmost importance to Precision. Measures of care are implemented to protect citizens, as well as the City of Ottawa, and to support the City’s compliance with the Municipal Act, section 44(9) under which the City may be held liable and grossly negligent if someone walking on a city sidewalk slips and falls due to ice or snow.

Precision Equipment

Precision uses a fleet of skid-steer loaders, called ‘Bobcats’, traditional snowplough trucks, dump trucks, and walk behind snow-blowers to clear downhill sloping drives and walkways and to manage difficult driveways and parking lots in Ottawa’s older neighbourhoods. Precision has particular expertise in managing the narrow drives, tight parking areas and limited snow stacking locations in the city centre. With capabilities to service all areas of the City of Ottawa, Precision managers and staff maintain a geographical knowledge of the city (including high traffic areas and critical routes) that is necessary in order to execute swift and effective snow removal. This will ensure Precision is able to respond quickly to citizen reports to the City of dangerous snow and ice conditions affecting drivers or pedestrians.

Planning and Preparation

A communication plan is critical for keeping all customers informed and up-to-date as weather conditions change and snow accumulates. Precisions communication plan includes call trees that provide a layer of communication, as well as onsite visits, automated phone calls, email alerts and real-time GPS tracking of service vehicles. A reasonable expectation for clients is to know when snow clearing services will arrive after a snow fall. Our GPS tracking allows for full integration of monitoring capabilities with the City of Ottawa’s “Where’s My Plow?” mobile application, to allow any resident to check the arrival status of plows dedicated to their area.

A response plan will be implemented on an event-by-event basis with skid-steer operators and snow-blowing crews dispatched at various times depending on the type and speed of a storm and time of day (e.g. a storm at midnight may require a different response than a storm at rush hour). Service is monitored in real-time by Precision staff and managers via GPS tracking.

Materials and Equipment

Snow and ice removal may necessitate the use of chemicals, plows, shovels and other equipment. Precision does not rely upon one method of snow removal, but rather, uses a variety of tools to maintain the safest conditions possible. In addition, Precision prides itself on its environmental policies and initiatives, which extends to the fleet of equipment used. Excess shop lubricants are recycled, and skid-steers and plow trucks are monitored by GPS for excessive idling.

As risk managers, Precision is prepared for the worst case scenario, whether it snows or not. Snow and ice management materials are pre-purchased before the season begins, providing assurance to citizens that the City will be serviced during each storm. As the cost of salt and sand (used for snow and ice management) may have implications on supply during the winter season, an up-front pre-season purchase investment is made to ensure the quantity of materials needed for the season is readily available and guaranteeing the City of Ottawa, that no additional, unexpected costs will be incurred during the winter season. This is our guarantee.

Contracting Precision

Working in Partnership

Precision Snow Removal Services is a full-service provider. This means we support our customers every step of the way in the development, implementation, and execution of a Snow Management Strategy. Seasonal operations oversight will be provided by Precision Director of Operations, Kevin Simpson, who will be your dedicated day-to-day contact during weather events. Individual ward level operations management will be the responsibility of a team of Territory Managers. Territory Managers maintain knowledgeable about the communities within the wards, public spaces/parks, and road infrastructure for their respective territories. Territory Managers are fully trained on the variety of services provided by Precision, including landscaping and snow removal. At the ward level, teams consist of qualified horticulturalists and a team of highly-skilled skid-steer operators.

During the winter Months, Precision operations run 24 hours a day, 7 days a week planning for the next snow event and managing on-going snow clearing from city streets and sidewalks, gritting, salting and de-icing. With a contract in place, there is no need to contact Precision for each snow event. Operations will commence at the accumulation of 5 cm of snow and will be on-going until service standards are met or exceeded.

Throughout the winter season (November – March), Precisions’ Director of Operations and Territory Managers will be available for bi-weekly operations meetings with representatives from Public Works at the City of Ottawa (conducted face-to-face or via conference call) to discuss operations, offering a mechanism for feedback and outlet for questions or concerns. Precision manages the delivery of the snow removal services, as well as the provision of all materials and equipment and maintenance services for our own vehicles. No additional training is needed for city staff and there will be no demand for additional city resources to support Precisions operations.

Residents of the City of Ottawa will also be given the opportunity to provide their feedback and review the services provided by Precision on an event-by-event basis, through the Precision’s customer satisfaction survey and feedback form, hosted on the Precision website. The results collected throughout the season will be reported in aggregate as a single satisfaction score (top 2-box score of 9/10, on a scale from 0 – 10), providing the City of Ottawa with a key measure of satisfaction for service delivery. Precision aims to maintain a score of 9/10 from customer (citizen) satisfaction ratings.

Contract Pricing

Overview

Precision Snow Removal Services proposed contract with the City of Ottawa will span an initial 3 year period (April 1^st, 2017 – March 31^st, 2020), at a cost of $20.9 per year, with an option to renew the contract at the end of that period at a preferential discount of 0.5% ($104,500). The contract price is inclusive of all management costs and operational resources required for Precision to execute the contracted services, as well as materials (salt, grit, de-icer), vehicles and equipment use and maintenance. A detailed Pricing Structure is included in this document as Appendix A.

Payment Schedule

Due to the seasonal nature of snow removal services, service contracts commence annuals on April 1^st (to allow for required lead-time for Snow Management Strategy development, site assessments, and materials acquisition) and conclude on March 31^st. Upon contract award, 70% of the contract fee is due (April 1^st, 2017), with the remaining 30% to be paid upon completion of the services (March 31^st, 2018). A detailed Sales Agreement is included in this document as Appendix B.

Promotion

Demonstrating Value for Residents

Precision recognizes the importance of the City of Ottawa’s transportation system to provide more than just links from one area of the city to another. The road networks affect the economic vitality of the city and businesses operating within it, as well as the quality of life of residents. As residents of the city ourselves, Precision understands and accepts the responsibility of ensuring effective snow clearing, on every occasion.

Snow removal in the City of Ottawa is a highly publicized initiative. Residents are directly affected by the success of snow removal services and therefore, it is critical that snow removal crews are visible on city streets and that residents are fully informed about snow operations. All Precision staff wear uniforms clearly identifying our logo. We are proud of our company and take our commitment to fulfil all contracts to agreed service levels, seriously. It will be important for residents to be aware that Precision is working on behalf of the City of Ottawa, not only for our own business, but to ensure the City of Ottawa is recognized as leading the city in an effective Snow Management Strategy.

As a Senior Sales Manager for Precision, I will be available at any time to discuss the partnership, the evolving needs of the City of Ottawa with regards to snow clearing, and any concerns that may arise. I will be responsible for ensuring all contract obligations are met by Precision.

Our dedicated Marketing and Communications Manager, Ted Gilmore, will lead public relations activities on behalf of Precision and will work with the City of Ottawa Corporate Communications department to manage any newsworthy events involving the City and snow removal efforts and notifications that affect residents (such as winter parking bans). Precision will provide marketing materials, such as laneway markers for public lots, park pathways and municipal building laneways, OC Transpo bus interior signage informing residents of the partnership between the City of Ottawa and Precision for snow removal efforts, as well promoting the “Where’s My Plow?” mobile application and online customer satisfaction survey and feedback form, hosted on the Precision website. See Appendix E for an example of an OC Transpo Interior Bus Advertisement showcasing the partnership between the City of Ottawa and Precision Snow Removal Services.

Conclusion

Precision Snow Removal Services values the opportunity to meet with you on August 8^th for a sales presentation. During this presentation, it is my hope to demonstrate to you the value of outsourcing the City of Ottawa’s snow clearing services to our professional firm, through our expertise in developing a comprehensive Snow Management Strategy, capabilities in snow removal from all areas of the city, and our cost containment approach. In the meantime, please find attached the Sales Agreement for your review and signature. I will collect the document when we meet on August 8^th. If you have any questions at all, you can contact directly me on 613-849-6302 or by email at GEnglish@Precision.ca.

APPENDIX

A: Pricing Structure

B: Sales Agreement

C: Our Service Process (Sales Aid)

D: Service Features and Benefits – Quick Reference Guide (Sales Aid)

E: OC Transpo Interior Bus Advertisement

Pricing Structure

Details	Cost per year (excl. HST)
Total Contract Value	$20,900,000
Contract is for three years, with option to extend after initial period at a discount of 0.5% (discount value of $104,500 per subsequent year). Contract services include the development, implementation, and execution of a Snow Management Strategy for the City of Ottawa. Operational services include snow clearing of streets, public parking lots and sidewalks within the City of Ottawa limits upon accumulation of 5 cm of snow. In addition to snow clearing, services include salt/grit application and de-icing, 24 hour service, 7 days a week from November 1^st – March 31^st each year.

Cost Breakdown	Cost per year (excl. HST)
Project Management and oversight of operations Includes the development of a Snow Management Strategy for the City of Ottawa and day-to-day oversight of all Precision operations to execute the strategy	$1,000,000
Staff (administrative and operational) Includes salaries for administrative functions to execute the contract, skid-steer operators, plow and dump truck drivers, 24-hour telephone service line for emergency response	$4,000,000
Fleet and clearing activities Covers all snow clearing activities, removal, snow stacking, salt/grit application, and de-icing throughout the season	$10,000,000
Equipment repair and maintenance Upkeep of fleet of skid-steer ‘Bobcats’, dump trucks, salt/grit tucks	$810,000
Supplies (salt, grit, de-icer) All pre-purchased supplies of salt, grit, and de-icer for the season	$1,000,000
Fuel For fleet operation	$2,000,000
Marketing and communications activities Public relations activities, development of promotional materials and advertisements	$1,000,000
GPS and digital tracking GPS hosting service fees, digital integration of tracking with the City of Ottawa’ “Where’s My Plow?” mobile application	$90,000
Infrastructure repairs For any damaged caused in the removal of snow and ice (including damage to sidewalks, streets, or private property	$1,000,000
Total, per year	$20,900,00

Sales Agreement

Snow and Ice Maintenance Contract between:

Precision Snow Removal Services

2156 Huntley Road

Ottawa, Ontario

K2S 1B8

– and –

City of Ottawa

110 Laurier Avenue West

Ottawa, Ontario

K1P 1J1

Precision Snow Removal Services (the “Contractor”) and City of Ottawa (the “City”) by this

Agreement made this 8th day of August, 2016 agree as follows:

In consideration of the payments described in Schedule “A” attached hereto, the Contractor shall perform the work (the “Work”) described in Schedule “A”, at the lands and premises municipally known as the City of Ottawa (the “Premises”) during the period commencing the first day of April, 2017 and ending the last day of March, 2020. Schedules “A”, “B” and “C” are to be read into and form part of this Agreement.

If requested to do so by the City, the Contractor shall provide evidence of compliance with applicable workers’ compensation legislation, including payments due there under. The Contractor shall maintain at its own expense Comprehensive General Liability insurance in the minimum amount of $10,000,000 per occurrence for bodily injury, death and property damage and evidence of such insurance shall be provided by the Contractor to the City upon the request of the City.

The Contractor shall be responsible for and shall restore at its expense all damage to the property of the City caused by the Contractor in the performance of the Work which damage was not reasonably foreseeable as a consequence of the Contractor’s performance of this Agreement. The City acknowledges that some damage to the property of the City is reasonably foreseeable as a consequence of the Contractor’s performance of this Agreement, which reasonably foreseeable damage includes, but is not limited to, damage to concrete, asphalt, sod, grass and planting materials due to the application of ice melting products and surface damage to curbs and asphalt due to the clearing of snow and ice.

The Contractor shall indemnify and hold harmless the City, its agents and employees from and against any claim for damages arising from an occurrence of bodily injury or death or the destruction of tangible personal property provided that the damages are caused by the negligence or breach of this Agreement of the Contractor or anyone for whom the Contractor is responsible in law and provided that the Contractor is given notice of the claim by the City within a reasonable time following the occurrence but in any event within 48 hours of the Owner first acquiring knowledge of the circumstances of the claim. The City expressly waives the right to be indemnified by the Contractor

and agrees to indemnify and hold harmless the Contractor, its agents and employees from and against any claim for damages save and except those which arise due to the negligence or breach of this Agreement of the Contractor and as are described in this Article 4.

If there is a conflict within this Agreement, the Site Map (if any) takes precedence over the Drawings and Specifications, the Drawings and Specifications take precedence over Schedule “A” and Schedule “A” takes precedence over the remainder of the Agreement. This Agreement constitutes the whole of the agreement between the Parties and supersedes all prior negotiations, representations or agreements.
The City expressly acknowledges that it has physical possession of, is responsible for and has control over the condition of the Premises. If the Contractor is delayed in the performance of any portion of the Work by the application of a by-law, by a stop work order (providing the order was not issued as a result of an act or omission of the Contractor), by labour disputes, lock outs, fire, or by any other circumstance reasonably beyond the Contractor’s control, including extremely heavy winter conditions, then the time for the performance of that portion of the Work shall be extended until

the Contractor is no longer so delayed. If during any particular attendance the Contractor is unable to perform Work in an area of the Premises due to the presence of any vehicles, structures or equipment on the Premises, the Contractor will not be required to perform the Work in those areas until the Contractor’s next attendance at the Premises.

Should the Contractor fail to comply with the requirements of this Agreement to a substantial degree, the City may notify the Contractor in writing that the Contractor is in default of its contractual obligations and instruct the Contractor to correct the default within 5 business days. If the Contractor fails to correct the default in the time specified or subsequently agreed upon, the City may correct the default and deduct the cost thereof from any payment due to the Contractor or terminate the Agreement. If the City so terminates the Agreement, the Contractor shall be entitled to be

paid for the value of all Work performed to the date of the termination.

Notices under this Agreement must be in writing and must be delivered in person or sent by fax or registered mail to the City at 110 Laurier Avenue West, Ottawa, Ontario, K1P 1J1 or to the Contractor at 2156 Huntley Road, Ottawa, Ontario, K2S 1B8.

A notice will be considered to have been given or made on the day that it is delivered, or, if mailed, five (5) business days after the date of mailing. Either party may give notice to the other of a change in the address set out above and if such notice is given the address specified in that notice will then apply for the purposes of giving notices under this Agreement.

[CONTRACTOR]: Date: ____

[insert full name of Contractor]

Per:________________________________

________________________________

I Have the Authority to Bind the Corporation

[CITY OF OTTAWA]: Date:_____

[insert full name of Representative]

Per: ________________________________

________________________________

I I Have the Authority to Bind the Corporation

Schedule “A”

Definitions

The Drawings and Specifications are attached as Schedule “B”, form part of this Agreement and also include any site map prepared by the Contractor and approved, before or after execution of this Agreement, by the City (the “Site Map”).

The Snow Clearing Areas are described in the Drawings and Specifications and are those areas upon which snow Clearing is to occur.

Snow Stockpiling Areas are those areas to be determined at the discretion of the Contractor where Cleared snow will be accumulated, subject to Relocation or Removal.

Ice Management Areas are those areas upon which Ice Melting Products are to be applied, through truck, machine and/or hand applications, in accordance with the Drawings and Specifications.

Clearing involves moving snow from the Snow Clearing Areas to the Snow Stockpiling Areas through Plowing, Pushing or Shoveling as specified in the Drawings and Specifications. “Clear” has a corresponding meaning.

Plowing involves the Clearing of snow through the use of a plow or blade attached to truck vehicle. Plow has a corresponding meaning.

Pushing involves the Clearing of snow through the use of a plow attached to a vehicle or motorized piece of equipment which is not a truck vehicle, including a front-end loader. Push has a corresponding meaning.

Shoveling involves the Clearing of snow through the use of hand tools, including shovels pushers, blowers and brooms. Shovel has a corresponding meaning.

Relocation involves relocating snow from the perimeter of the Snow Clearing Areas to another location on the Premises in accordance with the Drawings and Specifications or as directed by the Owner. Relocate has a corresponding meaning.

Removal involves relocating snow from the perimeter of the Snow Clearing Areas to a location outside the Premises in accordance with the Drawings and Specifications or as directed by the Owner. Remove has a corresponding meaning.

A Snowfall commences when snow begins to accumulate upon the Premises and ends when the continuous accumulation upon the Premises ceases.

Description of the Work

2.1 The Contractor will attend at the Premises, within 5 hours of the first accumulation of 5 cm of snow during a Snowfall, to commence snow Clearing once in accordance with the Drawings and Specifications. If a further accumulation occurs during a Snowfall, the Contractor will return to commence a second pass to again Clear the snow within 12 Hours of the end of that Snowfall.

2.2 As part of the Fixed Price Work, the Contractor shall at its sole discretion determine when and in what quantities Ice Melting Products are to be applied to the Premises in accordance with the Drawings and Specifications. In determining whether or not and how to apply Ice Melting Products in any particular circumstance, the Contractor shall act reasonably, shall monitor the weather in the vicinity of the Premises and shall apply the standards of the custom of the snow and ice maintenance industry.

2.3 The Contractor will not be responsible to apply the Ice Melting Products if they are not commercially and reasonably available to the Contractor, at commercially reasonable rates. If the Ice Melting Products are not so available, the Contractor will advise the City promptly and the City and Contractor will negotiate the extent to which alternative ice melting products will be used (if available), what other steps might be taken to address the issue and the extent to which the Fixed Price for the work described in paragraph 4, below, will be adjusted.

2.4 The Contractor will keep and maintain records to document its attendances on site and its application of Ice Melting Products, and will make those records available to the Owner upon reasonable request if the City pays the reasonable photocopying charges associated with the request.

Extra Work

3.1 It is not intended that the Contractor should perform any work or services not described in or properly inferable from this Agreement. The City may request that the Contractor perform extra work or services (“Extra Work”).

The Contractor will not unreasonably withhold its agreement to perform Extra Work. If the Contractor agrees to perform Extra Work, the Contractor will do so within a reasonable period of time having regard to the timing of the request and the volume of work the Contractor is otherwise committed to. The Contractor will be paid for Extra Work an amount as agreed¸ or as set out in Schedule C.

Payment

4.1 In consideration of the performance of the Fixed Price Work the City will pay the Contractor the price of twenty million, nine hundred thousand Canadian dollars ($ 20,900,000), plus applicable taxes, by way of two annual payments, 70% due upon initial commissioning of the firm to undertake the work (in the amount of $14,630,000 + H.S.T.) and 30% due upon completion of the contract March 31^st annually ($6,270,000), with year one amounts payable from April 1^st, 2017 to March 31st, 2018. The Contractor will also invoice the City for items of Additional Work and Extra Work, if any, monthly. All invoices are due and owing within thirty (30) days of the date thereon and unpaid invoices will attract interest at a rate of 2% per month, 24% per annum.

4.2 Should the City default in any payment of an annual installment of the Fixed Price Work or invoice for Extra Work as aforesaid, the Contractor may give Notice of said default to the City and should said default remain uncorrected for a period of (15) fifteen days thereafter, the Contractor without further notice to the City may stop work under this Agreement such that all of the Contractor’s obligations hereunder will be suspended without limitation, the City will have the sole responsibility to engage a reasonable and effective system to monitor and manage the condition

of the Premises, the Contractor will not be responsible for any damages or claims whatsoever relating to or caused in whole or in part by the failure to perform services to the Premises and the City will indemnify and safe harmless the Contractor and its agents and employees from and against any such claims.

Precision Snow Removal Services

Representative: ______________________

Date:______________________

The City of Ottawa

Representative: ______________________

Date:______________________

Our Service Process

Initial Contact

We develop a thorough understanding of our prospective clients’ requirements and needs to determine if we are the right company to handle their snow removal.

Site Inspection

We visit key sites to inspect for any unusual or difficult areas. This inspection is critical to ensuring your service quote is accurate and will not change for unforeseen circumstances.

Snow Management Strategy

Precision will work closely with you to determine the specific parameters of snow removal and service standards to be met. A Snow Management Strategy will then be prepared to clearly outline how the service will be implemented during snow clearing operations.

Final Preparations

Before the winter season begins, designated streets, parking lots, and sites, will be inspected by Precisions ward manager and a senior skid operator. Plow markers will be installed to assist crews throughout the winter. Special signs will be posted indicating where snow will be piled or removed.

Snow Alerts

We continuously monitor all weather activity and provide real-time alerts to the community regarding the movement of plows using state-of-the-art GPS tracking and to notify them of winter parking bans in effect.

Dispatch Crew

Skid-steer operators and snow-blowing crews are dispatched in accordance to storm type, speed of approach, and expected snow accumulation.

Monitor Service

Crews are monitored in real-time through GPS tracking. Site inspections are conducted at random to determine level of efficiency and productivity of crews.

Service Quality

In-situ inspections are carried out to ensure the quality of our crews’ work meets our high service standards.

Evaluation of Service

We review and evaluate our management of each snow event and implement improvements as necessary. We also undertake on-going collection of customer satisfaction surveys, throughout the season.

Service Features and Benefits – Quick Reference Guide

Features	Benefits
Expertise in hard to manage laneways, streets, and narrow or difficult parking areas with limited snow stacking locations.	Precision effectively manage snow removal in all areas of the city, including those areas not currently serviced by City contracted snow removal providers (such as New Edinburgh, identified as the most challenging service area in the city).
Real-time communication of operations with the community.	Notifications via mobile app, Twitter, and Precisions website provide the community with updates on the expected time of arrival of plows in their area and information about parking bans.
Clear response plan ensures customers are aware of service levels provided for varying weather conditions, times of day, accumulation amounts, etc.	Predicable service levels for customer reference and service standards are continuously measured and evaluated (e.g. expected response times being met, number of pass-overs carried out as expected).
Precision is a fully insured service provider.	Clearly laid out terms of legal liability and determination of who carries the risk if injuries or property damage occur while the service is being provided.
Precision uses a variety of tools and approaches to maintain the safest conditions possible.	Services are not limited to a single one-size-fits-all approach, which may not be appropriate in all situations. Precision provides an adaptable service that ensures the most appropriate and cost effective tool/approach is used to clear the snow and ice, in a safe, timely, and environmentally conscious manner.
Precision pre-purchases stores of salt and sand/grit to ensure adequate supply for the season.	We avoid paying a premium for additional supplies of salt and sand, mid-season, when prices are at a peak. The risk of running out of the necessary materials is mitigated by careful advance planning.
Precision involves management staff and skid-steer operators in pre-season site evaluations to plan for actual site conditions.	A service package is offered that meets the specific needs of the client and site of snow removal. Unusual or difficult areas and site specific circumstances are accounted for at the commencement of the service so there are no surprises for either the operator or customer once the snow arrives.
Clearly established service standards in line with industry goals and transparent charge out rates for customer reference.	Customers are aware of the level of service that will be provided, as standard, and can formulate clear expectations of services and costs.
Precision holds professional accreditations in the industry.	The company is held to a set of best practices standards through accrediting associations, beyond its own commitments to customers. Staff receive on-going training and benefit from industry knowledge, innovations, best practise and shared learning offered through association membership.

As a complimentary service, Precision also fills community salt bins throughout the winter season.

D: OC Transpo Interior Bus Advertisement (Example)

Below is an example of an OC Transpo interior bus advertisement. Advertisements such as this can be used to make residents aware of the partnership between the City of Ottawa and Precision Snow Removal Services, emphasizing the importance the City places on snow removal. This also provides a means of communicating important information to residents, such as where to find more information and how they can provide feedback about the service provided.

The advertisement features the webpage on the City of Ottawa website where winter maintenance details are provided, direction to the name mobile application that tracks the location of plows and provides an estimated time of arrival in the local area, and highlights how residents can provide feedback to the City of Ottawa about Precisions performance.

Advertisements such as this example will be utilized to raise awareness of snow management by the City and provide residents with important information and details.