4 - Request for Proposal - Security Services

REQUEST FOR PROPOSAL

Table of Contents
SECTION 1 - RFP PROCUREMENT PROCESS. 4
1.1 Invitation. 4
1.2 Electronic Bid Submission. 4
1.3 Bidders’ Information Meeting. 4
1.4 Scope of Work. 4
1.5 Contract Term/Commencement Date. 4
1.6 Costs Incurred by Bidders. 5
1.7 Communications with 360°kids. 5
1.8 Ability and Experience. 5
1.9 Irrevocability Period. 5
1.10 Errors and Omissions. 5
1.11 Bid Submission Process. 6
1.12 Closing Time. 6
1.13 Procurement. 7
1.14 Acceptance and Rejection of Bids. 7
1.15 Award of Contract. 7
1.16 Contract. 7
1.17 Conflicts of Interest. 7
1.18 Evaluation of Bids. 8
1.19 Blackout Period. 8
1.20 Confidentiality. 8
1.21 Subcontracting. 8
1.22 Legislative and Licensing Requirements. 9
1.23 Collusion. 9
1.24 Contract Terms and Conditions. 9
1.25 Insurance Requirements. 9
SECTION 2 - LEGAL MATTERS AND DISCLAIMERS. 9
2.1 Amendment or Cancellation of Process. 9
2.2 Electronic Monitoring Policy. 9
2.3 Governing Law.. 9
SECTION 3 - SPECIFICATIONS. 10
3.1 Background. 10
3.2 Required Qualifications and Skills Required to Complete the Scope of Services. 11
3.3 Scope of Work. 12
PART A: Security Services at the Richmond Hill Hub – 10415 Yonge Street, Richmond Hill 12
Hours of Work for Security Services at Richmond Hill Hub. 13
Patrol duties at the Richmond Hill Hub. 13
Reporting Requirements. 16
PART B: On-Demand-Emergency and Additional Services. 17
3.4 Communications. 17
3.5 Staff Assigned to the Work. 17
3.5 Uniforms. 18
3.6 Implementation and Transition Strategy. 18
3.7 Contractor Orientation. 19
3.8 Location Access and Security. 19
3.09 Occupational Health and Safety. 20
3.10 Use of 360°kids Equipment. 20
3.11 Smoking-Free Buildings. 20
3.12 Priority. 20
3.13 Invoicing. 21
3.15 Evaluation Criteria. 21
SCHEDULE A.. 23
GLOSSARY OF DEFINED TERMS. 23
SCHEDULE B.. 24
CONTRACT TERMS AND CONDITIONS. 24
SECTION 1 - CONTRACTOR’S RESPONSIBILITIES. 24
SECTION 2 - LEGISLATIVE REQUIREMENTS. 24
SECTION 3 - FEES AND DISBURSEMENTS. 25
SECTION 4 - RECORDS AND AUDIT. 26
SECTION 5 – 360°kids CAN MONITOR WORK. 26
SECTION 6 - CHANGES AND ALTERATIONS AND ADDITIONAL SERVICES. 26
SECTION 7 - SUBCONTRACTORS. 27
SECTION 8 - DAMAGES. 27
SECTION 9 - ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES ACT COMPLIANCE. 27
SECTION 10 - SUSPENSION OR TERMINATION.. 27
SECTION 11 - CONFLICTS OF INTEREST. 28
SECTION 12 - INDEMNIFICATION.. 29
SECTION 13 - INSURANCE. 29
SECTION 14 - WORKPLACE SAFETY AND INSURANCE BOARD.. 29
SECTION 15 - TIME OF THE ESSENCE. 29
SECTION 16 - PUBLICATION.. 29
SECTION 17 - CONFIDENTIAL INFORMATION.. 30
SECTION 18 – ASSIGNMENT. 30
SECTION 19 - INTELLECTUAL PROPERTY RIGHTS. 30
SECTION 20 – 360°kids’ RIGHTS AND REMEDIES CUMULATIVE. 31
SECTION 21 - NOTICES. 31
SECTION 22 - GENERAL. 31
SECTION 23 - GOVERNING LAW... 32
SECTION 24 - FORCE MAJEURE. 32
SCHEDULE C.. 32
INSURANCE. 32
Commercial General Liability Insurance. 32
Automobile Liability Insurance. 33
SCHEDULE D.. 33

SECTION 1 - RFP PROCUREMENT PROCESS
1.1 Invitation
360°kids is inviting Bids from qualified Bidders to provide goods and services (the “Work”) as described in Schedule B (Specifications). 360°kids Support Services Inc. (hereafter called 360°kids) is issuing a Request for Proposal (RFP) to security service providers to provide security services at 360°kids Youth Hub.
1.2 Electronic Bid Submission
360°kids will ONLY accept ELECTRONIC BID SUBMISSIONS submitted through the email to Luisa.Bita@360kids.ca. HARD COPY BID SUBMISSIONS WILL NOT BE ACCEPTED.
 
1.3 Bidders’ Information Meeting
A Bidders’ Information Meeting will not be required in this RFP.

1.4 Scope of Work
We require an on-site, unarmed security guard to provide daily coverage from 6 PM to 6 AM, seven (7) days a week. The primary responsibilities include monitoring the exterior of our Drop-in Centre, emergency, and transitional housing facility, ensuring the safety of the area, and addressing any unauthorized individuals on the property by ensuring that they immediately leave the property. The security guard will also be responsible for effective communication with staff to report any incidents or concerns, fostering a collaborative environment with all parties as a proactive measure to maintain a secure atmosphere.


1.5 Contract Term/Commencement Date
The term of the Contract commences April 1, 2025 and will be for a period of one (1) year with five (5) one-year options for renewal. The renewal is subject to the agreement of both parties.
Bids shall be for a fixed price without escalation for the Term of the Contract

This agreement shall be effective for the initial term listed above, and shall automatically renew for additional one-year periods on each anniversary of the Effective Date, unless terminated for a breach of contract or with 60 days written notice prior to the agreement\renewal end date.

The terms and conditions applicable to this RFP are identified below. Submission of a proposal in response to this RFP indicates acceptance of all terms and conditions, and any addenda subsequently issued by 360°kids. Provisions in proposals that contradict any of the terms of this RFP will be as if not written or do not exist.

1.6 Costs Incurred by Bidders
Bidders are responsible for all costs associated with the preparation and submission of Bids to 360°kids and any work performed in connection with submitting a Bid.  360°kids will not make any payment for any Bids received, or for any other effort required of, or made by Bidders prior to the commencement of the Work under the Contract.

1.7 Communications with 360°kids
Bidders are responsible for seeking clarification of any matter that they consider unclear before submitting a Bid. 360°kids is not responsible for any misunderstanding of this RFP on the part of the Bidder.

To ensure fair consideration and evaluation of Bids, 360°kids prohibits unsolicited communication initiated by Bidders to, or with, any 360°kids Board members, or employees during the tender process.

Questions related to this RFP shall be submitted to 360°kids by email to luisa.bita@360kids.ca. 

Bidders shall seek clarification of any matter that they consider unclear before submitting a Bid. 360°kids is not responsible for any misunderstanding of this RFP on the part of the Bidder.


1.8 Ability and Experience
Bidders must present evidence of experience, ability, service facilities and financial standing necessary to meet satisfactorily the requirements set forth or implied in this RFP.  Bidders should include at least two references confirming their experience with their Bid submission.

1.9 Irrevocability Period
All Bids shall remain valid for acceptance for a period of ninety (90) days after the Closing Time.               

1.10 Errors and Omissions
360°kids shall not be held liable for any errors or omissions in any part of this RFP. While 360°kids have used reasonable efforts to ensure an accurate representation of information in this RFP, the information contained in this RFP is supplied solely as a guideline for Bidders. 360°kids does not guarantee or warrant that the information is accurate, comprehensive or exhaustive. Nothing in this RFP is intended to relieve Bidders from forming their own opinions and conclusions with respect to the matters addressed in this RFP.

1.11 Bid Submission Process
Bidders must submit their Bids electronically through email to Luisa Bita, Director of Finance and Administration, luisa.bita@360kids.ca. Please note “Security Bid 2025” in the subject line of the email.   Any Bids which are not received electronically will not be accepted by 360°kids.

In the event that a Bidder wishes to revise its Bid after it has been submitted, the Bidder must withdraw its Bid, make the necessary changes, and resubmit its Bid before the Closing Time.

360°kids accepts no responsibility for any reason whatsoever, including computer system failures of either the Bidder or 360°kids, if the Bidder is unable to submit its Bid before the Closing Time, and the Bidder agrees that 360°kids shall have no liability for delays caused by internet/network traffic, degraded operation or failure of any computer system element, including, but not limited to, any computer system, power supply, telephone or data connection or system or software or browser of any type whatsoever.
It is the sole responsibility of the Bidder to ensure that it can access and exchange data with 360°kids electronically and that it allows sufficient time to successfully submit their bids, before the Closing Time.

The quantities set out in this RFP are an estimate of 360°kid’s requirements and 360°kids does not guarantee that the quantities set out in this RFP will be required by 360°kids from the Contractor. If the Contract requirements differ from the quantities set out in this RFP, 360°kids shall pay the Contractor in accordance with the unit price submitted in the Bid.

1.12 Closing Time
All Bids must be submitted electronically to Luisa Bita and received by 360°kids not later than the Closing Time.
 
The receipt of Bids can be delayed due to factors such as internet traffic, file transfer size, transmission speed, etc. The 360°kids therefore recommends that Bidders allow sufficient time to upload their Bid submission, including any attachments.

A Bid will only be considered to have been submitted once it has been received by 360°kids in the agreed upon format, regardless of when the Bid was submitted by the Bidder.

Bidders will receive a confirmation email from 360°kids once they have successfully submitted their Bid. Bidders should not consider their Bid to have been submitted until they have received the confirmation email.

1.13 Procurement
This RFP has been initiated as a standard procurement procedure to meet the requirements of the 360°kids procurement policy.

1.14 Acceptance and Rejection of Bids
360°kids may, in its sole discretion, reject any or all Bids, including without limitation, the lowest Bid, or accept any Bid that the 360°kids, in its sole discretion, deems appropriate.

The acceptance of any Bid is subject to all necessary approvals and the receipt of sufficient funding.

Bidders will not, under any circumstances, have any claims against 360°kids including claims for incidental, indirect, special or consequential damages, or any loss of revenue, profit, or business opportunity, which arise out of, or are in any way related to this RFP process, howsoever caused, including, but not limited to, claims arising out of the 360°kids’ rejection of any Bid, or 360°kids’ failure to award the Contract for any reason.
In the event that the 360°kids is found liable for damages to a Bidder, such liability shall be limited to the Bidder’s costs incurred to prepare their Bid.

1.15 Award of Contract
Each Bid will be submitted with the understanding that 360°kids’ acceptance in writing shall constitute the Contract between the parties, and shall bind the Bidder, on its part, to furnish and deliver the Work or Services at the prices submitted and in accordance with the terms and conditions of this RFP, and 360°kids, on its part, to take delivery of, and pay for, the Work or Services at the Contract Price.

1.16 Contract
This RFP, including the Schedules to the RFP, and the Bidder’s Bid, shall in aggregate, form the Contract between 360°kids and the Bidder which will come into effect upon written notification of acceptance of the Bid from 360°kids to the contractor and after all required documents (such as a certificate of insurance and a Workplace Safety and Insurance Board (WSIB) certificate) are provided by the Contractor to 360°kids, in a form satisfactory to 360°kids.

Non-Exclusive
Any Contract awarded as a result of this RFP will be non-exclusive. 360°kids may, in its sole discretion, purchase the same or similar services from other persons during the term of the Contract.

1.17 Conflicts of Interest
Each Bidder, in its Bid, shall declare all conflicts of interest or any circumstance that may be reasonably perceived as a conflict of interest that exists now, or may exist in the future.
360°kids may, in its sole discretion, waive any and all actual, potential, or perceived conflicts of interest, on such terms and conditions as 360°kids, in its sole discretion, considers to be required to satisfy itself that any actual, potential or perceived conflict of interest has been appropriately managed, mitigated and minimized. In this regard 360°kids may require the Bidder to implement measures or take other steps to manage or mitigate the impact of any actual, potential or perceived conflict of interest.


1.18 Evaluation of Bids

360°kids will evaluate all bids based on the following:

• Compliance with the requirements outlined in the Bid Documents
• Experience, including expertise with the target population
• Cost

1.19 Blackout Period
360°kids prohibits communications with respect to this RFP initiated by a Bidder to any representative of 360°kids from the Closing Time up to and including the date that the Contract has been awarded or this RFP has been cancelled (the “Blackout Period”). Communication between any Bidder and 360°kids during the Blackout Period shall be undertaken only through 360°kids designated contact identified in Section 1.7 -Communications (360°kids Director of Finance and Administration).  Any Bidder found to be in contravention may be disqualified from further consideration in this RFP process and any future 360°kids procurement process.
 
1.20 Confidentiality
Bidders are not to divulge any Confidential Information communicated to or acquired by the Bidder or disclosed by 360°kids in the course of this RFP process without the prior written consent of 360°kids. 360°kids reserves the right to disqualify from the RFP process a Bidder who in 360°kids’ opinion has breached this requirement for confidentiality.

1.21 Subcontracting
It is understood and agreed that the Contractor will be an independent contractor and that the employees or agents of the Contractor will perform the Contract. Subcontracting agreements made by the Contractor will not release the Contractor from any obligation to 360°kids with respect to the performance of its obligations under the Contract. 360°kids will not be responsible for payment to the Contractor’s partners, Subcontractors or suppliers in the event that the Contractor defaults on its responsibilities. The Contractor is to communicate this information to its partners, Subcontractors and suppliers.

1.22 Legislative and Licensing Requirements
All Bidders and Bids must comply with any legislation and regulations which may be applicable to the performance of the Contract, including the Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11 (the “AODA”).

1.23 Collusion
Bidders, by submitting their Bid, declare that the Bid is not made in connection with any other Bidder submitting an offer for the same services and is made without collusion or fraud.

1.24 Contract Terms and Conditions
The terms and conditions of the Contract (the “Contract Terms and Conditions”) are found at Schedule B (Contract Terms and Conditions) of this RFP. Bidders should direct any questions or matters requiring clarification concerning the Contract Terms and Conditions to 360°kids through the Bidding email luisa.bita@360°kids.ca.  


1.25 Insurance Requirements
Schedule C (Insurance) identifies the insurance requirements deemed necessary for the Contract by 360°kids Insurance and Director of Finance and Administration. Bidders should review the requirements with their insurance provider to ensure each requirement can be met before submitting their Bid. If there are any concerns or questions, Bidders are advised to contact the Director of Finance and Administration before the Closing Time.
SECTION 2 - LEGAL MATTERS AND DISCLAIMERS
2.1 Amendment or Cancellation of Process
360°kids may, at any time before the Closing Time amend any aspect of this RFP, including without limitation, by amending and extending dates, schedules, or deadlines, or the limits and scope of the RFP requirements. 360°kids reserves the right, in its sole discretion, to cancel this RFP, to re-issue this RFP, to issue or implement any other procurement process for, or take any steps or actions to, procure the same or similar services at any time and from time to time.

2.2 Electronic Monitoring Policy
360°kids has implemented an Electronic Monitoring Policy, which may be amended from time to time. This policy outlines when and how employees and contractors may be electronically monitored while performing work-related duties and activities or while using 360°kids’ assets, equipment, systems or information.  HYI also has cameras that monitor by CCTV any persons who enter the site. See Schedule D -360°kids Electronic Monitoring Policy.

2.3 Governing Law
This RFP will be construed, and the contractual relationship between 360°kids and a Bidder, will be determined, in accordance with the laws of the Province of Ontario. The courts of the Province of Ontario shall have exclusive jurisdiction with respect to all matters relating to or arising out of this RFP.


SECTION 3 - SPECIFICATIONS
3.1 Background
360Kids Support Services Inc. (360°kids) is a community-based organization that has been providing support services to at-risk and homeless youth in York Region for more than three decades. Our primary focus is providing aid and support to at-risk and homeless youth. 360°kids is a one-stop agency where young people at-risk can access safe, supportive housing for the day, the night or as long as three years. We offer a full range of support services: clothing and food, personal support, outreach, counselling, life skills training, employment programs, education upgrading, and job searching, which are designed to help youth get back on their feet.     
360°kids is incorporated by letters patent under the Ontario Corporations Act as a corporation without share capital. 360°kids is registered as a charitable organization under the Income Tax Act and as such is exempt from income taxes. 360°kids must meet certain requirements under the Income Tax Act (Canada).
360°kids operates in multiple locations. The services that fall under this RFP are located at the Richmond Hill Community Hub at 10415 Yonge Street, Richmond Hill.

Richmond Hill Community Hub is a mixed-use, nine (9) story building, with 202 residential units and commercial uses at grade, owned by Housing York Inc. (HYI).

The building has the following three (3) main uses:

1. Residential Suites: Richmond Hill Community Hub has 202 one- and two-bedroom apartments (including barrier-free apartments) for seniors, singles and small families operated by HYI.

• Parking: There are 36 surface parking spaces and 95 underground spaces.

 

2. Commercial Space: Several commercial tenants operate office-type functions that typically run during regular business hours including 360°kids Employment offices.

• 360°kids youth employment offices – generally operates during regular office hours Monday to Friday.

 

3. Youth Hub: There are a number of 360°kids related spaces on the ground floor at 10415 Yonge Street:

18,000 square foot multi-services youth center which includes:

• Home Base Youth drop-in center called Home Base – operates seven (7) days per week, Monday to Friday 9 a.m. to 10 p.m., and Saturday and Sunday from 10:00 a.m. to 6:00 p.m. (hours subject to change on long weekends and over the summer). Home Base assists youth between the ages of 13 and 26 who are experiencing homelessness or are at risk of homelessness. Approximately, 500-700 youth visit Homebase each year (approximately 30-60 youth per day).

 

• Connections emergency youth housing –housing 14-23 youth temporarily for up to 4 months

 

• STAY transitional housing supports up to 11 youth with longer term housing and wraparound supports for up to one year.  Youth reside on property in shared pods/apartments.

Responsibility and Work Performed by 360°kids Staff
The leadership and the front-line staff at the Hub are responsible for the day to day operations of the program.

3.2 Required Qualifications and Skills Required to Complete the Scope of Services
The Contractor must have a minimum of five (5) years’ related experience.

The Contractor shall comply with all provisions of the Private Security and Investigative Services Act, 2005 (PSISA) (Ontario Bill 159) and regulations thereunder, including the maintenance of all licenses required under the PSISA. As per PSISA, the Contractor shall possess a valid license to act as a security guard and a license to engage in the business of selling the services of security guards for the term of the Contract.
The Contractor must provide copies of valid and complete licenses for each of the guards performing the Work under the Contract within five (5) Business Days of request from 360°kids. It is the Contractor’s responsibility to ensure that each security guard performing Work under the Contract is properly bonded and licensed in accordance to the PSISA.

The staff assigned to the Work must have sufficient knowledge, skills, and experience to perform the Work. The Contractor shall be responsible for all expenses related to the following minimum training and applicable certification for all security guards assigned to the Contract.



The Contractor shall ensure that all Security Guards:

1. Have comprehensive knowledge of common security policies and relevant acts, codes and legislation including the Criminal Code of Canada and the Trespass to Property Act, RSO 1990;
2. Have successfully completed training courses in Customer Service, Non-Violent Crisis Intervention and Workplace Hazardous Material Information System (WHMIS);
3. Have valid and recent use of force training as required in accordance with PSISA and as approved in Ontario;
4. Be able to walk and stand for long periods of time;
5. Minimum of one (1) year of security related work experience with emergency housing services, a government or multi-residential security environment; and
6. Have training in compliance with the Ontario Ministry’s “Training Curriculum for Security Guards”.

The Security Guards must have a clear police record and no criminal case pending against them. The Contractor shall provide police background checks to 360°kids when requested for all Security Guards that will be present on site during the course of this Contract.

If requested by 360°kids, the Contractor shall provide 360°kids with proof of training at any time during the Contract Term and within five (5) days of such request.

3.3 Scope of Work
The Work is divided into two parts:

1. the objective of the Work in Part A is to

1. Ensure only 360°kids’ clients are authorized to use the spaces at the Richmond Hill Hub
2. Ensure the safety of residents and service users
3. To reduce the noise or disturbance to community

2. the objective of the Work in Part B, is to provide additional on-demand security services when needed.

PART A: Security Services at the Richmond Hill Hub – 10415 Yonge Street, Richmond Hill
The commencement of Work for Part A services starts on April 1, 2025. 
Responsibilities of the Contractor will include:

1. Maintain a secure environment while maintaining and promoting harmonious interactions amongst the various client groups at the Richmond Hill Hub – adjacent businesses and tenants in neigbouring apartments; HYI residents living in the residential portion of the building; youth residing in the 360°kids’ emergency and transitional housing programs, youth using programs at the Home Base Drop-in and employment programs.
2. Ensure trespassers or those not using the youth services, not living in or not visiting a residential unit leave the site;
3. Assist 360°kids staff with youth, as requested and required, including ensuring youth leave site when Drop-in Centre closes;
4. Escort 360°kids staff, when requested, to their cars as part of a safety measures;
5. Ensure timely and effective reporting of any incidents to 360°kids, HYI and the Region of York;
6. Maintain effective communication with staff and management of 360°kids including following relevant and agreed-upon procedures

360°kids’ primary point of contact for this contract will be Jessica Ward, Senior Manager of Housing or their delegate, during business hours (Monday- Friday between 9 a.m.-5 p.m.). After business hours, the Contractor must contact 360°kids On-Call line for all emergencies to reach the on-call 360°kids Management Staff. 360°kids will provide the Contractor with the Emergency After-Hours On-Call line phone number at the start of the Contract.

Hours of Work for Security Services at the Richmond Hill Hub Youth Hub
The Contractor shall provide security services to work the following shifts:

1. Monday to Sunday inclusive, from 6 p.m. to 6 a.m. – one security guard 365 days per year
2. The Work schedule is subject to change and hours may be adjusted from time to time, at the sole discretion of 360°kids.

 Patrol duties at the Richmond Hill Hub
The Security Guard shall:
Actively patrol and inspect the South side of the building, including the parking lot, a minimum of 13 (thirteen) times during a shift. The first patrol should be close to the beginning of the shift, thereafter each patrol should be conducted approximately every hour or more frequently when appropriate, with the last patrol commencing near the end of the shift. At least 4 times during the shift the entire building exterior, including the North side and Yonge street entrance will be patrolled.  On days of more than average youth attendance or boisterous behaviour, additional walking patrols will be required, at no additional cost to the Contract. Areas of patrol include but are not limited to: exterior of program areas from roundabout to parking lot, exterior grounds (full perimeter).

1. Patrols and inspections must ensure all areas are secure and free from hazards and loitering of persons. The Security Guard must immediately report any damage identified to 360°kids staff.  The Contractor shall clean minor spills, dispose of garbage that may affect safety of building residents and youth, and ensure no loitering or nuisance behaviors.
2. Monitor surveillance systems at the 360°kids security desk and immediately attend to any incidents noted on cameras on the property at 10415 Yonge Street, Richmond Hill and deescalate such incidents. Ensure that all security camera views are kept private and not be in view of anyone except the 360°kids’ staff. Report any uncommon, loitering or boisterous activity to any 360°kids’ staff on site if activity/security concerns involving youth.
3. Contact the Housing York Inc. Property Manager or the manager on-call (after business hours) for any housing related emergencies (such as fire, building alarms, equipment emergencies, large flood, police activity related to a HYI tenant). Contact 911 for emergencies and notify 360°kids’ staff if 911 has been dispatched and provide details of the event (date, time, persons and spaces affected, presence of emergency personnel, media). The Contractor shall not release any security footage to any outside parties, including police, without the 360°kids’ prior authorization. Authorization after hours may be obtained by calling the 360°kids Emergency After-Hours line.
4. Ensure there is no loitering, gatherings or excessive noise on all exterior grounds. Ensure youth on exterior grounds are attending programming at Youth Hub and direct them inside for services at Home Base or Connections/STAY after hours. Security Guards shall direct all persons, who are not visiting tenants or not attending a 360°kids’ program, to leave the property. 
5. Immediately notify 360°kids’ staff, if there is media presence or police on site, and provide to 360°kids staff any information available.
6. Ensure the security desk is set up outside (weather permitting) or in an agreed upon alternative space for the entire shift to enhance visibility of security to discourage and deter nuisance behaviours.
7. Enforce building rules related to safety. Ensure ALL visitors use the Connections intercom system and that no one enters the building without being let in by a 360°kids staff. Any person trying to enter the building without authorization must be escorted out of the building and back into the vestibule, to be authorized for entry by staff. 360°kids’ youth are to enter the building by accessing 360°kids program area entrances only unless visiting an HYI tenant.
8. Ensure that youth smoke in the designated smoking area (at the end of side walk by the parking lot) and are following the “Good Neighbour” agreement (to be provided). Ensure youth are not accessing the smoking area in groups (i.e. no more than one-at-a-time) after 10 p.m. Complete a visual inspection of the condition and cleanliness of the grounds, and report where clean-up is necessary.
9. Ensure banned and trespassed person(s) do not enter the building or grounds. The HYI property manager and 360°kids’ staff will provide information on trespassed persons. Call 911 with any violations of trespass orders.
10. Ensure Security Guards obtain building fobs and walkie talkies at the start of each shift and must return the building fobs and walkie talkies to the appropriate location following completion of the shift. The Contractor shall be responsible to 360°kids for the cost of lost equipment including fobs. 360°kids will provide the Contractor with building fobs and walkie talkies.
11. The Security Guards should introduce themselves to any available 360°kids’ staff at the start of the shift. 360°kids’ staff may contact the Security Guards for assistance with clients through the two-way radio as required throughout the shift. The Security Guards must attend and assist when contacted by 360°kids’ staff. Security Guards must assist 360°kids’ staff with the closing down of Home Base drop-in center near closing hours to ensure that youth leave the property. The Security Guards must confirm these hours with 360°kids’ staff at the start of each shift. The Security Guards shall ensure that youth leave the outside area by 10:00 p.m. Security Guards must inform 360°kids’ staff if any emergency and transitional housing clients loiter or are disruptive to the building residents or the surrounding neighbors. The Security Guards shall work with 360°kids’ staff to encourage youth to avoid disruptive behavior and loitering. The Security Guard will communicate with youth in a friendly, firm, professional and respectable manner. The Security Guard will ensure proper closure of 360°kids drop-in services (Home Base), Monday to Friday, 9:00 am- 10:00 pm and Saturdays and Sundays from 10:00 a.m. to 6:00 p.m. These hours are subject to change, at the sole discretion of the 360°kids, during extreme weather, cold alerts, Holidays and will be communicated to the Contractor as far in advance as possible.
12. Ensure Security Guards are adequately trained (AODA training) by the Contractor to assist persons with disabilities, deal professionally with a wide range of clients, youth, and potentially hostile and difficult individuals. Security Guards must be attentive at all times during the daily shift. Security Guards must demonstrate tact, diplomacy, respect, and professionalism at all times when dealing with clients and staff.
13. Ensure Security Guards are able to manage both verbal and physically difficult or aggressive behaviors in a professional and appropriate manner and be able to identify potential sources of security concern. Security Guards must be able to communicate clearly and effectively in English both verbally and in writing.
14. Contractor will direct Security Guards to provide assistance during fire evacuation or other building emergencies as directed by first responders, 360°kids or the HYI Property Manager.
15. Send Contractor’s management/supervisory personnel to attend and participate in monthly site meetings, for approximately one (1) hour, with HYI management, and 360°kids management, Regional staff and others.

360°kids may, in its sole discretion, amend the Services during the Term of the Contract. Any changes will be made in writing to the Contractor by 360°kids.


 Reporting Requirements
 

1. The Contractor shall immediately report any after business hours presence of media or police on site to the 360°kids’ staff on shift.
2. The Contractor shall email daily security reports to 360°kids, the Region and HYI at the end of each shift and no later than by 9 a.m. the following morning. 360°kids will provide the Contractor an email distribution list at the start of the Contract, which may be subject to change. Security reports are the property of 360°kids and must not be provided to others unless authorized by the 360°kids Senior Manager or their designate.
3. Daily security reports must include hourly reporting of when patrols start and end, exact times of incidents, start and end times of shifts and names of security personnel attending the shift. First names of staff may be used in reports. Only client/subject initials shall be used in all security reports.
4. 360°kids will not supply a cell phone or land phone line. The Contractor shall provide 360°kids with the Security Guards’ cell phone numbers to allow 360°kids off-site management to contact the Security Guards during a shift. The cost of the Security Guards’ cell phone shall be included in the bid price. 360°kids will supply two- way radios, or other similar devices, to facilitate internal communications between the Security Guards and 360°kids’ staff.
5. The Contractor must designate a manager who will be required to participate in regular meetings with 360°kids to review expectations, successes, feedback, issues and incidents, in person or by telephone, every month, at a minimum.

PART B: On-Demand-Emergency and Additional Services

From time to time, 360°kids may request additional and on-demand services to be provided at Richmond Hill Hub. There are no guaranteed hours of on-demand work above and beyond the contracted services in Part A of this document. Services include, but not limited to, additional security patrols and security during events. This Work shall be paid at the unit prices provided in the Bid. The billable hours will be paid based on the hours the Contractor spends performing the Work as described in this RFP, travel time to and from the Work locations is not Work. The Contractor shall not charge 360°kids for any travel costs incurred in delivering the Work and this shall be factored into the unit prices provided in the Bid.
The Contractor shall provide 360°kids with a contact number that is staffed 24 hours, 7 days a week, 365 days a year (including Holidays) and be able to respond to all calls within ten (10) minutes. The Contractor must be onsite within two (2) hours of an on-demand request by 360°kids. In the event that the Contractor is unable to arrive at site within two (2) hours, 360°kids reserves the right to hire an alternate contractor to complete the on-demand work and shall charge the Contractor for any costs associated

3.4 Communications
The Contractor must provide 360°kids with company contact information (phone numbers, emails, emergency numbers), immediately after the notification of award of the Contract or at the request of 360°kids from time to time. The Contractor must respond immediately to calls placed by 360°kids. Not providing an answer within ten (10) minutes to the 360°kids On-Call 24-hour Manager will constitute a serious breach of the Contract which may result in termination.


3.5 Staff Assigned to the Work

360°kids desires to maintain a positive profile image within the community. The Contractor shall maintain a high standard of conduct and professionalism in dealing with 360°kids’ staff, tenants and patrons while performing the Work. The Contractor shall provide trained and reliable staff and Security Guards to perform the Work.

If 360°kids advises the Contractor in writing that the Contractor’s staff member or a subcontractor performing the Work under the Contractor’s supervision is for any reason objectionable, unsatisfactory or undesirable, then the Contractor shall ensure that the staff member or subcontractor immediately ceases to perform the Work under the Contract and a replacement be provided without disruption of service.

Prior to commencing the Work, the Contractor shall provide 360°kids with a detailed list of names of the Contractor’s staff assigned to the Contract, including but not limited to all managers and supervisors who have direct involvement with the Contract, and the names of Security Guards who will be performing the Work. The list shall include information and dates of the completion of all appropriate training and expiration of certificates including WHMIS for each person. The Contractor shall update this list on a monthly basis or as requested by 360°kids. The Contractor should station the same Security Guards at 360°kids to the best extent possible for consistency.

The Contractor shall have available a pool of fully trained staff to cover all Contract requirements. Fully trained staff is defined as staff with adequate experience and all required licensing and training as defined in the Contract.

Unprofessional conduct by the Contractor’s staff, including but not limited to exhibiting a non-courteous, non-conscientious, or generally non-business-like manner in the workplace, may result in the immediate termination of the Contract. 360°kids will use monitoring devices, including, but not limited to CCTV resources for quality assurance. 360°kids reserves the right to audit the Contractor’s work onsite.

3.5 Uniforms
The Contractor shall ensure that all Security Guards assigned to the Work wear a uniform and dressed in an appropriate manner for the working conditions. All uniforms must be neat and clean in appearance, in a manner acceptable to 360°kids. The Contractor’s staff shall not wear personal outside clothing while performing the Work. All the Contractor’s staff shall be identified by wearing a company uniform and/or tag while working onsite, such uniforms to be supplied and paid for by solely the Contractor. The Contractor and its Security Guards are permitted to wear uniforms with their own company logo. The Contractor and its Security Guards are not permitted to wear uniforms with any other logo.

3.6 Implementation and Transition Strategy
The Contractor shall ensure that the implementation and transition of Work is successful. Prior to the commencement of the Work, the Contractor shall have all trained staff and equipment in place to commence Work on the start date of the Contract Term (see Section1.5 Contract Term/Commencement Date).
The Contractor shall submit to 360°kids no later than ten (10) days after award of the Contract the names of all Security Guards, outline their role (i.e. Supervisor, Security Guard, Administrative Staff etc.) and provide proof of training and license to perform the Work. The Contractor shall confirm that all Security Guards are licensed prior to performing any Work and shall provide 360°kids with proof in writing and shall ensure all Security Guards licenses are active and in good standing during the Contract Term.

The Contractor shall ensure its management staff and Security Guards are in compliance with all PSISA requirements and the “Training Curriculum for Security Guards”.

The Contractor shall attend a kick-off meeting organized by 360°kids after award of the Contract. During the kick-off meeting, the Contractor and 360°kids shall discuss the operational plan, exchange contact information and review pertinent Contract details.

3.7 Contractor Orientation
The Contractor’s Bid price must include the Contractor’s attendance at one (1) Contractor orientation organized by 360°kids to review operational processes. The orientation will take approximately two (2) hours and will only be offered once by 360°kids during the Term of the Contract.

The Contractor is solely responsible for all training of the Contractor’s personnel/Security Guards and conveying all information received during the orientation meeting to its personnel and Security Guards. Although the Contractor is responsible for all training of the Security Guards at its sole cost, 360°kids will provide an additional training to the guards on the Scope of Work and some behavior management techniques to assist them in their work. 

The 2-hour 360°kids orientation must be completed before any of the Contractor’s personnel work on the site. 360°kids’ refresher trainings may be provided by 360°kids as needed or determined to be necessary in monthly site meetings.


3.8 Location Access and Security
The Contractor shall obtain from 360°kids all keys or fobs necessary to access areas of the locations where Work is to be performed. Contractor shall acknowledge the receipt of keys and fobs on a form to be provided by 360°kids. The Contractor shall notify 360°kids in writing of any changes in personnel assigned to a specific location. Should the Contractor terminate any of its personnel, the Contractor shall immediately collect any keys and fobs for 360°kids’ properties from such personnel. The Contractor shall not make or cause to be made copies of any keys provided to it by 360°kids.

The Contractor’s personnel shall pick up the keys and fobs at the commencement of each shift and return all keys and fobs provided to it by 360°kids at the end of each shift. In the event that the Contractor personal does not return all keys or keys are lost, the Contractor shall be solely responsible for the cost of replacement and rekeying of the building, as deemed necessary by 360°kids. In addition, the Contractor shall pay for patrols until new keys and locks can be secured after a lost incident.
 
360°kids reserves the right to holdback payment or any part thereof to recover costs associated with the Contractor not returning all keys and fobs in accordance with this Section 3.8.

3.09 Occupational Health and Safety
The Contractor shall carry out all Work in accordance with the terms and conditions of the Occupational Health and Safety Act. The Contractor shall provide and ensure that all staff assigned to the Contract are qualified, properly trained, supervised, adhere to high health and safety work practices and procedures, and that such staff use all necessary safety equipment required while performing the Work.

The Contractor shall comply with all requests made by 360°kids’ Health and Safety Officer or designate. 

In addition, the Contractor shall, solely be responsible for, providing its personnel with the conditions, instructions and protective materials to ensure Public Health recommendations and Provincial guidelines around transmittable and infectious viruses and bacteria, including but not limited to COVID-19, are followed while onsite.

The Contractor shall, at the Contractor’s sole expense, provide its personnel with all necessary personal protective equipment (PPE) to safely perform the Work.
Any health and safety contravention by the Contractor will be considered a breach of Contract and 360°kids may take actions, it deems appropriate, to remedy the situation, including but not limited to stoppage of work and termination of the Contract.

3.10 Use of 360°kids Equipment
The Contractor shall not use 360°kids’ property or equipment including computers, televisions, telephones, printers and fax machines, kitchen equipment, unless use of such equipment is required as a job function and approved in writing by 360°kids in advance.

3.11 Smoking-Free Buildings
HYI has a smoke free policy in effect. Smoking, in any form, is prohibited within five (5) metres of any property structure’s window, door, balcony or vent. Smoking, in any form, is also prohibited in vehicles located with five (5) meters of any property structure’s window, door, balcony or vent.

3.12 Priority
The Contractor shall treat 360°kids as a high priority customer and shall use its resources to ensure the continuous and quality completion of the Work in accordance with the requirements of the Contract.

3.13 Invoicing
The Contractor shall submit to 360°kids, monthly invoices in an electronic format, on the 10th day of the month for the immediately preceding month’s completed Work, as per the payment schedule in Table 1. Invoices shall include the following:

1. 1. Company legal name and address
   2. Servicing property address
   3. Sent by email to: accountspayable@360kids.ca
   4. Period covered by invoice
   5. Itemized list of Locations with net and gross total, with all applicable taxes

Table 1. Sample Payment Schedule: Work Dates Invoice Due Date
Jan 1-- 31, 2025 Feb 10, 2025
Feb 1 -28, 2025 March 10, 2025
March 1 - 31, 2025 April 10, 2025
April 1 - 30, 2025May 10, 2025
May 1 - 31, 2025June 10, 2025
June 1 - 30, 2025 July 10, 2025
July 1 - 31, 2025 August 10, 2025
August 1 - 31, 2025September 10, 2025
September 1 – 30, 2025 October 10, 2025
October 1 – 31, 2025 November 10, 2025
Nov 1 -30, 2025 December 10, 2025
December 1- 31, 2025January 10, 2025
3.15 Evaluation Criteria
Proposals will be evaluated based upon the following criteria:

Evaluation DomainWeight

1. Cost/Pricing

35%

2. Professional experience with at risk and vulnerable people

35%

3. Quality of the presentation, interview and reference checks

10%

4. Quality of the proposal in meeting the scope requirements

10%

5. Degree of fit between both organizations and willingness to contribute to the organization’s vision and mission

10%
Interested parties are asked to submit their proposals along with costing to Luisa Bita, Director of Finance and Administration at luisa.bita@360kids. Deadline for proposals is March 10, 2025

SCHEDULE A
GLOSSARY OF DEFINED TERMS

In this RFP,
“AODA” means the Accessibility for Ontarians with Disabilities Act;
“Bid” means a Bidder's response to the issuance of this RFP;
“Bid Documents” means this RFP and any addenda to this RFP;
“Bidder” means any entity submitting a Bid in response to this RFP;
 “Business Day” means Monday to Friday, excluding Saturdays, Sundays and Holidays;
“Closing Time” means the Bid Closing Date as identified on the RFP and 360°kids’ website;
“Confidential Information” means all proprietary, confidential and non-publicly available information provided by or on behalf of 360°kids to the Contractor, whether in oral, written, graphic, schematic or electronic form;
“Contract” means the contract entered into by 360°kids and the Contractor as a result of this RFP;
“Contract Documents” means the Bid Documents, including amendments thereto incorporated before the award of the Contract and subsequent amendments thereto made pursuant to the provisions of the Contract, and the Purchase Order;
“Contract Price” means the amount payable by 360°kids to the Contractor under the Contract;
“Contractor” means the entity to whom 360°kids awards a Contract as a result of this RFP;
“Holidays” means New Year’s Day, Family Day, Good Friday, Easter Sunday, Victoria Day, Canada Day, Simcoe Day, Labour Day, National Truth & Reconciliation Day, Thanksgiving Day, Christmas Day, Boxing Day, and any day proclaimed as a civic holiday in the Province of Ontario;
“HYI” mean Housing York Inc;
“360°kids Board” means 360°kids Board of Directors;
“Plan Taker” means any entity that has registered for this RFP;
“Property Manager” means HYI’s Property Manager who is the head of operations at the building;
“Region” means The Regional Municipality of York as a municipal corporation, as;
“Request for Proposal or RFP” means this request for proposal issued by the 360°kids to which Plan Takers are invited to submit Bids;
“Security Guards” means the Contractor’s personnel performing the Services under the Contract;
“Services” or “Work” means the provision of goods and services as required by the
Contract;
“shall” and “must” as used in this RFP reflect a mandatory requirement; and
“Subcontractor” means a person, firm or corporation who will have a direct contract with the Contractor to perform a part or parts of the Work or Services.
 

SCHEDULE B
CONTRACT TERMS AND CONDITIONS
SECTION 1 - CONTRACTOR’S RESPONSIBILITIES
1.1 The Contractor agrees to supply, at its sole cost and expense, all staff, equipment and technical assistance necessary to perform the Work. The Contractor shall not change or replace any of the key individuals assigned to perform the Work without the prior written  notice to 360°kids.
1.2 The Contractor shall perform the Work with the requisite degree of skill and competence in accordance with the standard of care normally exercised by professionals providing services of this complexity and magnitude. The Contractor shall employ only skilled and competent staff who will be under the supervision of a senior member of the Contractor’s staff to perform the Work.
1.3 The Contractor agrees to meet with 360°kids’ staff during the Term from time to time as required by the 360°kids, if necessary, to discuss issues related to the provision of Work.

SECTION 2 - LEGISLATIVE REQUIREMENTS
2.1 The Contractor shall comply fully with all applicable statutes, regulations, policies and guidelines, whether Federal, Provincial or Municipal, and with all applicable 360°kids’ policies when performing the Work, as same may be amended or replaced from time to time, including, without limiting the generality of the foregoing, all of its obligations under the Occupational Health and Safety Act and regulations, as applicable, in respect of the Work.
2.2 The Contractor shall do, shall cause to be done, shall refrain from doing, and/or shall prohibit from being done, any act or thing as directed by the 360°kids if, at any time, 360°kids considers that any situation or condition is unsafe, damaging to the environment, harmful to the public, or contrary to the provisions of the Statutes or any other applicable statutes, regulations, policies or guidelines.
SECTION 3 - FEES AND DISBURSEMENTS
3.1 The 360°kids shall pay to the Contractor as full payment and compensation for the Services an amount equal to the Contract Price, all disbursements, including the HST. No payment in excess of the Contract Price shall be made without the prior written authorization of 360°kids.
3.2 Save where otherwise expressly provided in this Contract, during the Term of the Contract and any subsequent extensions or renewals, subject to an escalator factor, if any, provided in the RFP, the prices quoted by the Contractor in the Contract are not subject to change without the prior written consent of 360°kids. The Contractor shall be limited to increases in price due to inflation or any legislation increases to a maximum of 2%.
3.3 When the Contractor is not in default of its obligations under the Contract, and subject to Section 3.1, 360°kids shall pay the Contractor based upon the payment schedule (the “Payment Schedule”) set forth in the Contract.
3.4 The Contractor shall submit invoices and any other documentation requested by 360°kids, acting reasonably, to receive payment for Work rendered, in accordance with the Payment Schedule.
3.5 Provided 360°kids does not dispute the invoice submitted by the Contractor and provided that 360°kids receives the documentation described in Section 3.4, 360°kids shall pay each invoice within sixty (60) days of receipt. 360°kids will return any invoice that does not include the appropriate HST and the Contractor’s HST Registration Number. 360°kids shall pay the invoice electronically through 360°kids Electronic Funds Transfer (“EFT”) System into the Contractor's designated bank account.
3.6 360°kids agrees to pay the HST for the Work performed under the Contract. No other taxes shall be payable to the Contractor under the Contract.
3.7 The Contractor shall not be entitled to claim, demand or receive any interest upon any payments on account of delay in approval or payment by 360°kids.
SECTION 4 - RECORDS AND AUDIT
4.1 360°kids shall have the right to audit all books and records (in whatever form they may be kept) relating or pertaining to the Contract (including any and all documents and other materials, in whatever form they may be kept, which support or underlie those books and records), kept by or under the control of the Contractor, including, but not limited to those kept by the Contractor, its employees, agents, assigns, successors and Subcontractors. The Contractor shall maintain and preserve all original books and records, together with such supporting or underlying documents and materials, for the Term of the Contract and for at least two (2) years following the completion of the Contract, including any and all renewals.
4.2 The books and records, together with the supporting or underlying documents and materials shall be made available, upon request, to 360°kids, through its employees, agents, representatives, contractors or other designees, during normal business hours at the Contractor's office or place of business.
4.3 Sections 4.1 and 4.2 shall not be construed to limit, revoke, or abridge any other rights, powers, or obligations relating to audit which 360°kids may have by Federal, Provincial, or municipal statute, regulation, or agreement, whether those rights, powers, or obligations are express or implied.

SECTION 5 – 360°kids CAN MONITOR WORK
5.1 Although the provision of the Work is the sole responsibility of the Contractor, 360°kids reserves the right to monitor the performance of the Contractor and to issue directives to the Contractor to remedy any condition which 360°kids considers to be detrimental to provision of the Work. The Contractor shall be required to carry out the terms of such directives within five (5) Business Days after receipt of notice in writing from 360°kids or within a mutually agreeable timeframe.
SECTION 6 - CHANGES AND ALTERATIONS AND ADDITIONAL SERVICES
6.1 360°kids may, at any time, during the Term, delete, extend, increase, vary or otherwise alter the Work and, if such action by 360°kids necessitates an increase or decrease in the level of staff or services, the Contractor shall, if requested by 360°kids, submit a revised work plan or schedule and fee proposal for the revised scope of Work. The Contractor shall be paid in accordance with Section 3 for such additional services.
6.2 The Contractor shall not amend or deviate from the scope of Work without the prior written consent of 360°kids. 360°kids has no obligation to pay for additional services if the Contractor, without 360°kids’ prior written consent, provides additional services.
SECTION 7 - SUBCONTRACTORS
7.1 The Contractor agrees to: (a) Enter into contracts or written agreements with its Subcontractors to require them to perform their services in accordance with and subject to the terms and conditions of the Contract; and
(b) Be liable to 360°kids for acts and omissions of its Subcontractors and of persons directly or indirectly employed by them.
The Contractor agrees to incorporate the terms and conditions of the Contract into all of its agreements with Subcontractors.
7.2 The Contractor agrees to employ only those Subcontractors proposed by the Bid.
7.3 If the Contractor requires a change of a Subcontractor or an additional Subcontractor, the Contractor shall obtain the prior written approval of 360°kids which approval may be unreasonably withheld. The Contractor shall not be entitled to receive additional compensation due to a change in, or addition of, a Subcontractor.
7.4 Nothing contained in the Contract shall create a contractual relationship between a subcontractor and 360°kids.