CONTRACT CLEANING SERVICES HOLY CROSS

Transcription

1 REQUEST FOR PROPOSAL RFP #12-01 CONTRACT CLEANING SERVICES HOLY CROSS Issue Date: January 30, 2012 Issued by: Halton Catholic District School Board Closing Date: February 14,

2 HALTON CATHOLIC DISTRICT SCHOOL BOARD Request for Proposal RFP #12-01 CONTRACT CLEANING SERVICES HOLY CROSS TABLE OF CONTENTS 1. General Information Page 3 2. Acceptance of Proposal Page 4 3. Terms and Conditions Page 5 4. Evaluation Criteria Page Submission Label Page Specifications Page Pricing Response Sheet Page Site Visit Declaration Page Appendix A Bill 7 Information Page Appendix B Green Cart Program Page Appendix C Holy Cross Elementary School - Floor Plan Page 38 2

3 HALTON CATHOLIC DISTRICT SCHOOL BOARD REQUEST FOR PROPOSAL RFP #12-01 CONTRACT CLEANING SERVICES HOLY CROSS INFORMATION TO BIDDERS Sealed proposals shall be submitted on the attached proposal form to: Daniel Tkalcic, Purchasing Officer, Purchasing Services Halton Catholic District School Board P.O. Box 5308, 802 Drury Lane, Burlington, Ontario. L7R 4L3 Before the specified closing time of 2:00:00 PM (EST) on the closing date requested. CLOSING DATE OF THIS PROPOSAL Tuesday, February 14, 2012, 2:00:00 p.m. All proposals must comply in accordance with all regulations, terms, conditions and specifications set forth in the proposal document. Restrictive or conditional statements by the bidder on the Request for Proposal (RFP) will subject the proposal to disqualification. Any clarification of the Request for Proposal documents required by the submitter, prior to submission of its proposal shall be requested through the Purchasing Department of the Halton Catholic District School Board. Any such clarifications so given shall not in any way alter the proposal documents and the supplier and the Board hereby agree that in no case shall oral arrangements be considered. No Officer, Agent or Employee of the Board(s) is authorized to alter orally any portion of the document. The Halton Catholic District School Board (HCDSB or Board) reserves the right to accept or reject any proposal, whichever, in the Boards opinion is in its own best interest. Late bids will not be considered or accepted. Faxed or ed bids will not be considered or accepted. Bids not appropriately signed as an original document will be rejected. FOR FURTHER INFORMATION OR ENQUIRIES, PLEASE CONTACT: THE HALTON CATHOLIC DISTRICT SCHOOL BOARD, DANIEL TKALCIC, PURCHASING OFFICER PURCHASING SERVICES 802 Drury Lane, Burlington, Ontario L7R 4L3 Telephone: , ext. 132 Fax:

4 HALTON CATHOLIC DISTRICT SCHOOL BOARD I/We do hereby agree to supply and/or install the materials, equipment and services as provided herein in accordance with the terms and conditions of this proposal. No other conditions shall apply. I/We have read, understood and agree to abide by all terms and conditions contained in this document and we are authorized by the Bidder to bind the firm. I/We declare that this proposal is made without collusion, knowledge, comparison of figures or arrangement with any other company, firm or person submitting a proposal for the same work and is in all respect fair and without collusion or fraud. I/We declare that to our knowledge no member of the Board of Trustees, and no officer or employee of the Board is, will be, or has become interested, directly or indirectly, as a contracting party, partner, or in the supplies; work or business in connection with the said Contract, or in any portion thereof, or of any supplies to be used therein, or in any monies to be derived there from. Acceptance of this Proposal will be made by Purchase Order (where applicable) FAILURE TO SIGN THIS DOCUMENT OR AFFIX YOUR CORPORATE SEAL WILL RESULT IN YOUR BID BEING REJECTED. I/WE HAVE READ, UNDERSTAND AND AGREE TO ABIDE BY ALL TERMS AND CONDITIONS CONTAINED IN THIS DOCUMENT AND WE ARE AUTHORIZED BY THE BIDDER TO BIND THE FIRM. PAYMENT TERMS: COMPANY: DATE: AUTHORIZED SIGNATURE: PRINT NAME: TITLE: PHONE NUMBER: FAX NUMBER: Note: A purchase order number will not be issued to a successful bidder unless all required documentation as noted above has been received and has been confirmed as being in order. 4

5 PROPOSAL TERMS AND CONDITIONS INTENT The intent of this document is to procure for the Halton Catholic District School Board (the Board) the goods and/or services indicated in accordance with the specifications outlined herein. To this end, the evaluation process in determining which bid will result in an award will consist of consideration being given to: price, delivery, quality of goods/services, performance and any special or extra costs involved therein, enhancement to minimum specifications and bidder qualifications, both financial and reliability. The award of this proposal will be on the basis of the most cost effective bid received in the opinion of the Board. CONTRACT DURATION This contract will be for a period of three (3) years, commencing March 12, The Boards shall have the option to extend this contract for up to two (2) one-year renewals, such extension to be upon the same terms, conditions, and covenants contained in this Request for Proposal, excepting rates which shall be agreed upon by the Board and Bidder. Each extension will be awarded individually on a yearly basis. CONTRACT The contract will be governed by and interpreted in accordance with the Laws of the Province of Ontario. ADDENDUM All questions pertaining to this proposal should be in writing, addressed to: Daniel Tkalcic, Purchasing Officer, Purchasing Services, by tkalcicd@hcdsb.org or fax ( ). Should questions raised by a bidder necessitate an addendum to this Request for Proposal, the addendum will be posted on the Biddingo website: and the Halton Catholic District School Board Website: It is the responsibility of each bidder to check the website often for Addenda at Biddingo. All questions must be forwarded in writing no later than Wednesday, February 8, 2012, 4:00pm. Each addendum (if applicable) must be acknowledged in the bidder s proposal as received and signed. Failure to do so will result in the bid submission being rejected. LEGAL The Board in its absolute discretion, may reject an RFP submission if the bidder or any officer or director of the bidder is or has been engaged, either directly or indirectly through another corporation, in a legal action against the Board, its elected or appointed officers and employees in relation to any other contract or service or any matter arising from the Board s exercise of its powers, duties or functions. SITE EXAMINATION/MANDATORY SITE VISIT The Contractor will be held responsible to have visited and examined the site prior to the tender closing date. The Contractor shall be aware of the conditions at the sites and means of access to it and the nature, quality and quantity of the required work. No allowance will be made for any error or neglect in complying with the above. It is the Contractors responsibility to clarify any items related to this tender which they may be in doubt of prior to the tender submission. The Halton Catholic District School does require one scheduled site examination meeting with all invited bidders in attendance, predetermined by the Board. 5

6 The mandatory site visit will be Tuesday, February 7, 2012, 1:30pm at Holy Cross Elementary School, 222 Maple Avenue, Georgetown, ON L7G 1X2. Bidder must contact Daniel Tkalcic, Purchasing Officer, HCDSB, to confirm attendance to the site visit, no later than Thursday, February 2, 2012, 12:00pm. All bidders presenting responses to this Request for Proposal must have attended the mandatory site visit. Proposals from bidders who have not attended the mandatory site visit will be disqualified. Do not visit or contact the school without the approval of the Purchasing Department. CHANGES TO PROPOSAL Any changes or revisions will be issued as a formal addendum to all bidders. All addenda will be signed and acknowledged by bidders. BIDDERS KNOWLEDGE The submission of the proposal shall be deemed proof that the bidder(s) is satisfied as to all the provisions of the proposal, of all the conditions which may be encountered, of what materials/services they will be required to supply, or any other matter which may enter into the carrying out of conditions of the proposal, to a satisfactory conclusion. No claims will be entertained by the Board based on the assertion by the bidder(s) that they were uninformed as to any of the provisions or conditions intended to be covered by this proposal. BIDDER RESPONSIBILITIES Bidders shall carefully examine and study all of the documentation in order to satisfy themselves by examination as to all conditions affecting the scope of work to fulfill the contract. The Halton Catholic District School Board shall not be held liable for any errors or omissions in any part of this RFP. While every effort has been made to ensure accurate representation of information, the information is not guaranteed or warranted to be accurate by the Board. The Halton Catholic District School Board is not liable for any costs incurred by the Bidder in the preparation of their response to the Proposal or presentation/interviews, if required. Furthermore, the Halton Catholic District School Board shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Bidder, prior or subsequent to, or by reason of the acceptance, or non-acceptance, withdrawal by the Halton Catholic District School Board of any Proposal, or by reason of any delay in the award of the Proposal. BID FORMAT No oral, telegraphic, telephone or facsimile proposals will be considered. Proposals which are late, illegible, presented in pencil, not original, or unsigned, will be rejected. Where other information is requested, this information forms a part of the proposal and must be completed. The envelope must be clearly marked with the appropriate proposal name and number on the outside of each envelope. The envelope must be clearly marked with the company name of the bidder. SUBMISSION PROCEDURES Proposals must be completed on the forms provided. A total of three (3) copies of the proposal submission must be submitted. Proposals not completed as requested may be rejected by the Board acting in its absolute discretion. 6

7 Proposals must be signed, in the spaces provided, in ink, in longhand, by the submitter or such person who is authorized by the submitter, the Board may accept the signature as being that of a person that is authorized to submit a proposal. Any unsigned Proposal will be declared invalid. Each tender submission form (where applicable) must be submitted completely for the tender to be considered. ALTERATIONS & CANCELLATION OF PROPOSAL The Halton Catholic District School Board reserves the right to alter the date of this proposal or to cancel this proposal without any penalty or cost to the Board. BID OWNERSHIP All information obtained by the Bidder in connection with this proposal is the property of the Halton Catholic School Board and must be treated as confidential and only used for the purpose of replying to this Proposal, and for fulfillment of any subsequent contract. ORAL INFORMATION No information given orally by the Board or by means of telephone will be binding nor will it be so construed as to change the requirements of a proposal in any way. IRREVOCABLE RESPONSE The proposal submitted is irrevocable by the bidder and will remain in effect and open for acceptance for a minimum period of sixty (60) days following the closing date unless otherwise specified. AWARD STRATEGY The lowest or any proposal is not necessarily accepted unless otherwise stated; the Board reserves the right to accept any portion thereof. Past performance may be considered when awarding the proposal. The final award will be based on the submission that complies with the provisions of this bid solicitation, including specifications, contractual terms and conditions, and who can reasonably be expected to provide satisfactory performance on the proposed contract based on the bidders ability to demonstrate to the Board that they have the; staff, infrastructure, and experience to perform the duties as outlined in the Scope of Work, reputation, references, performance on previous contracts, and sufficiency of financial and other resources. No proposal shall be deemed to be accepted by the Board until such time as notice in writing of the acceptance thereof has been forwarded by the Board to the successful bidder hereinafter disclosed. Upon issuance of a purchase order, the Proposal document shall serve as a binding contract between the successful bidder and the Board. The Board reserves the right to reject the proposal of any Bidder who does not furnish satisfactory evidence of sufficient qualification, to successfully execute and complete the work. In the event of any disagreement between the Board and the Bidder regarding the interpretation of the provisions of the Proposal, the representative of the Halton Catholic District School Board or an individual acting in that capacity shall make the final determination as to interpretation. 7

8 TIE BREAKER Should tie bids be received on any item or list of items with other things being equal, the Board will take into consideration the nature of the service given by any or all of the bidders concerned in any previous dealings they may have had with the Board. DEBRIEFING The Halton Catholic District School Board, at the request of the Bidder who responded to the RFP, will conduct a debriefing after the award of the contract to the unsuccessful Bidder as to why that Bidder s proposal was not selected. Bidders must submit their request for debriefing within thirty (30) days of award of the bid. REFERENCES Each Proposal should include the names, addresses, telephone numbers, contact names and addresses for a minimum of three (3) companies, (preferably 1 school board) as stated in the criteria for references, in the Scope of Work. These references must be able to attest to prior or current service with the supplier, within the last three (3) years. PRICING All pricing is in Canadian funds. The Pricing Sheet (if applicable) should be completed and presented with the bid response. TERMINATION In the event that the successful bidder does not, in the opinion of the Board, comply with the specifications and terms of this contract at anytime throughout the duration of the contract, or if the Board, in its sole and unfettered discretion, determines that either their service or the equipment provided by the successful bidder is unsatisfactory at any time during the term of the contract, the Board reserves the right to terminate the contract in its entirety. Any substandard work that results in a health and safety issue for anyone on, or potentially on Board property, will result in the termination of this contract. This contract may be cancelled immediately upon written notice by the Board. DISQUALIFICATION CLAUSE The Board reserves the right to disqualify and immediately remove a bidder from eligibility to submit bids for an indeterminate period, the name of any Bidder, which will include the names of such Bidder s principals, and the names of any other business which may be operated by such principals, for failure to carry out its obligations for the entire term under any previous award or resulting contract pursuant to a bidding process with the Board, in the sole and unfettered discretion of the Board. CLAIMS Claims made in the proposal shall constitute contractual warranties. Any provision in the proposal may be included in the contract as a direct provision thereof at the option of the Board. The contract shall contain the terms and conditions and be in the format prescribed by the Board. The Board considers each provision in this proposal of importance and will not accept alterations which destroy the fundamental intent thereof. If alterations are suggested, their wording should be carefully considered, since an unacceptable alteration to any provision may affect the acceptability of the bidder s proposal. 8

9 VERBAL ARRANGEMENTS In all cases of misunderstanding and disputes, verbal arrangements will not be considered, but the bidder must produce written authority in support of their contentions, and shall advance no claim in the absence of such written authority, or use, or attempt to use any conversation with any parties against the Board or in prosecuting any claim against the Boards. SUB-CONTRACTING Unless otherwise stated in this document, it is mutually agreed and understood that the successful bidder will not assign, transfer, convey, sublet, or otherwise dispose of the contract or the right, title or interest therein, or the bidder power to execute such contract to any other person, firm, company or corporation without the previous written consent of the Board. ADDITIONAL SERVICES Any additional services or programs you, the bidders are prepared to offer are to be clearly outlined on your Company s letterhead and enclosed with this proposal. If any of the additional services and/or programs identified will result in additional costs to the Halton Catholic District School Board, they must be clearly presented and submitted with your proposal. INSURANCE The successful bidder will obtain a comprehensive policy of public liability and property damage insurance coverage with an insurer licensed to carry on business in the Province of Ontario, in respect of any one accident to a minimum of $2,000,000 exclusive of interest and costs, against loss of damage resulting from bodily injury to, or death of, one or more persons and loss of, or damage to property and such policy shall name the Board against all claims for all damages to any property of the owner of any other public or private property resulting from or arising out of any act or omission on the part of the successful bidder or any of his/her servants or agents during the execution of the contract and the successful bidder shall (unless otherwise stated in this document) within seven working days of being notified of award of Proposal, forward to the Purchasing Department of the Board a valid Certificate of Insurance naming the Board as an Additional Interest. The successful bidder(s) will also provide yearly, proof of current insurance coverage. If the successful bidders vehicles are used on the Board s property, the successful bidder shall carry and maintain until acceptance of the completed work, third party liability insurance coverage for both owned and non-owned motor vehicles in the sum of $2,000,000 per occurrence and (unless otherwise stated in this document) within seven working days of being notified of award of proposal, forward a valid Certificate of Insurance to the Purchasing Department of the Board. The successful bidder(s) agrees to indemnify, hold harmless an defend the Board from and against any and all liability for loss, damage and expense, which the Board may suffer or for which the Board may be held liable by reason or injury (including death) or damage to any property arising out of negligent or wilful acts on the part of the successful bidder(s) or any of its representatives or employees or subbidders in the execution of the work performed or from defects in any equipment supplies. BIDDER S/VENDOR S LIABILITY (INDEMNIFICATION) The Bidder/Vendor agrees to indemnify and save harmless the Purchaser from all actions, suits, claims and demands and costs and damages arising by reason of injury or death to any person or any property resulting from the provision of the goods or services under this contract. 9

10 BIDDER S RELATIONSHIP WITH THE BOARD All Services will be performed by the Bidder. The Bidder is an independent bidder providing services to the Board and neither the Bidder nor the employees or agents of the Bidder will be construed as Board employees. This bid is a contract for a particular and non-exclusive service. The Bidder is not and will not hold itself out as an agent, employee or partner of the Board. As between the Board and the Bidder, the Bidder is solely responsible for all legally required employer and employee contributions and deductions for itself and its staff, including Workers Compensation, Canada Pension Plan, Unemployment Insurance and federal and provincial income taxes. NEWS RELEASE/PUBLICITY The Bidder(s) shall not make any news release concerning this bid or awarding of the same or resulting contract(s) without the express consent of the Board. OCCUPATIONAL HEALTH AND SAFETY ACT The Halton Catholic District School Board is committed to promoting health and safety in the workplace by preventing accidents, injuries and occupational illnesses. In keeping with this policy, all Bidders (and where applicable, their subbidders) should be aware of and abide by the Occupational Health and Safety ACT, R.S.O prior to commencing, during and after completion of all work activities engaged in or on Board premises. The Service Provider shall comply with all Federal, Provincial and Municipal Laws, statutes, regulations and by-laws, relevant to this Proposal including but not limited to: The Occupational Health and Safety Act, R.S.O. 1990, c. 0.1, as amended. Workplace Safety and Insurance Act, effective January 1, 1998, as amended. The Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56, as amended. WORKERS COMPENSATION 1. Worker s Compensation coverage shall be provided by the Bidder for all employees who are employed under the contract. 2. Proof of this coverage shall be presented to the Board by the successful bidder upon award, within seven (7) days. PERMITS If a permit, license, consent or authorization is required by law for carrying on an activity contemplated in a proposal, neither acceptance of the proposal nor execution of an agreement shall be considered to be approval by the Board of the carrying on of the activity without such permit, license, consent or authorization. The Bidder shall obtain and pay for all necessary permits, licenses or fees payable to any public authority required for the execution of the Work. FUNDING OUT CLAUSE Should the Board fail to appropriate funds to enable continued payment of multi-year contracts/purchase orders, the Board may cancel the contract without termination charges, provided the successful bidder receives thirty (30) days written notice of such termination from the Board. 10

11 PURCHASE OF GOODS/SERVICES Requests to purchase goods/services will not be valid unless issued on an official purchase order form duly signed by the Manager, Purchasing Services, or the Superintendent of Business Services. COLLUSION The bidder declares that the proposal is not made in connection with any other bidder submitting a proposal. DEFAULT BY THE BIDDER In the event of the default of the Bidder in complying with the terms and conditions hereof or in supplying and delivering the goods and services in accordance with the terms of the Request for Proposal submitted or of the acceptance order thereto, the Purchaser shall be entitled and at liberty to procure the goods or services from other sources and the Bidder shall be liable to pay for any and all costs whatsoever in excess of the Request of Proposal price caused by or resulting from such default and the Bidder hereby indemnifies and save harmless the Purchaser from any and all such costs. DISCREPANCIES AND OMMISSIONS Bidders shall promptly examine the entire bid document after receipt. Subject to the conditions governing the withdrawal of and errors in the RFP, a Bidder discovering discrepancies or omissions in the specifications provided by the Purchaser or having doubt as to the meaning or intent of any part thereof shall notify the RFP Co-coordinator in writing at least seven (7) days prior to the closing date of the RFP. If necessary, and time permits, Addenda may be issued to all respondents before the closing date. It is hereby understood and acknowledged that the Purchaser shall not be held liable or responsible for verbal instructions or explanations. Written Addenda issued by the Purchaser during the time of the RFP process shall become an integral part of these conditions, instructions and shall be allowed for in arriving at the bid price(s). One copy must be signed and attached to the RFP document. Each Bidder shall be responsible for verifying with the co-coordinator of the Request for Proposal before depositing its bid that they received all Addenda that have been issued. The Purchaser reserves the right to distribute any and all questions and answers to all other respondents. DISPUTES In the event of any dispute or claim arising between the Board and the bidder as to their respective rights and obligations under the contract, either party may file the other, written notice of such dispute or claim. The notifications of dispute or claim shall be made within thirty (30) calendar days of the dispute or cause of action arising. If the dispute or claim cannot be resolved through negotiation to the satisfaction of both parties, then the Board shall have the right any time to submit the particular matter to arbitration in accordance with the Arbitration Act (Ontario). If the Board does not exercise its right to submit the matter to arbitration, then either party may submit the dispute to such judicial tribunal as the circumstances may require. MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT Information provided by a bidder may be released in accordance with the Municipal Freedom of Information and Protection of privacy Act, R.S.O. 1990, c. M.56 as amended. A bidder should identify any information in its bid or any 11

12 accompanying documentation for which confidentiality is to be maintained by the Owner, by clearly marking same CONFIDENTIAL. The confidentiality of such information will be maintained by the Owner, except where an order by the Information and Privacy Commission or a Court or other governmental authority having jurisdiction requires the Owner to do otherwise. Notwithstanding the foregoing, prior to the Owner s determination that any parts of this bid are to be disclosed as required by law, the bidder shall be provided with written notice of the potential disclosure and accorded all rights that it may have in law including the right to challenge such disclosure. In addition, bidders are hereby notified that their bids will, as necessary, be disclosed on a confidential basis to the Owner s advisors retained for the purposes of evaluating or participating in the evaluation of the bid. 12

13 HALTON CATHOLIC DISTRICT SCHOOL BOARD REQUEST FOR PROPOSAL RFP #12-01 CONTRACT CLEANING SERVICES HOLY CROSS EVALUATION CRITERIA All things considered equal the following items compose the criteria for the selection of a bidder, as specified in the Specifications, Scope of Work. experience and background of the individual or firm the quality and completeness of the bid the ability to provide equipment, and services as listed ability to deliver on time and complete pricing structure being proposed public sector references with one (1) school board sector Individual interviews or presentations may be required, at the bidder s expense. All proposals submitted are to provide information as indicated in the Evaluation Criteria. Bidders are to use the headings and the items within as illustrated below. Evaluation Criteria Table 1) Company Profile POINTS = 10 a) Ownership & Number of years in business b) Listing proposed team members to service HCDSB account, including background and experience 2) Technical/Professional Competence POINTS = 25 a) Compliance to Request for Proposal specifications b) Comprehensive knowledge of cleaning methods proposed c) Capability of meeting cleaning schedules and project work schedules d) Strategy to complete project work as required e) Past Performance 3) Service Profile/Qualitifications POINTS = 25 a) Expertise and resources b) Significant experience with a project of this scope c) Ability to provide services as per scope d) Customer Service (availability of staff and support capabilities) e) State compliance to any and all safety standards 4) Pricing POINTS = 25 a) Cost of regular cleaning per specifications 5) Value Added a) Value added services provided at no additional costs POINTS = 5 13

14 EVALUATION CRITERIA (con t) 6) References POINTS = 10 a) Minimum of 3 customer references within the past 3 years i. Preferably minimum of 1 School Board client, including contact name, position and contact information. ii. Include services delivered and size of group iii. How long servicing these accounts 14

15 Submission Label: Please complete all information and attach this label on the OUTSIDE of your bid submission envelope(s) to clearly identify the submission and the bidder information. Bid to be submitted to: Daniel Tkalcic, Purchasing Officer, Purchasing Services, Halton Catholic District School Board, Purchasing Department, 802 Drury Lane, P.O. Box 5308, Burlington, Ontario L7R 4L3 REQUEST FOR PROPOSAL NUMBER RFP #12-01 CONTRACT CLEANING SERVICES HOLY CROSS CLOSES: Tuesday, February 14, 2012 BEFORE 2:00:00 P.M. (EST) BIDDER NAME (Print): CONTACT NAME (Print): CONTACT TITLE (Print): PHONE: 15

16 The Halton Catholic District School Board Request for Proposal #12-01 CONTRACT CLEANING SERVICES HOLY CROSS SPECIFICATIONS SCOPE OF WORK: REGULAR DAILY CLEANING 1. All classes will be swept clear of debris each school night. 2. All classes will have all horizontal surfaces dusted each night. 3. All garbage receptacles will be emptied each night. New, clean receptacle bags will be inserted in all receptacles each night. All garbage will be removed to the garbage enclosure at each school every school night. Garbage receptacles will be washed using disinfectant cleaner, as needed to remain dirt and odor free. 4. Green Cart compost receptacles in each room will be emptied every other day or as needed in high activity areas. Green Carts will always be emptied on Friday evenings. 5. All blackboards will be cleaned each school night using a clean rag and/or a suede/rubber board eraser. 6. All blackboard ledges will be damp cleaned each school night. 7. All interior windows will be kept clean and free of marks. 8. All computer screens will be dusted every day using a static free duster. 9. All floors will be spot mopped three nights of the week to remove marks and stains. All floors will be completely damp mopped two nights per week. During the winter months with the advent of melting snow and ice, the bidder should calculate at least one extra complete mopping, per week, for the months of; December, January, February, and March. 10. All student desktops will be cleaned of debris, marks, and stains nightly and completely washed once per week. Secondary school desks will have debris and stains removed from the interior of the desks each school night. 11. All pencil sharpeners will be emptied each school night. 12. All entrance mats, and classroom carpets will be vacuumed each school night. 13. All fluorescent and incandescent light bulbs will be replaced, as needed using Board Supplied material. 14. Bathroom fixtures, floors and walls will be cleaned, using a disinfectant cleaner, each night. 15. All corridor floors will be swept and completely washed each night. 16. All hallway fixtures will be kept dust free. 17. All hallway entrance glass will be cleaned nightly. SCOPE OF WORK: PROJECT WORK 1. During all P.D. days, all classes will be completely mopped. 2. During March Break and Christmas Break, all floors will be damp scrubbed with a high speed rotary polisher/scrubber, and three coats of floor finish will be applied. Floor finish type and manufacturer will be Flexo Products Ltd, Perennial Plus. All Carpets will be cleaned using extractor and/or bonnet method. 3. During Summer Break the following will occur; a) All desks and chairs will be damp cleaned, all dirt, debris and stains will be removed. b) All exterior and interior windows will be completely damp cleaned, removing marks and stains. c) All interior walls will be damp cleaned to remove all marks and stains. 16

17 d) All blackboards and blackboard ledges will be completely damp cleaned and dusted. e) All teacher s desks and chairs will be damp cleaned and dusted. f) All entrance mats will be cleaned using extractor and/or bonnet method. g) All vinyl tile floors will be stripped using non-ammoniated stripper solution and a high-speed rotary polisher/scrubber. h) All stripped floors will be completely rinsed twice using clear water. i) All new vinyl tile floors will have two coats of acrylic tile sealer applied following the rinse. j) This work will be completed by the third Monday in August each year. k) All vinyl tile floors will have three coats of floor finish applied. The only acceptable floor finish type and manufacturer will be Flexo Products Ltd., Perennial Plus. l) All fluorescent and incandescent light covers will be removed, washed and replaced. m) All garbage receptacles will be completely washed using a disinfectant cleaner SCOPE OF WORK: DAY CUSTODIAN DAILY TASK LIST This list is suggested as a supplement to the Workload Report. It is not intended as a definitive job description, but as a guideline for School Administrators in setting tasks for their Custodial Staff. 1. Disarm security system, and turn on interior lights. 2. Flush as required all water sources as per Water Flushing Log and record same. 3. Perform check of school to determine if vandalism or maintenance concerns exist, interior and exterior of the building, and report same to Facilities Management Services Office, and School Administration. 4. Clean and dispose of any broken glass and/or other debris around the building. 5. Clean area of responsibility, i.e. Kindergarten. 6. Unlock doors, as per school plan. 7. Sweep floors and stairwells, washing if needed, after students enter, for the day, after lunch, and both recesses. 8. Monitor, clean, and stock bathrooms. 9. Clean, as needed, interior and exterior glass, i.e. doors, windows. 10. Receive and organize deliveries. 11. Dispose of all lunch garbage/ and or Green Cart contents as previously described. 12. Enter all maintenance requests on E-Base system. 13. Maintain as required, logbooks, i.e. Snow/Salt, Fire Inspections, etc. 14. Perform minor maintenance, i.e. Change lights, repair furnishings, hang pictures, etc. 15. Pick-up garbage at exterior of building. 16. Clean and maintain custodial equipment, and storage areas, i.e. auto-scrubber, vacuums. 17. Clear snow if required from all entrances. 18. Keep clear of snow and ice, all sidewalks and walkways. Spread Board supplied salt substitute as required. 19. Respond to requests from school Administration. GREEN CART PROGRAM Bidders must follow the Green Cart Program, Appendix B, within their daily tasks. 17

18 EQUIPMENT, SUPPLIES, AND ACCESS The successful contractor will be responsible for, providing all needed supplies and equipment. The Board reserves the right to restrict, or ban the use of any chemical or piece of equipment that Board staff deem harmful or unsafe. The Board will provide, as required, all garbage bags, compostable bags, toilet paper, paper towel (for classrooms and bathrooms only), and fluorescent light tubes. Cleaning Chemicals will all be Eco-Logo and/or Green Seal certified. Bleach is not permitted in any Board building. MSDS sheets must be provided with your bid package. The Board retains the right to ask the successful bidder to change a chemical that does not meet Board criteria. All decanted chemicals will use a dispensing system that predilutes all substances to: a not immediately corrosive state. Details of the dispensing system will be included with the bid. Loss of keys will be reported immediately to the Plant Department. The contractor will be responsible for paying a onetime cost of $ for the re-keying of any building they have lost keys for. CONTRACT EMPLOYEES All employees of the contractor will be dressed at all times in a readily identifiable uniform. All employees of the successful contractor who are regularly in the school, must have had a Criminal Records Check from a Police Service dated within the last 6 months. Proof of this check must be provided prior to the start of the contract. BILL 7 It is every bidder s responsibility to familiarize themselves with Bill 7 and the Ontario Ministry of Labour s Employment Standards Act, 2000, particularly the excerpt in Appendix A. Current work force at Holy Cross Elementary School is as follows: Site Holy Cross Elementary # of Staff Classification Heavy Duty Cleaner H.D. Cleaner H.D. Cleaner L.D. Cleaner Wage Rate $13.25 $12.10 $10.50 Benefits Hours per day/week Statutory 8.0/day 40.0/wk. 8.0/day 40.0/wk. 4.0/day 20.0/wk # of weeks worked in the last Start Date Apr. 06,2010 Aug.10,2009 Oct. 31,

19 CUSTODIAL WORKLOAD SCHEDULE - DAYS SCHOOL: Holy Cross CUSTODIAN: SHIFT: Days SHIFT HOURS: 7:00 a.m. to 3:30 p.m. WORKING HOURS: 8 DAY ACTIVITIES 3.55 hours EVENING ACTIVITIES 0 NON - CLEANING DUTIES 4.45 hours TOTAL 8 AVERAGE AVERAGE MINUTES DAY ACTIVITIES ROOM NUMBERS HOURS PER DAY DAY Entrances Corridors Stairs Restrooms Changerooms Gym Stage 0 0 Staff Room Storage Caretaker Areas Exterior Mechanical / Electrical Classroom Lunch cleanup PER TOTAL

20 CUSTODIAL WORKLOAD SCHEDULE - EVENINGS SCHOOL: Holy Cross CUSTODIAN: SHIFT: Evenings SHIFT HOURS: 3:30 p.m. to 10:00 p.m. (Earliest) WORKING HOURS: 11.5 DAY ACTIVITIES 0 EVENING ACTIVITIES 11.5 NON - CLEANING DUTIES TOTAL 11.5 AVERAGE HOURS AVERAGE PER MINUTES PER NIGHT ACTIVITIES ROOM NUMBERS EVENING EVENING Entrances Corridors Stairs Restrooms Changerooms Gym / Multi Purpose room Stage / Lunch room Staff Room Office Library Classrooms Science Labs / Prep rooms 0 0 Music room 0 0 Caretaker closets Storage rooms Elevator TOTAL

21 REQUEST FOR PROPOSAL #12-01 CONTRACT CLEANING SERVICES HOLY CROSS PRICING RESPONSE SHEET The undersigned hereby proposes to furnish to Halton Catholic District School Board (HCDSB) all labour, materials, tools, machinery, equipment, appliances, transportation and all other facilities necessary for the execution and completion of all work covered by: Request for Proposal entitled " CONTRACT CLEANING SERVICES HOLY CROSS " RFP No , and in accordance with the terms and conditions of HCDSB Request for Proposal dated January 30, 2012 for the lump sum price of: BUILDING HOLY CROSS ELEMENTERY SCHOOL MONTHLY LUMP SUM PRICE HST This constitutes an offer by the UNDERSIGNED which is irrevocable until, 20. NAME OF FIRM: TELEPHONE: SIGNING OFFICER SIGNATURE: NAME (PRINT): DATE: 21

22 REQUEST FOR PROPOSAL #12-01 CONTRACT CLEANING SERVICES HOLY CROSS SITE VISIT DECLARATION Please sign this declaration and submit with RFP submission. The Bidder will be held responsible to have visited and examined the sites to be bid on prior to the proposal closing date. The Bidder shall be aware of the conditions at the sites and means of access to it and the nature, quality and quantity of the required work. No allowance will be made for any error or neglect in complying with the above. It is the Bidder s responsibility to clarify any items related to this tender which they may be in doubt of prior to the proposal submission. I/We declare that all sites being bid on have been visited and inspected and that the pricing provided in this Request for Proposal bid submission are based on the site visits. NAME OF FIRM: TELEPHONE: SIGNING OFFICER SIGNATURE: NAME (PRINT): DATE: 22

23 APPENDIX A BILL 7 INFORMATION 23

24 APPENDIX A BILL 7 INFORMATION (Con t) 24

25 APPENDIX A BILL 7 INFORMATION (Con t) 25

26 APPENDIX B GREEN CART AND BLUE BOX PROGRAM 26

27 APPENDIX B GREEN CART AND BLUE BOX PROGRAM (CON T) 27

28 APPENDIX B GREEN CART AND BLUE BOX PROGRAM (CON T) 28

29 APPENDIX B GREEN CART AND BLUE BOX PROGRAM (CON T) 29

30 APPENDIX B GREEN CART AND BLUE BOX PROGRAM (CON T) 30

31 APPENDIX B GREEN CART AND BLUE BOX PROGRAM (CON T) 31

32 APPENDIX B GREEN CART AND BLUE BOX PROGRAM (CON T) 32

33 APPENDIX B GREEN CART AND BLUE BOX PROGRAM (CON T) 33

34 APPENDIX B GREEN CART AND BLUE BOX PROGRAM (CON T) 34

35 APPENDIX B GREEN CART AND BLUE BOX PROGRAM (CON T) 35

36 APPENDIX B GREEN CART AND BLUE BOX PROGRAM (CON T) 36

37 APPENDIX B GREEN CART AND BLUE BOX PROGRAM (CON T) 37

38 APPENDIX C HOLY CROSS ELEMENTARY SCHOOL FLOOR PLAN 38