TO PROVIDE JANITORIAL SERVICES at Grace Remus Child Care Centre and Algoma Child Care Centre

Transcription

1 REQUEST FOR PROPOSAL 53/2015 TO PROVIDE JANITORIAL SERVICES at Grace Remus Child Care Centre and Algoma Child Care Centre -- For The Corporation of the City of Thunder Bay -- Facilities Services Proposal Closing Date and Time Monday, November 23, 2015 at 4:00 p.m., local time A Mandatory Site Visit is scheduled for Thursday, November 12, 2015 (see page 4 for locations and details) Proposals are to be Delivered to: City of Thunder Bay Supply Management Victoriaville Civic Centre (main floor) 111 Syndicate Avenue South Thunder Bay, ON P7E 6S4

2 Page 2 of 25 INFORMATION TO BIDDERS Definitions Proponents(s)/Bidder(s)/Contractor(s): means all persons, partnerships or corporations who respond to this RFP and includes their heirs, successors, and permitted assigns. City/Owner: means The Corporation of the City of Thunder Bay Contract: means the agreement to be entered into between the Successful Bidder and the City with respect to the supply of the Goods and or Services. It shall be based upon this RFP, with any agreed upon amendments, and shall include any plans and specifications and will be held to cover the supply of any and all work, labour, implements and materials that could be reasonably required to properly and satisfactorily supply the Goods or Services. Contract Administrator: means the person, partnership, or Corporation designated by the Owner to be the Owner s representative for the purposes of this contract. Request for Proposal: means this Request for Proposal (RFP) document including all schedules, parts and attachments, as issued by the City, including any addenda or amendments made to it after initial issue. May: Used in this document denotes permissive. Must/Shall/Will: Used in this document denotes imperative. Successful Bidder/Proponent/Contractor: means the Proponent/Contractor/Bidder whose RFP submission is/are accepted and who has/have agreed to supply the Goods and/or Services as outlined herein. Work or Works: (unless the context requires a different meaning), means the whole of the works, services, equipment, matters and things required to be done or supplied, mentioned or referred to in the document, RFP, General Conditions, Specifications, Standard Practices and Frequencies, and the Detailed List of Work to be Performed, including all extra or additional work or material, matters or things which may be ordered by the City as herein provided. Submission Submit three (3) identical and complete hard copies of your submission in a sealed package to the address shown on the cover page. One (1) copy should be clearly marked Original. All submissions are to be clearly marked as to contents with the return label affixed to the outside of the package when provided. The mandatory submission forms that are required to be completed and included in your submission may not be changed other than inserting the required information.

3 Page 3 of 25 Document Fee The City charges a non-refundable fee of $35.00 (inclusive of taxes) for documents payable by cheque, cash or debit. If downloaded, the fee is to be included in the submission. Closing Date and Time Consideration will be given to your proposal if received in the Supply Management Office not later than the date and time shown on the cover page. The lowest cost proposal will not necessarily be accepted, and the City reserves the right to reject any and all proposals and/or re-issue the RFP in its original or revised form. Facsimile, , or telephone proposals will not be accepted. Late Submissions Submissions received after the deadline will not be considered. The City will assume no responsibility for submissions that do not arrive in the Supply Management Office by the specified closing date and time. Late submissions will be returned unopened to the proponent. Submissions in English All submissions are to be in English. Any submission received by the City that is not entirely in the English language may be disqualified. Grounds for Disqualification of Submission The City will disqualify or deem submissions non-compliant for the following reasons, unless otherwise noted in this document: Failure to submit documents in accordance with the closing date and time on the cover page or any subsequent addenda. Failure to complete, sign and return submittal form provided. Failure to include your bid deposit/performance security. Failure to attend and sign-in at the mandatory site visit. Unauthorized changes to any forms that are required to be completed and included in your submission. Failure to comply with any of the mandatory requirements. Litigation No bid shall be accepted from any Contractor, its principals, directors or any officer of that firm, or another related person (as determined by the Manager Supply Management, in his or her sole and unreviewable discretion), with whom the City is engaged in unresolved litigation.

4 Page 4 of 25 Mandatory Site Visit There will be a one-time only Mandatory Visit of the Sites to be held on as follows: Date: Thursday, November 12, 2015 Time Location 9:30 a.m. local time Grace Remus Child Care Centre 750 Tungsten Street (meet outside the Child Care Centre) 10:15 a.m., local time Algoma Child Care Centre 58 N. Algoma Street (meet outside the Child Care Centre) Proponents must register at each location being bid on (sign-in) with the City representative conducting the site meeting. Failure to attend and to register (sign-in) will result in your bid being disqualified. Any statement or commentary provided by any of the City Representatives during the site visit is non-binding. Bidders are not to seek commitments from any of the City Representatives during a site visit or otherwise seek an unfair competitive advantage. Any questions or need for clarification must be directed to the individual listed in the document for questions/inquiries. The following person is anticipated to be present at the site visit: John Morassutti (or designate) Supervisor Facilities Services Ph: (807) Fax: (807) Questions/Inquiries Communications concerning this Request for Proposal are to be in writing and directed to; Nancy Bauer (or designate) Supply Management phone (807) fax (807) nbauer@thunderbay.ca Inquiries must not be directed to other City employees or Elected Officials. Directing inquiries to other than those designated may result in your bid being rejected. The deadline for questions/inquiries will be Monday, November 16, 2015 at 12:00 noon, local time.

5 Page 5 of 25 All clarification requests are to be sent in writing to the individual mentioned above. No clarification requests will be accepted by telephone. Responses to clarification requests will be provided to all interested parties. Any and all changes to the Request for Proposal will be issued by the Manager, Supply Management (or designate) in the form of a written addendum. Acknowledgement of Addenda If addenda are issued, their receipt is to be acknowledged by the proponent by including them as part of the proposal submission to ensure that all requirements are included in the submission. Failure to include all addenda may result in your submission not being considered. The City will assume no responsibility for oral instructions or suggestions. Addenda will be provided to all who have registered with the City Supply Management Section. As well, they will be posted on the City s website for download. It is the bidder s responsibility to check the website prior to closing for any issued addenda. The City will assume no responsibility for any addendum not received. Review of Requirements All proponents should carefully review this solicitation for defects or questionable matter. Comments or the need for clarification must be made in writing as requested in this RFP. Protests based on any omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the Supply Management Section as per the terms set out in this Request. Submissions shall be in accordance with City of Thunder Bay Standard Terms and Conditions for Tenders, Proposals, Contracts and Quotations and the City by-law Number For additional information about the City of Thunder Bay and its policies and by-laws visit Sustainable Environmental Social Initiatives The City is committed to a procurement process for Goods and Services that takes into account sustainable, environmental and ethical considerations. Potential partners of the City must respect fundamental human rights and treat their workers fairly and with respect. They are also expected to strive continually towards minimizing the environmental impact of their operations. References The submission of a proposal authorizes the City to contact all references provided. Failure to provide references and details of experience may result in this proposal not being considered. City staff, elected officials or City Departments are not to be used as references. Freedom of Information All proposals submitted to the City become the property of the City, and as such, are subject to the provisions of the Municipal Freedom of Information and Protection of Privacy Act.

6 Page 6 of 25 This will confirm that the City will not use/disclose the information provided, without proper authorization, and will keep the information in a physically secure location to which access is given only to staff requiring access. Bidder Debriefings Bidder debriefings will be offered for procurements valued at $60,000 or higher and must be requested within 60 calendar days following the date of the contract award. Rights Reserved by the City Proposals will be evaluated from firms or individuals that can demonstrate that they have the necessary staffing, facilities, experience, ability and financial resources to perform the work in a satisfactory manner. Proven track record must be demonstrated. The City reserves the right to inspect the bidder s facility and to perform such investigations as may be deemed necessary to insure that competent personnel and management and suitable equipment/material will be used in the performance of this contract. Submission of a proposal indicates acceptance by the firm of the conditions contained in this Request for Proposal, unless clearly and specifically noted in the proposal and in any contract between the City and the firm(s) selected. The City reserves the right without prejudice to reject any or all proposals and to determine in its own best judgement the firm best qualified to undertake this contract. The City is not responsible for any costs incurred by the proponents in the preparation of their response to the proposal call or attendance at any selection interviews. The City will not accept responsibility for any delays or costs with any reviews or approval process. The Evaluation Committee reserves the right to be the sole judge of the acceptability of any proposal, and also any alternative proposed, and to purchase the service which in its opinion most closely meets the operating requirements of the City. The City, unless it otherwise states, reserves the right to award by item, or part thereof, groups of items, or all items of the proposal, and to award contracts to one or more proponents submitting identical submissions as to price; to reject any and all submissions in whole or in part; to waive technical defects, irregularities and omissions and to negotiate minor changes, if in so doing, the best interest of the City will be served. The City reserves the right to cancel the contract without cause and without incurring any liability whatsoever if deemed in the best interest of the City to do so. The City reserves the right to terminate the contract without notice if due to non-performance and unsatisfactory service and unsatisfactory product performance. The City reserves the right to call in alternate services if the proponent is unable to provide the service when it is requested. The decision of the Evaluation Committee shall be final and without recourse.

7 Page 7 of 25 Prices must be firm for the duration of the contract. The City reserves the right to award this contract in whole or in part without recourse or penalty that which is deemed most advantageous to the City. The City has the right to negotiate minor changes with the proponent that presented the most attractive proposal. The City of Thunder Bay Council shall have the final authority on all matters regarding this Request for Proposal. This is an invitation for proposals and not a tender call. Attachments Standard Terms and Conditions for Tenders, Proposals, Contracts and Quotations Certificate of Insurance Appendices Appendix A Vendor Performance Report Indemnity The successful proponent shall indemnify and hold the City harmless from and against any liability, loss, claims, demands, costs and expenses, including reasonable legal fees, occasioned wholly or in part by any acts or omissions either in negligence or in nuisance whether wilful or otherwise by the bidder, it s agents, officers, employees or other persons for whom the bidder is legally responsible. Bid Deposit and Performance Security Each supplier shall include a ONE THOUSAND DOLLAR ($1,000.00) tender deposit in the form of a Certified Cheque, or an Irrevocable Unconditional Bank Letter of Credit, payable to The Corporation of the City of Thunder Bay. The amount of the tender deposit is to be the same whether bidding on one location or both locations. No interest shall be payable. Failure to include the tender deposit shall result in the tender not being considered. The tender deposit of the successful tenderer shall be held until satisfactory completion of all work. Tender deposits are subject to forfeiture, should a bidder be unable or unwilling to enter into a contract. Tender deposits shall be returned to unsuccessful bidders within a reasonable time after consideration and award of the contract. Insurance The successful proponent shall, at its own expense, obtain and maintain until the termination of the contract, and provide the City with evidence of:

8 Page 8 of 25 Comprehensive general liability insurance on an occurrence basis for an amount not less than Five Million ($5,000,000 dollars) and shall include the City as an additional insured with respect to the City s operations, acts and omissions relating to its obligations under this Agreement, such policy to include non-owned automobile liability, personal injury, broad form property damage, contractual liability, owners' and contractors' protective, products and completed operations, contingent employers liability, cross liability and severability of interest clauses; Automobile liability insurance for an amount not less than Five Million ($5,000,000) dollars on forms meeting statutory requirements covering all vehicles used in any manner in connection with the performance of the terms of this Agreement. The policies shown above will not be cancelled or permitted to lapse unless the insurer notifies the City in writing at least thirty (30) days prior to the effective date of cancellation or expiry. The City reserves the right to request such higher limits of insurance or other types of policies appropriate to the work as the City may reasonably require. The successful proponent shall not commence work until such time as evidence of insurance has been filed with and approved by the Manager Supply Management for the City. The successful Firm shall further provide that evidence of the continuance of said insurance is filed at each policy renewal date for the duration of the contract. Workplace Safety and Insurance Act (From Successful Proponent Only) Upon award, the successful proponent shall submit a copy of a valid and current Clearance Certificate from the WSIB. This information is available to the Proponent on-line at Any proponent deemed to be WSIB exempt, not required by law, an independent operator or ineligible for a clearance certificate must provide an equivalent employer s professional liability insurance policy that includes coverage not limited to loss of earnings benefits and health care coverage. It is also the responsibility of the proponent to ensure that coverage does not lapse for the entire duration of the contract. Upon expiry of a clearance certificate a valid certificate should be forwarded to the City. Certificates Required: (From Successful Proponent Only) Prior to the commencement of any work under this contract the successful proponent will file with the City a Certificate of Insurance on the City s form provided, and a WSIB Clearance Certificate. No purchase order will be issued until all insurance, and WSIB requirements have been satisfied.

9 Page 9 of 25 EVALUATION An Evaluation Committee has been established to review and evaluate each proposal based on the criteria and scoring listed below. CRITERIA MAX. SCORE 1. Cost to the City of Thunder Bay Experience and Qualifications Service Deliverables Compliance with Proposal Requirements & Quality of Proposal Submission Demonstrated Environmental & Social Stewardship environmental friendliness of the product or service and/or unique environmental or social initiative(s) the company has undertaken 6. Value Added 5 Total Available Points PROPOSAL SUBMISSION REQUIREMENTS: The City of Thunder Bay, Facilities Services, invites proposals to Provide Janitorial Services as described herein in, Thunder Bay, Ontario, in accordance with the following City of Thunder Bay Standard Terms and Conditions for Tenders, Proposals, Contracts and Quotations, City By-Law Number , General Requirements and Scope of Work Submissions should include, but not necessarily be limited to, the following: Cost: 1. Cost to the City of Thunder Bay (per Schedule of Prices pg. 24) HST Extra. It is the City s preference to award the contract in whole, but reserves the right to award in part; Experience and Qualifications: 2. Legal name of the firm, its office locations, telephone numbers(s) and a brief history of the firm; 3. Your firm s demonstrated experience in similar buildings. The bidder should demonstrate in his submission experience in the cleaning of public areas of comparable square footage, construction and use. 4. Names and experience and qualifications of personnel assigned to and resources to be used in the contract 5. Cleaning staff information which is to include details on how staff are recruited and screened, what experience and qualifications the staff need to possess prior to being hired and expected wage and benefit package; 6. Proposed supervision of staff; 7. References from similar sized contracts which are not to include the City of Thunder Bay; Service Deliverables: 8. Proposed start-up plan which includes implementation time table and contingencies;

10 Page 10 of Proposed contingency plans for staffing during the Contract to ensure continuity of services in cases of vacations, sick days and other employee shortages; 10. Provide a list of all employees by job title and length of employment with the firm; 11. Information on the company s historical staffing stability and turnover rates; 12. Provide types, methods and frequency of training programs regarding technical, health and safety, customer service and other issues related to the services. Include samples of training guides/materials in the submission; 13. Include a list of major items of equipment including make, model, size and quantity to be utilized; 14. Include products that will be utilized; 15. Company s Health and Safety Policy; Compliance with Proposal Requirements & Quality of Proposal Submission: 16. Demonstrated full understanding of the contract objectives and services to be provided; 17. An outline of the services to be provided and demonstrated willingness to comply with terms and conditions of this RFP; 18. Compliance with the requirements of the RFP as to form and content, comprehensiveness and completeness of submission; Environmental and Social Stewardship 19. Examples of your firm s commitment to Environmental and Social initiatives; Value Added: 20. Provide any additional value added services, beyond the scope of the proposal, that would enhance or provide value to the City of Thunder Bay for no additional cost; Other: 21. Any other supporting information you may wish to include with your submission. In order for the City to evaluate proposals fairly and completely, offers should follow the format set out herein and provide all of the information requested. Failure to complete and include information as required may result in your submission not being considered. IN GENERAL The location(s) specified in this proposal may be subject to approval by City Council and Budget Availability. Term of Contract The term of this agreement will be for a period of one (1) year from date of commencement with an Option to Renew for an additional two (2) one year periods, upon mutual agreement between both parties. Prices must be firm for the duration of the contract first term. Anticipated commencement is for January 1, Invoicing Requirements Invoicing is to be monthly in arrears.

11 Page 11 of 25 Log Book Requirements Successful Contractors shall supply a log book which is to be maintained on the site on a daily basis indicating hours worked, etc. Communication Requirements The Contractor and their employees must read and speak English at a level that demonstrates an understanding of written and verbal instructions, and be able to make notations in service logs and meet all health and safety requirements. Should the City advise the Contractor in writing that an employee under its supervision does not meet the above noted communication requirement, the Contractor shall immediately remove said person from the Contract. For the purposes of communication between the successful bidder and the City of Thunder Bay, a current address and cell phone number is to be provided. The Contractor s supervisor must be capable of communicating with the Facilities Supervisor via and cell phone, as required. IMPORTANT NOTICES In Regards to Cleaning Contracts with the City Of Thunder Bay The City requires that the successful bidder(s) provide the following information to Facilities Services to the Attention of John Morassutti ( jmorassutti@thunderbay.ca) (or designate): The name of the City owned building your company is presently cleaning. The name of the employee(s) presently performing the cleaning duties. The names of any alternate replacement cleaner(s). In the event of holidays and/or extended illness of the employee(s), the contractor shall notify the City of Thunder Bay, Facilities Services Supervisor and submit in writing, the name(s) of the replacement employee(s) within 48 hours. In the event that the contractor terminates an employee, or the employee resigns, the contractor shall notify the City of Thunder Bay, Facilities Services Supervisor in writing immediately. Please confirm that all your employees have undergone a Police Security Clearance Check for Type 1 and Type 2. READ CAREFULLY Inspection of Contractor s Work/Performance: 1) The City of Thunder Bay shall inspect the Contractor s work during the term of this contract. 2) Inspections shall be carried out by Facilities Services staff without warning and at any given time. In the matter of deficiencies as deemed of importance:

12 Page 12 of 25 1) The Contractor will be notified in writing indicating the deficiencies to be rectified complete with time guidelines. 2) Thereafter, upon further inspections during the term of the contract where similar or new deficiencies have been noted and documented, the Contractor shall be issued a notice in writing indicating such deficiencies together with a notice of warning to rectify such deficiencies complete with time guide lines. The notice of warning shall be of termination. 3) Thereafter, upon further inspection, during the term of the contract where similar or new deficiencies have been noted and documented, a notice in writing of immediate termination shall be sent to the Contractor with a note of such deficiencies. Vendor Performance A Vendor s performance evaluation shall be completed upon the completion of the initial term of the contract and then annually for any subsequent renewals. The City s representative(s) shall monitor and evaluate the performance of the Vendor documenting evidence of the Vendor s performance. The Vendor Performance Report (Appendix A ) shall be rated on a scale of 0-3 (0 - poor, 1 - below standard, 2 standard, 3 - above standard) under the categories, as listed on the Vendor Performance Report. SUCCESSOR RIGHTS The following information regarding the previous employer s employees providing BUILDING CLEANING SERVICES AS PER Employment Standards Act, 2000; Ontario Regulation 287/01 Amended to O. Reg.533/05Building Services Providers. Successful bidder to comply with present Employment Standards Act, 2000; Ontario Regulation 287/01 Amended to O. Reg.533/05 Building Services Providers requirements and are responsible for contacting The Ministry of Labour for details. If more detailed information is required as to what your obligations are in regards to the employees call the Ministry of Labour at Bidders are advised that the hours and schedules listed below may not be representative of the requirements under this contract. The information provided is employment information from the current service provider only and does not necessarily represent the level of service required. RE: ONTARIO REGULATION 287/01 INFORMATION FOR THE FOLLOWING BUILDING Algoma Day Care Grace Day Care Hours Per Day Rate Per Hour Seniority 3 hours per day 12.00/hour 4 years 5 days per week plus 18% benefits 1 worker 2 hours per day 5 days per week 2 workers 12.50/hour plus 5% vacation pay 3 years The successful bidder will be responsible for contacting the previous employees by registered mail for job offers. The information regarding addresses and phone numbers are available through Supply Management.

13 Page 13 of 25 SUPPLEMENTARY GENERAL CONDITIONS Verbal Arrangements 1. In all cases of misunderstandings and dispute, verbal arrangements will not be considered, but the Contractor must produce written authority in support of his 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 City, or in prosecuting any claim against the City. Fraud or Bribery 2. Should the Contractor or any of his agents give or offer any gratuity to or attempt to bribe any member of the awarding body, Officer or Servant of the City, or to commit fraud against the City, the City shall be at liberty to cancel the contract forthwith, or to direct the Manager-Supply Management to take the whole or any part of the contract out of the hands of the Contractor, and to invoke the provisions of forfeiture of deposit as defined. Liens 3. Payment for work done or materials supplied shall not become due until the Contractor, if requested, has filed with the City, satisfactory proof that all accounts for labour and material furnished to the project by third parties have been paid. If any lien remains unsatisfied after all payments have been made, the Contractor shall refund to the City, all monies that the latter may be compelled to pay in discharging such a lien, including all costs incidental thereto. Workers Rights 4. The Contractor will abide by the hours of work and minimum wage rates for occupations involved in accordance with the regulations of the Department of Labor or other appropriate legislation of the Province of Ontario, or the Government of Canada. Contractor's Liability 5. a) The Contractor shall be responsible for all damages caused by him or his employees, agents or any works or persons employed by him, or under control, or arising from the prosecution of the work, or by reason of the existence or location or condition of work or any materials, plant or machinery used thereon or therein, or which may happen by reason of his failure or the failure of those for whom he is responsible, to do or perform any or all of the several acts or things required to be done by him or them under the Contract, and agrees to hold the owner safe and harmless from any such claims by third parties, including any legal costs incurred by the owner in connection therewith on a solicitor/client basis. Third Party Claims 6. The City shall have the right to retain, out of any monies payable by the City to Contractor under this Contract, the total amount from time to time outstanding of all damage claims by third parties arising out of this contract which have not been settled by the Contractor or his insurers. For the purposes of this paragraph, a claim has been settled if a payment has been made to and accepted by the claimant and a

14 Page 14 of 25 complete release obtained from him or if the claim has been fully investigated and a complete denial of liability has been made to the claimant. Sub-Letting 7. The Contractor shall keep the operation under his personal control and shall not assign, transfer or sublet any portion without first obtaining the approval of the City. The consent of the City to any such assignment, transfer, or sub-letting shall not, however, relieve the Contractor of any responsibility for the proper commencement, execution and completion of the operation according to the terms of the Contract, and the Contractor shall, either in person or through an accredited agent, receive all notices, communications, orders, instructions, or legal service as if he were performing the work with his own equipment and his own men. Notice to Contractor 8. Any notice or communication to the Contractor shall be deemed to be well and sufficiently given and served if handed to the Contractor or any of his clerks or agents, or if posted or sent to the address given to his tender for the operation, attached hereto, or to his domicile or usual place of business, left at his last known address; and any papers so left, sent or addressed shall be considered to be and to have been, legally served upon the said Contractor. In any written or printed notice to the Contractor in respect of general, special or other rectification, or of any work of any nature required to be done under any of the provisions of the Contract, or of any other matter, it shall be obligatory upon the City to specify minutely or in detail, everything required or where any of the requirements of the specifications have not been observed, but a reference in such notice to the clause or clauses bearing upon the matter, and a description of the locality in general terms, and sufficiently clear, in the opinion of the City to indicate where the defect or trouble exists shall be deemed to be, and shall be, ample notice. Performance of Work 9. The Contractor will exercise competent supervision of the work at all times through a supervisor who must be acceptable to the City, and have authority to receive on behalf of the Contractor any order or communications relating to the work. If the City shall at any time consider the performance of work to be unsatisfactory, the City may, in writing, order the Contractor to rectify the deficiency. If the Contractor fails to do so within the time specified, the City may rectify the deficiency at the expense of the Contractor. Contractor / Owner Meetings (When Requested) 10. The City requires that the Contractor s Supervisor meet with designated City staff for instructions, etc., throughout the life of the contract. Topics of discussion will range from staffing to overall performance, to special needs that may occur. There also may occur if needed a general site inspection to view deficiencies or needed improvements. The Contractor is also free to discuss his or her concerns. Failure to meet this obligation may result in cancellation of this contract. All meetings are to be at the location & time(s) requested.

15 Page 15 of 25 SCOPE OF WORK 1. a) The Contractor shall furnish all labour, material, supplies and equipment necessary to perform the Cleaning Services of all areas so indicated on the owner's official "Schedule of Areas to be Cleaned", in strict conformity with the methods, materials, and conditions hereinafter specified. b) The Contractor shall schedule his operations, arrange for delivery of equipment and supplies to the building, and regulate the arrival and leaving of his personnel in accordance with written approval by the City representative in charge. 2. Services/Materials to be Supplied by Owner a) The owner will furnish to the contractor washroom and lavatory supplies as follows: wall blocks, paper hand-towels, 30 X 38 and 35 X 50 garbage bags, recycling bags, toilet paper, wall blocks, hand soap, hand sanitizer, blue bags and paper cups. These supplies will be delivered weekly to the Contractor. b) The owner will supply to the contractor, light, heat, power, hot and cold water, as may be required for the cleaning of the premises under the terms of the contract. c) The owner will provide janitor rooms for mops, etc. and a certain area under lock and key, if available, for the storage of the Contractor's equipment and cleaning supplies. d) Waste paper will remain the property of the owner but be disposed of as directed by the Facilities Services. e) Recycle material to be gathered and moved to designated area. 3. Services/Materials to be supplied by Contractor a) The Contractor will furnish janitorial supplies such as detergents, germicides, sealer, floor finishes, bowl cleaner and sanitary napkins. b) The Contractor will furnish cleaning equipment such as floor scrubbers and pads, vacuums, brushes, mops, pails, wringers, wipers, pressure washer and water hoses, feather dusters, wet floor signs, etc. c) A log book of work performed under the terms of the contract. A schedule of weekly and monthly activities shall be kept up to date with activities checked off. d) The Contractor shall supply small garbage container bags and sanitary napkin disposal bags. 4. Work Excluded From Contract The following areas and items of work are not included in the services to be performed by the Contractor: a) Washing electric light fixtures. b) All vaults, and other areas specifically excluded on the "Schedule of Areas to be Cleaned to be shown on site visit.

16 Page 16 of Inspection by Owner The owner may provide for inspection, at any time, of any part of the Contractor's work, and of any of the materials, supplies or equipment which the Contractor may have on hand or in the building. The Contractor shall provide adequate co-operation with any inspector assigned by the owner to permit him to determine the Contractor's conformity with these specifications and the adequacy of the cleaning work being performed. 6. Responsibility for Damage a) The Contractor shall repair and restore to its original condition any material or surface damaged by his operation. b) All materials, supplies, and equipment used by the Contractor shall be suitable and not harmful to the surfaces on which they are supplied. c) No material shall be placed on the floors which cannot be readily stripped off. d) The Contractor shall be entirely responsible for any loss or damage to his own materials, supplies, and equipment and to the personal property of his employees while they are in the building. e) The successful bidder assumes sole responsibility for the care, condition and operation of all equipment including all costs of repair, damage and maintenance for whatever reason and to indemnify the City against all claims, liabilities, damages, costs, suits or actions arising out of: Any damage to property whether real or personal occasioned by the Contractor, its servants, agents or employees. Any injury to person or persons including death resulting at any time arising from the act, omission or negligence of the Contractor, its servants, agents or employees. Such indemnification in respect of any such damage to property or injury or death to person or persons occurring during the terms of the agreement shall survive any termination of this agreement, anything to the contrary notwithstanding. 7. Plan of Operations Within 5 days after the award of contract, the contractor shall submit to the Supervisor Facilities which other than nightly duties will be performed, and the names and addresses of all supervisors. If the work is to be organized on the area-assigned basis, each such area shall be given an area or station number for convenient reference. 8. Contractor's Personnel a) The Contractor shall designate a Janitor/Leadhand to meet at least weekly with the Facilities Services/Supply Management designate to review the work and to discuss complaints and other details. (if requested)

17 Page 17 of 25 b) The Contractor's work force shall be at all times supervised by a thoroughly qualified Janitor/Leadhand, under the employ of the Contractor. The Janitor/Leadhand shall become familiar with the location of fire alarms and fire fighting equipment. c) The Contractor shall employ sufficiently experienced janitors to adequately perform all of the specified duties and services. d) The Contractor shall submit to Facilities Services and other departments noted the names and home addresses of his employees performing work on the contract. No person shall be permitted on the property unless they have passed security clearance and is an employee of the contract. All required security clearances will be at the contractor s expense. e) At no time will the Contractor's personnel be allowed to use the facilities or equipment during contract working hours for personal use. f) All staff must pass security clearance. Any change in staff will not be permitted without written consent from Facilities Services/Supply Management representative. g) The successful bidder shall pay all wages, WSIB, Unemployment Insurance, Vacation Pay, Pension Plan and all other costs necessary to provide services. h) The successful bidder shall provide all personnel, equipment, supplies and materials except as noted herein necessary to provide service as per the specifications. 9. Payment to the Contractor a) At the end of each calendar month, the Contractor shall render to the City, his account in triplicate, for work done during the month. b) Additions or deletions to the bid amount for changes to scope of work shall be made in accordance with the hourly rates submitted with the bid. The estimate submitted by the Contractor for each change, as specified above, may be used as the basis for monthly payments until such time as the hours required by the change in operation can be verified by the City. c) Adjustments to the bid amount for changes for which no applicable hourly rate was submitted by the Contractor with his bid shall be made on the basis of negotiated agreement between the Contractor and the Manager of Facilities Services, subject to review of the actual labour used in the operation. d) The Contractor will be responsible for all fees connected with the accidental tripping of the perimeter alarms. Upon notice to Contractor this will be deducted from the monthly invoice. (if applicable). e) When contractor is leaving the site the contractor's personnel shall arm alarm if staff is not present. (if applicable).

18 Page 18 of Qualification of Bidders Prior to award of contract, bidders shall provide, if requested to do so, a record of experience on similar work and evidence of adequate financial resources. 11. Familiarity with the Work Prior to submitting his bid, each bidder shall visit the premises, examine the owner's official "Schedule of Areas to be Cleaned", and familiarize himself with the full nature and extent of the work to be done. He shall obtain for himself all information that may be necessary for the satisfactory performance of the contract work and the cost thereof. No claim for extra payment will be allowed for work that may be requisite to the proper execution of the contract. He may secure additional information for the Supervisor Facilities Services or designate. 12. Acceptance of Building If, in the opinion of the Bidder, accelerated deterioration of any portion of the building will result from his cleaning operations due to existing faulty materials of construction, he shall include with his tender a written statement advising the Supervisor Facilities of his opinion in this respect. The absence of any communication from the bidder in this regard will be construed as satisfactory acceptance of the condition of the building for cleaning. 13. Acceptance of Specifications Should the bidder consider that extra cleaning work or deviations from specified methods or materials will be necessary to establish a technique that will achieve acceptable results, he shall furnish with his bid a written statement setting out clearly his recommendations and the price required to cover any extra work. Any such quotation will be considered separately, and be entirely independent of the bid price. 14. Security a. The Contractor shall submit to the City, the names and addresses of all individuals who will be performing the work. b) The contractor shall be responsible for reporting all damages etc. promptly to the Supervisor of Facilities. c) Keys will be given to the successful contractor by Facilities Services Division, and other noted departments. These keys are and remain the property of the City of Thunder Bay. Any keys lost or stolen will be promptly reported to the Supervisor Facilities Services. The contractor will be responsible for all the costs incurred for replacement of locks or keys. Upon completion or termination of contract, these keys will be promptly returned to the City. 15. Authorized Access to Building No persons other than cleaning staff will be permitted to enter building outside of normal hours of operation unless authorized (i.e. City staff, Police, Fire, Paramedics, Security). If during the

19 Page 19 of 25 contractor s working hours, a building problem occurs, please notify the after-hours dispatch number at Recyclable Duties (where applicable) The Contractor will be responsible for emptying recycling containers and changing bags and will place in the designated areas as instructed 17. Garbage Removal Garbage shall be placed/removed as designated by the Facilities staff. 18. Security Requirements Security Waiver (required by successful contractor only) The Contractor s staff shall be responsible for signing a security check waiver. All cost to be borne by the Contractor. The Waiver shall be submitted to Thunder Bay Police for processing. 19. Equipment Requirements All equipment shall be in working order, free from electrical defects, e.g. frayed cords, etc. Any equipment found to be defective shall be repaired immediately 20. Additional Charges Bidders are to understand that no additional charges for any equipment, material and/or labour will be entertained unless the additional charges have had prior written approval by the City. 21. Additional Duties 22. Lights The City has the right to change the duties as needed to suit building conditions; changes such as building renovations, etc. If such changes occur the City will negotiate changes, duties, and monthly rates with the present Contractor. The City requires that the successful Contractor maintain a high standard of cleaning. The Contractor shall employ and deploy sufficient staff to maintain the level of cleanliness. The City will not accept poor quality service and will take the necessary action to correct this at the expense of the Contractor. All lights are to be shut off before leaving the building and all office doors are to be locked where applicable.

20 Page 20 of Slop Sinks/Drains 24. Doors When emptying dirty mop buckets into any slop sink, the Contractor shall take time to flush with sufficient clean water as not to allow sediment build-up in sewer lines. It is the responsibility of the successful Cleaner to ensure that all normally locked doors that are opened for cleaning accesses are locked after duties are performed 25. Uniforms Uniforms are required and are to be provided by the successful Contractor. The City will verify the acceptability of the uniform provided. Example of uniform acceptable smock with Contractor s name. Staff and uniform must maintain a neat and tidy appearance. 26. Janitor Rooms All janitor rooms will be maintained and kept in an orderly condition at all times. Floors are to be cleaned. These rooms will be periodically checked for compliance by Facilities Services and the Health and Safety Committee. MSDS Sheets will be kept in these rooms only and will be maintained and renewed yearly. These sheets should be no older than three (3) years from the preparation date shown on the sheet to be considered a current copy. The City will not accept a fax date confirmation stamp as a renewal date. Maintain a clear path to the Eye Wash Station at all times. 27. WHMIS Complete list of products being used will be supplied to the City by the successful Contractor. This shall include size of container, location, brand names, generic names, along with MSDS sheets. The List of MSDS Sheets shall be current and up-to-date. The Contractor shall receive the keys to the building when they deliver the MSDS Sheets. (1 Set for Building and 1 Set for Department s File). All new products introduced during the contract term shall be approved by Facilities Services. MSDS sheets are required. NOTE: This list will only be requested if you are the successful contractor. These sheets must be supplied at least one week prior to the start of operation and be submitted to the various designated City personnel. The City requests that the successful Contractor provide in writing that all employees have completed WHMIS Training and that they meet and comply with the present legislation and regulations. 28. MSDS Sheets And WHMIS Training All MSDS Sheets are to be current and up to date. These sheets should be no older than three (3) years from the preparation date shown on the sheet to be considered a current copy. All expired sheets are to be replaced, and any new products entering the building shall have MSDS Sheets accompany the product NO EXCEPTIONS. For Contractor s information the City will be requiring all Contractors to replace MSDS Sheets on a yearly basis using January 1 of the New Year as the replacement date.

21 Page 21 of 25 Item #1 Employees Already Trained in WHMIS Provide names of WHMIS trained employees to the Facilities Supervisor, Item #2 Employees Requiring WHMIS Training (Not Already Trained) It is imperative that your employees be trained. Please take the necessary steps to have these employees trained by a Certified Instructor. Once training is complete, please the names of employees to: John Morassutti at jmorassutti@thunderbay.ca Item #3 MSDS Sheets Contractors are to check all their MSDS Sheets. If your MSDS Sheets do not conform to within the three year period, you are to replace them as soon as possible. You are also expected to these sheets to John Morassutti at jmorassutti@thunderbay.ca Item #4 Storage for Cleaning Products Contractors will store all chemicals used to clean the building in one central location. The Contractor shall draw and return on a nightly basis from this location only. Item #5 Eye Wash Stations The Contractors will be responsible for providing each of its cleaners with an approved portable eye wash station. This is to be carried on or near the cleaner at all times. A permanent eye wash station is located in the janitor room. Cleaning staff is to familiarize themselves with the use and operation of the unit. A clear path to the eye wash station must be maintained at all times. CLEANING SPECIFICATIONS Cleaning Terms Defined For Service Routines Auto Scrubber: to be used on the ceramic floors. Damp Mopping: means the removal of light dust and spillage left after sweeping and dry mopping, using clean damp mop, well wrung out of solution. Disinfect: means to cleanse so as to destroy or prevent the growth of disease-carrying microorganisms. Dust or Dusting: means cleaning of surfaces using a treaded/untreated dust cloth, hand broom, sponge, etc. as appropriate for the removal of loose dust. Polish: means to make smooth and shiny by rubbing or chemical action. Sanitize: means to make sanitary by cleaning or disinfecting. Sealing: means the application of a minimum of one (1) coat of suitable floor sealer to stripped floor surfaces, up to the baseboards. Spot Cleaning: means attending to the cleaning needs of localized areas on floors, walls etc.

22 Page 22 of 25 Spray Buffing: means the removal of black marks and scuffing, and polishing the clean floor surfaces, using a floor machine with suitable abrasion pad and simultaneously spraying a cleaning solution, followed by dust mopping to remove fine dust generated during the spray buffing process. Stripping: means the removal of all wax build-up from floor surfaces, using a suitable stripping compound, followed by rinsing the floor clean. Sweep: means to move or remove (dust, dirt, litter, etc.) with a broom, brush, or the like Vacuuming: means the removal of dust, soil and debris from surfaces, using an industrial type vacuum cleaner equipped with a suitable crevice tool to clean corners around furniture and along baseboards. Wax: means to coat polish etc. with wax. Wet Mopping or Washing: means the removal of marks and encrusted soil from floor surfaces, using an appropriate neutral detergent solution and agitating it with the mop, followed by removing the solution with a damp mop or a wet vacuum cleaner, followed by rinsing and drying the floor surfaces using a clean damp mop. In washrooms, rinsing shall be carried out with a germicidal solution. General Cleaning Duties The Contract is to include the following general cleaning duties identified in the Schedule of Areas to be Cleaned which are to be performed at each building in accordance with the frequencies stated to the right of each. The City reserves the right to add to, remove or otherwise adjust these cleaning duties before or during the contract or any subsequent renewal at its sole discretion. SCHEDULE OF AREAS TO BE CLEANED Grace Remus Child Care, 750 Tungsten St. Cleaning Schedule: Square Footage: Working Hours: 3,550 square feet Monday to Friday start at 6:00 p.m. Algoma Child Care, 58 Algoma St. Cleaning Schedule: Square Footage: Working Hours: 2,990 square feet Monday to Friday start at 6:00 p.m.

23 Page 23 of 25 Building Notes Janitor rooms are provided in these buildings. Steam cleaning of carpet and chesterfields are considered an Extra and will be done by others. Exterior windows will be considered as an extra and the frequency to be determined by the City and is not to be included in the monthly cost. If required, the City may negotiate the price. Successful Contractor is to meet bi-weekly with Child Care Supervisor(s) Cleaning Requirements Sweep and damp mop floors using clean mop and water using approved floor cleaner. Washroom floors require germicidal detergent Strip and wax all floors to a high gloss Six(6) times/year Tile, terrazzo, linoleum floors and painted concrete floors to be damp mopped Clean and disinfect toilet seats (both sides) in washroom Clean and disinfect washroom wash basins and urinals Clean and polish chrome in washroom Remove dirt and wax building up on toilet bases Dust tops of partitions in washrooms Weekly Damp wipe tops of partitions in washrooms Weekly Replenish consumable supplies as required (ie. hand soap, paper towels, toilet paper, deodorant blocks, paper cups, garbage bags Wash and disinfect shower areas using a germicidal detergent Polish chrome in shower areas to prevent soap scum build-up Damp mop floors in Kitchen Area Remove finger prints from walls in Kitchen Area Dust high/low partitions, ledges, diffusers etc. Maintain dusting as to allow no build-up. Tuesdays & Thursdays Vacuum Carpets/Chesterfields Spot Clean Carpets/Chesterfields Clean and shake matting. Remove and hose spray clean. Summer months - As required Winter months Clean/wipe lunchroom tables and chairs Replenish consumable supplies in lunchroom Clean and polish stainless steel sink in lunchroom Wipe top of appliances in lunchroom Maintain entrance partition glass Maintain interior glass separations Weekly Spot clean walls removing spots, graffiti, etc. Maintain furniture and office desks as required. Do not touch or move papers. City staff will give indication of cleaning desk tops by moving papers, etc. No business equipment is to be touched (i.e. telephones, computers, photocopiers).

24 Page 24 of 25 SCHEDULE OF PRICING TO PROVIDE JANITORIAL SERVICES at CHILD CARE CENTRES for the City of Thunder Bay, Facilities Services -- The price(s) quoted Include all duty, taxes (other than HST), customs, clearances, cartage, freight and all other charges now or hereafter imposed or in force and is a Total Firm Price. Harmonized Sales Tax (HST) to be Extra. Harmonized Sales Tax (HST) must be shown separately on invoicing. All pricing is to be in Canadian Funds. A CASH DISCOUNT of % will be allowed if accounts are paid within 20 (twenty) days after the receipt of the invoice in Accounts Payable (address as shown on the purchase order) for goods or services that are acceptable. Terms of Payment (cash discount) will be taken into consideration as part of the award and the City will not consider cash discounts for payment periods less than 20 days. It is the City s preference to award this Contract in whole, but the City reserves the right to award in part. Location Price Per Month GRACE REMUS CHILD CARE CENTRE $ ALGOMA CHILD CARE CENTRE $ OPTIONAL: AT EXTRA COST Hourly Rate (Extra) for Emergency or Call Out at the discretion of The City of Thunder Bay (Janitor s Pay Rate) $ /hour Note: Requirements for Bid Deposit See page 7

25 Page 25 of 25 SUBMITTAL FORM (This FORM must be completed and returned with your submission) Proponent Covenant: I/We the undersigned authorized signing officer of the proponent, hereby declare that no person, firm or corporation other than the one represented by the signature below, has any interest in this submission. I/We further declare that all statements, schedules and other information provided in this submission are true, complete and accurate in all respects to the best knowledge and belief of the proponent. I/We further declare that this submission is made without collusion, connection, knowledge, or comparison of figures or arrangement with any other company, firm or persons making a submission and is in all respects fair. I/We understand that this may result in the rejection of our submission if this declaration is found to be untrue. I/We have received, allowed for and included as part of our submission all issued Addenda. PRINT LEGAL NAME OF FIRM MAILING ADDRESS CITY POSTAL CODE NAME OF CONTACT PERSON (PRINT) PHONE NUMBER FAX NUMBER CELLULAR NUMBER ADDRESS SIGNATURE OF AUTHORIZED OFFICIAL PRINT NAME DATE

26 Vendor Performance Report Evaluation Date: Evaluator: Appendix A RFP No.: XXX Poor - Did not meet or failed RFP/Contract Requirements 1 Below Standard- Deficient RFP/Contract Requirements 2 3 Standard - Meets RFP/Contract Requirements Above Standard - Exceeds RFP/Contract Requirements Rating Rating Compliance With RFP Requirements Site Review Site Verifications Communications Responsiveness to inquiries corrective actions Contract Administration Inspection Timely Appropriateness Reporting incidents general requests Effectiveness Corrective Actions Retention of Documents Release of Documentation upon request Compliance with Corporate byplaws and environmental compliance Site Environmental Compliance Spill Incident Reporting timely reporting documentation upon request Demonstrated Skill & Knowledge Billing and Invoice Verification follow prescribed invoicing procedure Timely Billing Condition and Sufficiency of resources Schedule Public Relations Maintained & Managed by Proponent Environment appropriate for scope of work Contract Administration Legislative Compliance Health & Safety Policy/Procedure City Staff General Public Product Compliance general maintenance Equipment Compliance equipment emissions equipment maintenance Site Supervision at Place of Work Scope of work Performance Staff Competency Response to requested schedule changes Health and Safety Compliance site inspections PPE Evaluator Signature Vendors Signature Supply Management Signature

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29 From: Ph: City of Thunder Bay Supply Management Division Victoriaville Civic Centre 111 Syndicate Ave S (main floor) THUNDER BAY ON P7E 6S4 CLOSING DATE PROPOSAL # When Downloading Proposal Documents, cut or fold this page in half and Affix this ADDRESS LABEL to your proposal submission envelope. Please indicate the Proposal #. Also include your firm s name in the top left corner.