Beaumont Parks and Facilities REQUEST FOR PROPOSALS BUILDING CUSTODIAL & CLEANING SERVICES Issuing Date: September 25, 2017 Closing Date: Closing Time: RFP Address: October 20, 2017 12:00 (noon) Alberta Time Beaumont Municipal Office 5600 49 Street Beaumont AB T4X 1A1 Contact name: Audrey Espenberg, Facilities Lead Address: Town of Beaumont 5600 49 Street Beaumont AB T4X 1A1 Phone: 780-929-8878 Email: audrey.espenberg@beaumont.ab.ca
The Municipality of Beaumont (Beaumont) invites qualified registered groups to submit three (3) copies of the proposal for the provision of janitorial and cleaning services as detailed herein for the facilities that Beaumont owns in accordance with the terms of this Proposal Call. The proposal document consists of: Section 1 Introduction Section 2 Instructions to Bidders Section 3 Evaluation and Award Section 4 Award Contract Section 5 Expectations Section 6 Specific Requirements Section 7 Summary Proposal Form Section 8 Submission Criteria Schedule A Special Terms and Conditions Schedule B General Requirements
Section 1: INTRODUCTION Request for Proposal: INVITATION TO BIDDERS: Sealed Bids to be sent via mail or courier: Town of Beaumont Audrey Espenberg, Facilities Lead 5600 49 Street Beaumont AB T4X 1A1 Closing time and date for this Request for Proposal (RFP) is 12:00 pm local time October 20, 2017. Please refer to Section 8 for Submissions criteria. Late bids will not be considered. The Work to be undertaken under the Contract involves provision of custodial and cleaning services for the periods defined in this contract. Beaumont buildings included in this call are as follows: Town Office Operations Building Aqua-fit Centre (Pool/Fitness Centre) After School Care Day Care Fire Hall The successful bidder shall start work on February 1, 2018. Inquiries regarding any aspect of the bid shall be directed in writing to: Town of Beaumont Audrey Espenberg, Facilities Lead 5600 49 Street Beaumont AB T4X 1A1 audrey.espenberg@beaumont.ab.ca Questions regarding this Request for Proposal may be submitted in writing (email only) up to seventy-two (72) hours prior to the closing time and date. Bidders are invited to attend a mandatory pre-bid site meeting to be held on: October 10, 2017 or October 12, 2017 at 10:00 am located at the Ken Nichol Regional Recreation Centre. Please RSVP to Audrey Espenberg, Facilities Lead, audrey.espenberg@beaumont.ab.ca by October 5, 2017. 3
Section 2: INSTRUCTION TO BIDDERS WORKERS COMPENSATION 2.1 The Municipality of Beaumont (Beaumont) shall reject a Bid submitted by a Bidder who cannot provide proof of clearance issued by the Workers Compensation Board Alberta. 2.2 Proof of clearance shall be evident by submission of a current Letter of Clearance from the Workers Compensation Board Alberta dated not prior to ten (10) business days of the RFP Closing Date with their Bid. AUTHORITY Proposals must be originally and irrevocably signed by an authorized representative of the Bidder when submitted. Failure to properly sign the Proposal will result in disqualification of the Proposal without further consideration and the Proposal shall be returned to the Bidder at the Bidder s sole expense. In the event the Bidder cannot comply with any term, condition or requirement of this Request for Proposal, such non-compliance must be clearly noted on the Bidder's letterhead and submitted with the proposal. Bidders are cautioned that such noncompliance may result in disqualification of the Bidder's proposal, in the sole discretion of Beaumont. The first six (6) months of this contract (February 1 - July 31, 2018) will be considered a probationary period. If Beaumont is not satisfied that the terms of this contract are being upheld by the end of the six month period, the Contract will be re-tendered. The original successful bidder will be disqualified from bidding on the Contract.
Section 3: EVALUATION AND AWARD Request for Proposal: Beaumont intends to award a contract to the Bidder whose proposal offers the best value. However, Beaumont is under no obligation to award any contract in whole or in part and Beaumont reserves the right in its sole discretion to cancel this Request for Proposal process at any time before or after closing without providing reasons for such cancellation. The lowest or any proposal may not necessarily be accepted. 3.1 Basis of Selection: All proposals will be evaluated upon the following criteria but not necessarily restricted to: Weight Factors a. 40% Pricing for Services offered b. 40% The Bidder's relevant reputation, experience and qualifications in providing services as determined by reference checks. c. 10% Guarantees offered by Bidder covering Material and Workmanship d. 10% Other factors Beaumont considers relevant Total: 100% NB: Bidders to provide at least three (3) references with their proposals. 3.2 Any award made by Beaumont shall be made in writing and shall be subject to the availability of funding at the time of award. 3.3 In the event of mathematical errors in extension of prices or other ambiguities, unit prices shall govern over total bid prices and words shall govern over numbers. 3.4 Beaumont reserves the right in its sole discretion: to request clarification and/or further information from one or more bidders after closing without becoming obligated to offer the same opportunity to all Bidders. 3.5 Bidders are advised however to submit a complete offer as their bid. Any waiver, clarification or negotiation will not be considered as an opportunity for Bidders to correct errors in their bids. 3.6 Beaumont shall not be responsible for any expenses or charges incurred by a Bidder in preparing or submitting a proposal nor in providing any additional information considered necessary by Beaumont for evaluation of proposals. 3.7 Beaumont reserves the right in its sole discretion to amend this Request for Proposal at any time prior to close of bidding.
Section 4: AWARD CONTRACT 4.1 The successful Bidder may not assign or subcontract any of the award contract without the prior written consent of Beaumont. 4.2 The successful Bidder shall indemnify Beaumont, employees, and/or agents from all damage, damages, losses, costs, claims, demands, actions, suits or proceedings which may arise directly or indirectly as a result of the negligent or wrongful acts or omissions of the successful Bidder (if any), its employees, agents and/or servants in the performance or purported performance of any of its obligations under the contract, whether or not such claims are initiated by third parties or arise between the parties. 4.3 The successful Bidder shall take out and maintain comprehensive commercial general liability insurance covering the legal liability of the Contractor for injuries to, or death of, persons and/or damage to property of others for limits of not less than five million ($5,000,000.00) dollars per occurrence for bodily injury and property damage with an insurer and in a form satisfactory to Beaumont. Such insurance shall name Beaumont as third party insured, shall be primary and not require the sharing of any loss of any insurer of Beaumont, shall contain cross liability coverage and shall preclude subrogation by the insured against Beaumont. The Policy shall contain an endorsement to provide Beaumont with thirty days (30) days notice in writing of any material changes or cancellations. A copy of the policy shall be supplied to Beaumont prior to execution of an agreement. The successful Bidder shall provide a certificate of such insurance to Beaumont as a condition of receiving the award within ten (10) business days of notification of award or prior to commencing the work, whichever is sooner. 4.4 The successful Bidder shall be fully bonded and insured and shall maintain such insurance against any risks which may be incurred in the performance of the Services. The successful Bidder shall supply the Town with copies of the insurance policies and documentation of bonding for theft to a minimum of $5,000 per event. 4.5 The successful Bidder shall also promptly remedy or replace any defect or deficiency, in the goods or services as solely determined by Beaumont, upon notice from Beaumont to do so, and at no cost to Beaumont. Should the successful Bidder fail to remedy any defect or deficiency promptly within a reasonable time after notice to do so, Beaumont may remedy the defect or deficiency, at the successful Bidder's (if any) cost. 4.6 Any products supplied and installed by the successful Bidder shall be installed in such a manner as to preserve any and all manufacturer's warranties, for the benefit of Beaumont.
4.7 Beaumont and the successful Bidder acknowledge and agree that they are independent contractors in a contract for goods and/or services and no employer - employee, partnership nor agency relationship is intended or created by their agreement. 4.8 In addition to any rights of termination at law or in equity, Beaumont shall have the right to terminate any contract formed with the successful Bidder upon thirty (30) days written notice to the successful Bidder. 4.9 We have attempted to mention by name, each area and fixture within the buildings, however, there may be items not mentioned specifically in this document which will be considered part of the contract. For example; cleaning of doors, frames and woodwork, would automatically include thresholds, glide rails, knobs, kick plates, glass. Cleaning of sinks and fixtures would include disinfecting, removing hard water stains, wiping counters doors and drawers. It would also include showers. 4.10 Person(s) or companies offering a bid for Building Custodial must be a licensed contractor governed under Alberta Laws. Bidders are encouraged to attend a tour of the buildings. This tour will take place on Tuesday, October 10, 2017 or Thursday, October 12, 2017. You are asked to meet at the Ken Nichol Regional Recreation Centre at 10:00 am located at 5303 50 Street, Beaumont AB. As part of the tour there will be a sit down session to go over every detail of the contract. Please read the contract carefully before attending the tour, and have questions prepared for the session. 4.11 Frequency of all cleaning operations, unless noted otherwise, is considered daily. Beaumont shall have the final say in matters where discretion must be applied in the event of a difference of opinion between Beaumont and the Contractor. Section 5 EXPECTATIONS Materials/Equipment 5.1 The Contractor must comply with requirements of Workplace Hazardous Materials Information System (WHMIS) regarding use, handling, storage and disposal of hazardous materials; and regarding labeling and provision of material safety data sheets (MSDS) acceptable to Labour Canada and Health Canada. The Contractor must deliver copies of WHMIS data sheets to the representative on delivery of materials and/or on request. Environmental 5.2 The Contractor will comply with all federal, provincial and municipal laws/regulations regarding Waste Watch initiatives.
Safety 5.3 a. The Contractor shall adhere to all safety measures respecting personnel and fire hazards recommended by National and Provincial codes and/or prescribed by the authorities having jurisdiction concerning the equipment, work habits and procedures. b. The Contractor shall ensure that all equipment used to perform the work is in a state of good repair. Beaumont reserves the right to have equipment judged to be unsafe, not suitable or defective taken out of service. Beaumont has provided an inventory list of the equipment it owns, but the Contractor shall be responsible to supply suitable equipment to complete all requirements of the Contract. Space Assigned 5.4 a. The Contractor shall be provided with such space as is considered necessary for the performance of the Contractor duties. This space will be included as part of the Contract and will be monitored for cleanliness in the same fashion as the rest of the building. b. The Contractor must not list, publicize or use in any fashion, for business purposes, the address of a building owned by Beaumont. c. Beaumont will not be responsible for damage to the Contractor s supplies, material or equipment in the building nor to the Contractor s employee s personal belongings brought into the building. d. Damage caused by the Contractor will be reported promptly to Beaumont and repaired at Contractor s expense. Repairs made by the Contractor will be deemed acceptable only at Beaumont s discretion. e. The Contractor will be responsible to supply all tools required to perform his or her cleaning duties, mops, brooms, vacuums, scrubbers, dusters, rags, can be stored in the space provided, but must be kept clean and free from odors and be stored neatly and safely. Access to Building 5.5 Only those employees, whose names appear on the Contractor s payroll will be allowed access to the site of the work. No other persons accompanying employees will be allowed on site. Security I Keys 5.6 a. All keys entrusted to the Contractor for the fulfillment of his/her contract must be fully protected at all times. b. The Contractor and employees will be required to comply with applicable Criminal Record Check requirements each time a new employee is hired to work on this Contract. This procedure will be strictly adhered to. A clear Criminal Record Check is required prior to employee entering the building.
Checklist 5.7 A checklist of daily, weekly and monthly duties will be provided to the Contractor. The agreed upon by the Contract with be subject to monthly inspections as needed by the Custodial Lead. Hours of Cleaning 5.8 The Contractor will be responsible for cleaning the buildings as per outlined in the chart in Schedules A and B of this Request for Proposal. The Contractor is responsible for the security of the building(s) to the extent of checking, locking and unlocking, all exterior doors. Windows are to be checked, closed and locked. Building(s) are to be inspected to insure it is vacant before locking up. All employees or the Contractor must be bonded. Section 6 SPECIFIC REQUIREMENTS 6.1 As mentioned there are requirements that may not be typical of the Contract, for example; interior cleaning of appliances. It is important that bidders understand and make note of the number of areas where these specific requirements must be upheld. 6.2 It is important to note that frequency of cleaning operations is considered daily. This clause is in place to avoid complacency and ensure no area is overlooked. Deficiencies observed or reported beyond one day, will be tagged as a violation of the terms of the Contract. Consistent and accumulative violations could result in termination of the Contract. 6.3 Different buildings frequently host meetings, dances, weddings, birthdays and other special events, thus requiring added daily attention to specific areas. These areas may go unused, or lightly used, for some time, and then be heavily used for one night; thus daily checks of every square foot of building space are a necessity, regardless of past history of said space. 6.4 The buildings are protected with an electronic alarm system and monitored with video surveillance. 6.5 All requests made of cleaning staff from the general public will be cleared through Beaumont and the Contractor. Cleaning staff must be polite and courteous when approached by the general public, but any demands made of them are to be forwarded to Beaumont staff. 6.6 The Contractor is responsible for reporting damage or issues as soon as possible by email to the Custodial Lead.
6.7 The Contractor will be given a list of names and emergency contact numbers. Deficiencies or inappropriate activities observed by the cleaners should be reported according to severity. If a leak or a dangerous situation is observed, it should be reported immediately by phoning one of the contact numbers provided. 6.8 If in the opinion of Beaumont, the Contractor neglects or is not sufficiently diligent in his or her work after the initial six month probationary period has expired, Beaumont, after verbal warning confirmed later by letter, may have the necessary work done and deduct the cost from payments due to the Contractor. If the Contractor s performance continues to be unsatisfactory, Beaumont may cancel the contract. Beaumont is not responsible for compensating the Contractor for difficulties or damages resulting from these actions.
Section 7 SUMMARY PROPOSAL FORM Request for Proposal: BEAUMONT BUILDING CUSTODIAL & CLEANING SERVICES RFP FORM COMPANY: CONTACT PERSON: TELEPHONE NUMBER: Having examined the RFP Documents, we (company mute) hereby offer to enter into a contract with Beaumont for for the below Beaumont buildings for the following price. MUNICIPAL OFFICE Period Covered RFP price with all cleaning supplies & toiletries GST Total February 1, 2018 to January 31, 2019 February 1, 2019 to January 31, 2020 February 1, 2020 to January 31, 2021 DAYCARE FACILITY Period Covered RFP price with all cleaning supplies & toiletries GST Total February 1, 2018 to January 31, 2019 February 1, 2019 to January 31, 2020 February 1, 2020 to January 31, 2021 OPERATIONS BUILDING Period Covered RFP price with all cleaning supplies & toiletries GST Total February 1, 2018 to January 31, 2019 February 1, 2019 to January 31, 2020
February 1, 2020 to January 31, 2021 Request for Proposal: FIRE HALL Period Covered RFP price with all cleaning supplies & toiletries GST Total February 1, 2018 to January 31, 2019 February 1, 2019 to January 31, 2020 February 1, 2020 to January 31, 2021 AFTER SCHOOL CARE Period Covered RFP price with all cleaning supplies & toiletries GST Total February 1, 2018 to January 31, 2019 February 1, 2019 to January 31, 2020 February 1, 2020 to January 31, 2021 AQUA-FIT CENTRE Period Covered RFP price with all cleaning supplies & toiletries GST Total February 1, 2018 to January 31, 2019 February 1, 2019 to January 31, 2020 February 1, 2020 to January 31, 2021
Section 8: SUBMISSION CRITERIA: a. Pricing for Services offered (Section 7, summary proposal form). b. Company information. c. Proof of clearance issued by the Workers Compensation Board Alberta. Proof of clearance shall be evident by submission of a current Letter of Clearance from the Workers Compensation Board Alberta dated not prior to ten (10) business days of the RFP Closing Date with their Bid. d. Proof to pursue a Police Reliability Security Clearance with the RCMP or hold one. e. The Bidder's relevant reputation, experience and qualifications providing services as determined by reference checks (minimum three (3) reference checks). f. Guarantees offered by Bidder covering Material and Workmanship. g. Other documents (any documents to support the bid). h. The Contractor shall be fully bonded and insured and shall maintain such insurance against any risks which may be incurred in the performance of the Services. The Contractor shall supply the Town with copies of the insurance policies and documentation of bonding for theft to a minimum of $5,000 per event, prior to the execution of the Agreement. Three (3) copies of the Proposal clearly marked "Building Custodial and Cleaning Services" will be received at the Beaumont Municipal Office until 12:00 pm Local Time October 20, 2017 and should be addressed to: Town of Beaumont Audrey Espenberg, Facilities Lead 5600 49 Street Beaumont AB T4X 1A1 There will be no public opening of the bids.
Schedule A SPECIAL TERMS AND CONDITIONS Location Cleaning Schedule per Building Facility Business Hours Town Office Includes the main level and second level Clean 5 days a week after core work hours. Monday-Friday 8:00 am 4:30 pm. Closed on weekends and Statutory holidays. Daycare Facility Includes the main level, basement level rooms, hallway and stairs, outside entry The Service Provider will schedule the cleaning for hours when Town staff is not in the buildings. Monday-Friday 7:30 am - 6:00 pm. Closed on weekends and Statutory holidays. door Operations Building Includes the main level office spaces Afterschool Care Area Includes the main level Fire Hall Includes the main level office and meeting spaces The hours that the Service Provider s employees are in the buildings shall be determined jointly with the Facilities Lead Hand. Monday, Wednesday, Fridays only. Monday-Friday 8:00 am - 4:30 pm. Closed on weekends and Statutory holidays. Sunday and Monday Closed. Aqua-Fit Centre This location in the contract is subject to change as of January 2018. Service will be provided as a day porter service 4:00 p.m. midnight 7 days a week. A day porter is responsible for making sure building looks clean, presentable, and inviting at all times especially between routine cleaning maintenance activities. They also ensure the building is safe for all occupants if any unexpected incidents arise, like slippery floors or broken glass. Discreetly and without intruding on the day-today activities in your building, a day porter will operate in the background to ensure everything is taken care of to your standards. The Aqua-Fit Centre is open seven (7) days a week EXCEPT for Christmas Day and New Year s Day.
Some of the duties a day porter would perform are: Keep lobbies, change rooms, playtime areas, common areas and washrooms clean. Wipe down/sanitize gym equipment and wash rags. Restock supplies in washrooms as necessary Clean staffroom and/or break rooms (particularly before and after busy times). Perform continuous touch-point cleaning to reduce the spread of illness by eliminating bacteria and germs. Respond to spills and other cleaning emergencies. Remove or warn of safety hazards, such as objects in the way of users or wet floors. Remove litter and debris from entrances.
Schedule B Request for Proposal: GENERAL REQUIREMENTS Offices & Meeting Rooms 1.1 a. Desks and work areas, including shelves and filing cabinets, are to be dusted weekly without disturbing papers and documents. Bare surfaces are to be free of dust at all times. b. Chair seats, backs, legs and foot rests are to be wiped, dusted and vacuumed when requested. Stains are to be removed as needed, and fabric will be steam cleaned annually. c. Blue recycle bins around desks and in buildings are not to be emptied. d. Chairs, wastepaper baskets, etc., must not be placed on desks, tables or work benches during cleaning operations. e. Care must be taken not to allow cleaning solutions to seep under furniture legs, file cabinets or partitions. f. Electronic data processing equipment is not to be moved or relocated without prior authorization of a representative of the Town of Beaumont. Floors 1.2 Daily: a. All floors including vinyl tile, ceramic, terrazzo, marble, painted or other, are to be swept clean and free of dust at all times. Scrubbing, wet mopping, buffing and disinfecting are to be performed. b. All carpets to be vacuumed daily and shampooed semi-annually. Spills and stains are to be removed. Monthly: c. Full stripping and waxing of all floors to be completed once a year and refinished once per year. Buffing/burnishing and polishing will take place as required (or monthly) to maintain gloss at all times. General Comment(s): d. Splashes on walls and furniture from scrubbing and waxing must be removed immediately. Entrances, Lobbies, Halls, Vestibules and Public areas including Elevator and Fire Escapes 1.3 Daily: a. Clean both sides of door and window glass. b. Clean surface and between bars of foot grills. c. Remove gum and other foreign residue. d. Empty and clean waste receptacles and place bags in proper waste bins. e. Sweep and/or scrub stairs and landings, including rails.
Weekly: f. Mats are to be removed or rolled up to clean floors. g. Dust pictures, paintings, baseboards, display cases. General Comments: h. Keep free of debris. i. Ensure all walls, inside windows, window sills, doors, door frames, glide rails, thresholds, floor grates, and floors are cleaned, polished, vacuumed, swept, and scrubbed. j. Wash and dry exterior windows (3 times per year). Second floor of Town Office is excluded. Public Locker Rooms & Washrooms 1.4 Daily: a. Ensure floors and floor drain grates are free of hair and foreign material. b. Remove gum and other foreign residue. c. Sweep all floors. d. Damp mop with a disinfectant/germicidal solution. e. Disinfect toilet seats, (both sides), bowls, urinals, washbasins and underside of washbasins using a disinfectant cleaner. f. Clean, disinfect and de-scale all water taps, dispensers, fountains, coolers, door plates, flush valves and the exterior of wastepaper and refuse receptacles. g. Clean flush tanks, shelves, mirrors, and windows. h. Spot clean walls, partitions and doors to remove finger, marks, graffiti and other marks. i. Empty sani-cans, and replace bags. j. Empty all wastepaper receptacles. k. Empty refuse receptacles, supply and insert new clear or biodegradable plastic bags. l. Wipe interior and exterior of all lockers. m. Scrub and rinse floors with a germicidal solution. n. Wash on both sides, partitions and partition doors and the ceramic walls enclosed by the partitions using a germicidal detergent. o. Wash and disinfect wastepaper and refuse receptacles including metal containers. p. Clean and sanitize all shower stalls, curtains and shower heads. Weekly: q. Clean high ledges and exposed piping. r. Flush floor and chairs. s. Disinfect sani-cans. As Needed: t. Replenish all dispensers (as needed). General Comment: u. Blocked toilets, urinals, sinks and drains, are to be cleared with plunger if possible; if further plumbing is necessary, out of order signs should be posted and Town is to be notified.
Water Taps, Water Fountains, and Mirrors 1.5 Daily: a. Remove gum and other foreign residue. b. Clean, disinfect, sanitize, and de-scale all water taps, water fountains and mirrors. Blinds, Curtains, and Drapes 1.6 a. Vacuum biannually. Kitchens and Staff Room 1.7 Daily: a. Wash and disinfect sinks, floors, counters, fixtures, and back-splash. b. Spot clean and disinfect all walls, doors, partitions, chairs, and cupboards. c. Clean exterior of all appliances. d. Empty and sanitize all refuse containers. As Needed: e. Replenish all dispensers. Exclusions 1.8 a. All electrical closets. b. Basement Archive Room (Town Office) c. All equipment storage rooms. d. All mechanical rooms. Miscellaneous 1.9 a. Lights must be on only in areas where work is in progress. All lights must be turned off when the area being cleaned is completed. b. Splashes on walls and baseboards from scrubbing and waxing must be cleaned off promptly. c. Lights in all areas must be cleaned at least biannually. d. Recycling, organics and waste at locations where applicable will be prepared for pick up on the day prior to scheduled days as provided by Custodial Lead. Weekly: e. Town Office stairwells are to be cleaned.