Transcript
REQUEST FOR PROPOSAL #1619 CUSTODIAL SERVICES CONTRACTOR Closing Date: June 7, 2016 Cape Breton University (CBU) is accepting Proposals from qualified and experienced Custodial management companies that will provide experience, expertise, labour, materials and equipment for all buildings located at Cape Breton University. It is expected that the successful Proponent will provide such services as required to ensure the highest quality of service in the most cost effective manner. In order to properly evaluate each Proponent, we request that written proposals be detailed in nature and include statements outlining the companies abilities to provide the necessary methods and capabilities to supply and address our needs. The successful Contractor will be contracted to provide custodial services for five (5) years commencing August 1, 2016, with the possibility of extension for two (2) two (2) year periods. Extensions will be at the sole discretion of the Owner.
MANDATORY PRE- PROPOSAL MEETING Only those Proposals submitted by Contractors who have attended the mandatory preproposal meeting will be considered. If a proponent does not attend the meeting and tour, their proposal will not be accepted. Time: 11:30 a.m., Wednesday, May 25, 2016 Location: CE-265 Student Culture and Heritage Building PROPOSAL Contractors shall submit two (2) complete sets of the Proposal, and 1 clearly identified compact disc or 1 clearly identified flash drive copy of the RFP to be submitted as per the submission guidelines. Place the Proposal and other required documents in a large manila envelope addressed to Cape Breton University marked: REQUEST FOR PROPOSAL #1619 CUSTODIAL SERVICES CONTRACTOR CAPE BRETON UNIVERSITY Proposals must be delivered to: Cape Breton University 1250 Grand Lake Road Sydney, Nova Scotia
Attention: Ms. Brenda MacDonald No later than 3 p.m., June 7, 2016 All Contractors shall carefully examine the RFP documents. Any ambiguities or inconsistencies shall be brought to the attention of CBU in writing prior to the due date; failure to do so will constitute an acceptance by the Contractor of any subsequent decision. Any questions concerning the intent, meaning and interpretations of the RFP documents shall be requested in writing, and received by CBU at least seven (7) calendar days prior to the due date. To ensure the equality of information among Contractors, answers to enquiries that are relevant to the quality of responses will be forwarded simultaneously to every Contractor in receipt of this RFP, without revealing the sources of the inquiry. CBU will not be responsible for any oral instructions made by any employee(s) of CBU in regard to this RFP. CBU shall not be responsible for costs incurred in the preparation and submission of proposals in response to this RFP. CBU reserves the right to reject any or all proposals submitted, or to accept a proposal in its entirety without negotiation, or to accept any part thereof, in its sole discretion, considering the best interest of CBU. No obligation to enter into a contract with any Company is expressed or implied. CBU reserves the right to terminate the process without award of a contract. Proposals submitted must be valid for 60 working days from the date of submittal. All enquiries and other communications related to this RFP must be directed to Ms. Brenda MacDonald, Procurement Services at (902) 563-1103. GENERAL INSTRUCTIONS 1.
All replies to be enclosed in a sealed envelope.
2.
To be delivered by: Canada Post or by hand (or Courier Service) to the Purchasing Dept., Cape Breton University, 1250 Grand Lake Rd., Sydney, NS BlP 6L2, between our office hours which are from 8:30 a.m. to 12:00 Noon, and 1:00 p.m. to 4:00 p.m.
3.
Closing Date: June 7, 2016 at 3:00 p.m. local time.
4.
Failure to conform to the enclosed instructions may result in a request for proposal not being read.
5.
Request for Proposals will not be accepted by telex without prior approval of Brenda MacDonald - Procurement Services.
6.
This is a request for proposal and not a bid process. Therefore, the University has the discretion to evaluate the qualitative as well as financial aspects of each
proposal and make its selection based on what it considers to be in the best interest of the University as a whole. The University reserves the right to accept other than the lowest priced proposal. The University reserves the right to accept or reject any and all proposals and to waive any informality in proposals. 7.
The University may require an oral presentation of one or more Contractors for the purpose of discussion and negotiation.
8.
The award document will be a Contract incorporating, by reference, all the requirements, terms and conditions of the solicitation and the Contractor’s proposal as negotiated.
9.
The right to reject any or all Proposals or to accept any Proposal deemed most satisfactory is reserved by the University. The University reserves the right to waive any informalities or irregularities in any or all proposals.
10. The University reserves the right, in its sole discretion, to enter into discussions or to negotiate with any Proponent or with multiple Proponents concurrently or otherwise. In no event shall the University be required to enter into discussions or negotiations on similar or other terms with or offer any modified terms to any other Proponent. The University shall incur no liability or obligation to any Proponent as a result of such discussions, negotiations or modifications, which shall not affect the irrevocability of any Proposal. 11. In consideration of the opportunity to participate in the RFP process, the Proponent covenants and agrees that it shall have no claims of any kind against the University for damages, loss of profits, costs, or other losses of any nature arising at law or in equity in relation to this RFP or its participation in the RFP process. The Proponent agrees that it will not commence any legal proceedings against the University in relation to the RFP or its participation in the RFP process. In the event it commences such proceedings, the Proponent agrees to indemnify and hold harmless the University from any loss, damages or expenses related to or arising from such a proceeding including legal fees incurred by the University, on a solicitor and client basis, associated with defending such a claim. 12. Late bids are returned unopened and no allowances will be made for mail delays, courier service, etc. 13. The University will not pay any costs incurred in the proposal preparation, printing or demonstration process. All costs shall be borne by the Contractors. Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective quotation are not desired. Elaborate art work, expensive paper and bindings and expensive visual or other presentation aids are neither necessary nor desired. 14. The Contractor shall furnish all health and safety information pertinent to this sealed request for proposal.
15. Request for Proposal #1619 must appear on all quotations and related correspondence. 16. Submit with the Proposal, “Proof of Insurance” from an established Insurer satisfactory to and approved by the University.
GENERAL CONDITIONS
1.
PAYMENT - Payment will be made on a monthly basis. These payments will be made within 30 days of receipt of an approved invoice.
2.
CONTRACT PERIOD - The Contract is for five (5) years commencing August 1, 2016, with the possibility of extension for two (2) two (2) year periods. Extensions will be at the sole discretion of the Owner.
3.
SAFETY - The Contractor shall be knowledgeable and undertake to take all necessary measures to comply with his responsibilities under the Occupational Health and Safety Act and Regulations and the costs of such measures are included in the Price. The Contractor shall be solely responsible for ensuring the safety and health of their agents and employees as approved and for ensuring that their activities do not compromise the safety of the University operations. Contractor shall provide to their agents and employees, at their own expense, any and all safety equipment required to protect against injuries during the performance of the services and shall ensure that their agents and employees are knowledgeable of and utilize safe practices in the provision of the services, such practices to be at least as stringent as those set out in the University safety standards provided to the Contractor from time to time. The Contractor undertakes to work in a safe manner, using suitably trained and experienced persons and to fully comply with all relevant safety standards. The Contractor will be deemed to have allowed in his Bulk Sum Price for all costs including barriers, signs, safety tools and equipment and any other items or labour relating to the protection of the Works, the public and all persons engaged in the performance of the Works. Failure to comply with adequate safety practices will be deemed a just cause for CBU’s immediate termination of the Contract at the cost of the Contractor. All electrical, electronic and gas-fired equipment must bear the required approval markings, being CSA approved for entirely electrical or electronic equipment and CGA or CSA approved for gas fired equipment. All other similar equipment approvals must also be obtained. It shall be the responsibility of the Contractor to obtain all applicable approvals, at its own expense.
4.
DEFECTIVE OR DAMAGED WORKS - The Contractor shall protect CBU’s property and other property on or adjacent to CBU’s property from damage and shall be liable to CBU for any loss of, or damage to, the property to the extent such loss or damage arises or results from, directly or indirectly, the Contractors performance of his obligations under the Contract or by reason of any matter or thing done, permitted or omitted to be done by the Contractor, the employees, servants or agents whether occasioned by negligence or otherwise. This liability shall survive the termination of the Contract. CBU may direct the Contractor to rectify and make good any defect or fault which is not in compliance with the Contract Documents within 24 hours of such direction. CBU may, if the Contractor fails to comply with any direction given by CBU in accordance with the Contract Documents, employ such methods as it deems advisable to do that which the Contractor has failed to do, or the University may, at its sole discretion, cancel this Contract as of the date of its direction. 5. INSURANCE - The Contractor shall purchase at its own expense and keep in force at all times with an insurance company authorized by law to carry on business in all provinces and territories in Canada, the following required coverage in no less than the minimum coverage limits listed below: Commercial General Liability $5,000,000 per occurrence; Professional Liability Insurance $5,000,000 per occurrence; Commercial Auto Liability $5,000,000 per occurrence; Non-Owned Auto Liability $5,000,000 per occurrence; Cape Breton University shall be named as additional insured and a certificate will be required as proof of the aforementioned insurance policy. In order to meet this requirement, the following wording should appear on any Certificate of Insurance provided: “The Board of Governors of The Cape Breton University is an additional insured for any liability incurred by the University arising from the activities of the Contractor and/or Subcontractor performing work on behalf of the Contractor”. The Contractor shall furnish any original Certificate(s) of Insurance evidencing the required coverage to be in force on the date of this Contract and any renewal Certificate(s) of Insurance if coverage has expiration or renewal date occurring during the term of this Contract to the Cape Breton University, Manager of Procurement Services. The receipt of any certificate does not constitute a Contract by the University that insurance requirements have been met. Failure of the University to obtain certificates or other insurance evidence from the Contractor shall not be deemed a waiver by the University. Failure to comply with insurance requirements may be regarded as a breach of contract. The successful vendor(s) are responsible to ensure their employees are covered
by appropriate Worker’s Compensation Insurance, in the Province of Nova Scotia. Vendors are required to be registered with and in good standing with the Workers Compensation Board of Nova Scotia and be in good standing with Worker’s Compensation or equivalent of their resident province or state. A current valid “Clearance Certificate” issued by Workers Compensation Board of Nova Scotia must be supplied to the University. 6.
PERFORMANCE ASSURANCE/PERFORMANCE BONDS - Within ten (10) days after notification of award of the Contract, the Contractor shall provide CBU with a Performance Bond in a form prescribed and acceptable to CBU in an amount equal to fifty percent (50%) of the annual amount of the Contract. The Contractor shall maintain the Performance Bond in force for a period of not less than twelve (12) months after the issue of the final certificate for the entire project, by the Owner.
7.
INDEMNIFICATION - The Contractor undertakes to indemnify and hold harmless CBU and its agents and employees from and against all claims, demands, losses, costs, damages, actions, suits, or proceedings by third parties that arise out of, or are attributable to, their performance of the Contract. This indemnity shall survive termination of the Request for Proposals.
8.
EMPLOYEES - This is a Request for Proposals for service, and the Contractor shall be engaged under the Contract as an independent contractor solely for the purpose of providing services. Neither the Contractor nor any of the employees and personnel of the Contractor shall be engaged under the Contract as an employee, servant, or agent of CBU. The Contractor shall be solely responsible for any and all payments and deductions required to be made, including but not limited to Canada or Quebec Pension Plan, Unemployment Insurance, Worker’s Compensation, and Income Tax. The Contractor shall be required to give preference in hiring all the Contractor's necessary custodial service personnel from the current custodial staff employed by Compass Services at CBU who are members of the Union, CUPE Local. If any person employed in the work of this Contract is considered to be, in the opinion of the University, intemperate, disorderly, incompetent, willfully negligent or dishonest in the performance of his/her duties, he/she shall, on written request from the University, be forthwith replaced, and the Contractor shall not permit to remain on the Contract any person who shall have been replaced for any of the said clauses.
9.
UNIFORMS - All cleaning staff must be uniformed properly, and be well groomed and hygienic at all times. Uniforms, shoe wear etc. must be clean, presentable and in good repair. The University reserves the right to approve the uniforms at their discretion. The Contractor shall ensure that the Contractor's Personnel are outfitted with all uniforms, personal protective equipment and other necessary equipment.
10.
COMPLIANCE - The Contractor will comply with all applicable regulatory requirements including federal, provincial, and municipal laws, bylaws, rules, regulations, orders, codes, criteria and standards. The Contractor shall ensure that all its employees, personnel, agents and Invitees, while on CBU premises, comply with all applicable safety laws rules and regulations, including CBU regulations, policies and directives. Contract employees shall follow all policies and bylaws regarding smoking. Alcohol consumption and illicit drug use is not permitted on site at any time. Phone calls shall only be permitted during breaks and shall be by use of personal cell phones or by payphones. No personal calls are permitted at any time on the landlines except in the case of emergency.
11.
SUBCONTRACTORS - CBU reserves the right to accept the use of a subcontractor or to reject the selection of a particular subcontractor and to inspect all facilities of any subcontractor to perform properly under this Contract. If a subcontractor fails to perform or make progress, as required by this Contract, and it is necessary to replace the subcontractor to complete the work in a timely fashion, the Contractor shall promptly do so, subject to acceptance of the new subcontractor by CBU.
12.
ADMINISTRATION -The Director of Facilities Management at CBU shall be responsible for the administration of the Contract.
13.
TERMINATION - CBU may, in its sole discretion, remove any or all aspects of the Work from the Contractor’s responsibility, and may employ such means as it sees fit to have the work completed in the case that the Contractor: (i) has not remedied any delay in the commencement, or any default in the diligent performance of the work to the satisfaction of CBU; (ii) has abandoned the work; (iii) has not received prior approval from CBU for any delay in the performance of the work; (iv) has made an assignment of any of the work required to be done under this contract without prior approval and consent from CBU; (v) has otherwise failed to observe or perform any of the provisions included in the RFP Documents. CBU may terminate the Contract at any time in whole or in part by providing at least thirty days written notice to the Contractor except as specifically referenced in Section 3 SAFETY and Section 4 DEFECTIVE OR DAMAGED WORK.
14.
EMERGENCY SERVICES - The Contractor will use the cleaning staff already on site, and will dispatch emergency crews as required to assist the University with any flood, fire, natural or manmade disaster or other emergency situations as they arise. The Contractor agrees that this may include provision of clean-up services,
including in the University spaces, at additional charges as incurred. The Contractor shall be able to assist immediately in the event of flood, fire, natural or manmade disasters, or any other emergency. The Contractor must submit and keep a current list of at least two (2) emergency telephone numbers of management level supervisory personnel who are authorized to immediately respond to a request by the University. 15.
CHANGES IN SERVICE AND SPECIFICATIONS - The University may at its option and in its sole discretion, direct the Contractor to discontinue and terminate any part of the work specified in this Agreement or in any purchase order by giving the Contractor 30 days prior written notice. In the event of such discontinuance and termination, The University shall pay the Contractor for Services performed to the effective time of such discontinuance on a prorated basis, and in such event The University shall have no further liability to the Contractor in respect to such discontinuances and termination. In addition, the University shall be entitled to receive a credit for Services not performed due to space which is unoccupied and apply such credit against amounts owing to the Contractor. The University may also, at any time, by written order, make changes within the general scope of the Agreement to any one or more of the following: The Cleaning Specifications (Schedule F) The extent of Services furnished by the Contractor; and The supplies, material, and/or equipment utilized to perform the services in accordance with the Cleaning Specification (Schedule F) If any such change causes an increase or decrease in the Services, an equitable adjustment in the fees payable hereunder shall be made on the basis of the resulting change in the Contractor's direct costs of performing the Services. Such adjustment in fees shall be accomplished by a written amendment to this Agreement within 10 working days. If the University deletes certain specific office areas or other areas of the Property from the scope of this Agreement, the consideration payable to the Contractor hereunder shall be reduced by the "vacancy rate" quoted by the Contractor times the total number of square feet excluded. If the Contractor receives oral instructions from the University authorized representative(s) which the Contractor believes are a change to this Agreement, the Contractor shall notify the University of the change in writing within forty-eight (48) hours, whereupon the University and the Contractor shall in good faith negotiate an adjustment on account of the change if appropriate. The University has the authority in an emergency or perceived emergency to stop the performance of the Services, or any part of it, whenever it considers it necessary to ensure the safety of persons or property.
16.
FEE FOR SERVICES -The University shall pay to Contractor amounts for Services performed by the Contractor in accordance with all Schedules attached hereto. The Contractor acknowledges that no payment will be made to the Contractor in respect of any services, supplies, equipment or other items in excess of those included in the Services and that no amounts in excess of those stipulated in Schedule "A" will be paid to the Contractor except where the Contractor and the University, before the Extras are supplied, agree in writing using the University form of purchase order or change order, specifying the particulars of the Extras, the time or times at which they are to be provided, and the price. No claim for compensation for extras will be made or allowed unless this procedure is strictly adhered to. No overtime shall be paid to the Contractor's personnel without the prior written consent of the University. The Contractor represents and warrants with respect to each and every invoice issued by it to the University that all billings for work and services represent bona fide charges based solely on work or services actually performed by Contractor's personnel, and that no part or portion of any invoice represents or is attributable to any payment, gift, gratuity, or other thing of value made or given to any person, organization, entity or governmental body, other than those persons legitimately employed by the Contractor in the specific performance of the Services and based on and in compensation for their work. The University reserves the right to audit all invoices, and shall be given reasonable access to all supporting documentation. When supplemental manpower is required under circumstances which preclude giving twenty-four (24) hours advance notice to the Contractor of such need, the Contractor shall be compensated at the "Additional Labour Rate" including overtime rate (when applicable) as specified in the Proposal. Monthly invoices are to be delivered to such office as the University may from time to time direct.
17.
EQUIPMENT AND MATERIALS - All cleaning equipment and material shall be new, such as mopping equipment, scrubbing machines, polishers, vacuum cleaners (wet and dry), mops, ladders, dust cloths, pails, brooms, brushes, scrapers, cloths, soap and detergents, cleaners, deodorants, disinfectants, waxes, applicators, floor finishes wet floor signage and other tools and supplies shall be supplied by the Contractor at their expense. All energy consuming equipment must be certified against a nationally recognized standard. Should any equipment fail, it will be repaired or replaced immediately and back-up equipment will be supplied in the interim.
Hand soap for washrooms will be provided by the Contractor. The Contractor may not, without prior approval of the University, change washroom supply products or dispensers. Washroom carts, housekeeping carts, mop tanks and similar cleaning equipment shall have rubber bumpers or other protective devices to prevent damage to walls, desks, furnishings, door, etc. All cleaning materials will be suitable for the surfaces intended and shall not be harmful to such surfaces. They shall be used in the manner specified by the manufacturers and shall be brought onto the premises in the manufacturers' original containers. Vendors must provide documentation on demand on individual product certifications, Material Safety Data Sheets and/or WHMIS documentation to the University It is to be understood that The University may, at its discretion, instruct the Contractor to discontinue the use of any products and to substitute others that are mutually satisfactory. 18.
GREEN CLEANING REQUIREMENTS - Vacuum cleaners must meet at a minimum the Carpet and Rug Institute (CRI) Green Label Program. Carpet extraction equipment must meet at a minimum the Carpet and Rug Institute Bronze Seal of Approval. Powered floor maintenance equipment must be equipped with controls or other devices for capturing and collecting particulates.
19.
SECURITY PROCEDURES - The contractor is required to comply with the building's security procedures as instructed. These will include level one police clearance checks on all staff prior to starting work on site. The cost of the police clearance letters will be the responsibility of the contractor. Cleaning staff are to be trained in the operation of the building's key/card access systems and procedures. All material and conversations seen or heard are to be regarded as strictly confidential and no materials, paperwork, computers, white boards are to be disturbed or used. The contractor will notify the site manager of any potentially dangerous situations as they arise.
20.
KEYS - The Contractor shall be responsible for all keys provided. Contractor's staff will be responsible to ensure that all areas normally locked are kept locked while cleaning is in progress, and locked when cleaning has been completed and that a door is not opened to admit anyone other than a member of the Contractor's staff. If keys are lost the contractor is responsible for the cost to re-key the specific affected areas.
21.
DAMAGE AND BREAKAGE - The Contractor accepts full responsibility for any damage caused by the Contractor, or its officers, employees, workers, or
equipment to any part of the University property, including but not limited to any buildings, parking lots, sidewalks, curbs, store fronts, doors, interior columns, walls, light standards, landscaping, furniture or equipment of the property and will promptly remedy any such damage in accordance with the University written request. Contractor Supervisors will notify the University, in the work order system or in writing, concerning all damage and breakage as noted during shift, whether caused by Contractor's employees or not. The Contractor shall replace and repair damages, in accordance to the University building standard should there appear to be reasonable proof the incident was caused by the Contractor's employee to the University, and acting reasonably, shall decide damages between the Contractor and the Tenant. Also, security will be notified so digital photos can be taken if needed. 22.
LIGHTS - Subject to the instructions issued from time to time by the University, only those lights necessary for cleaning in the immediate areas will be lighted. All lights shall be turned out before leaving areas that have been cleaned, except for those lights requested to be left on by tenant's employees and special security lighting as advised by the University.
23.
DOOR LOCKS - Departments and Tenants have sensitive areas that are required to be locked. These are, but are not limited to Human Resources, Information and Technology centers, exit and entry etc. Contractors shall have a policy in place to identify areas that are required to be secured and process to ensure the space is secured. As a general rule, in the absence of explicit instructions, doors should be left the way they were found.
INFORMATION FOR PROPONENTS 1.
Pricing All costs must be listed. Completely describe all prices, including initial and recurring costs, GST excluded, quoted in Canadian dollars. Pricing for all items specified in the Scope of Work must be disclosed in the Proposal. No sums will be paid by the University for any part of the Contract except those disclosed in the Proposal. Goods and Services Tax shall be excluded from all proposed pricing.
2.
Confidentiality The University will use commercially reasonable efforts to keep all Proposals confidential but the University shall not be liable for release of any information contained in a Proposal.
3.
Extension of Closing Date
The University, in its sole discretion, reserves the right to extend the Closing Date of this RFP by up to five (5) days with notice. All requests for extension by Proponents must be made in writing and sent to CBU three (3) business dates prior to the Closing Date. 4.
Revision of Proposals Proponents may not revise their Proposals after the Closing Date, except in respect of nonmaterial clarifications. Each Proponent shall keep its Proposal open for acceptance by the University for ninety (90) days after the Closing Date. Proponents should assume they will not be given further opportunity after the Closing Date to supply additional information.
5.
Communications from Cape Breton University Only information given in writing by Ms. Brenda MacDonald, Procurement Services or her authorized representative, and which refers specifically to this RFP, may be relied upon by Proponents in responding to this RFP.
6.
Proponent Representations By submitting a Proposal each Proponent:
7.
Acknowledges that it has received and carefully reviewed this RFP and any clarifications and addenda and that it is able to perform the Work; Acknowledges that, if successful, it will enter into the Contract for the performance of the Work based on the University's standard agreement form as modified to include the terms and conditions of this RFP and the applicable Proposal. Modification or Withdrawal An RFP may be modified or withdrawn only by written request, provided that the request is received by the University prior to the Closing Date. Following withdrawal of the Proposal, Proponents may submit a new Proposal provided that such new Proposal must be received no later than the Closing Date. When submitting a Proposal modification directing a change in any pricing amount, neither the original contract amount nor the revised amount should be stated. Resubmissions should only state the amount to be added to or deducted from an original pricing amount. Second or additional modifications related to a single pricing amount should contain no ambiguity as to each specific addition or deduction to the price. The University will assume no responsibility or liability for the content of modifications, or for modifications that are, for any reason, delayed, illegible, unclear as to
intent, ambiguous, contrary to these instructions, or otherwise improperly received. The University may disregard improperly received modifications.
SELECTION PROCESS 1.
CBU will appoint an Evaluation Team consisting of members of its staff to evaluate Proposals.
2.
Selection of the successful Proposal will be based on a consensus committee decision consistent with the terms of the RFP. The evaluation committee will recommend the Proponent whose proposal is most responsive to the University's needs and provides the best overall value to the University.
3.
CBU shall be the sole judge of its own best interests, the Proposals, and approval of the resulting contract and its decision will be final. Information and/or factors gathered during interviews, negotiations and any reference checks, and any other information or factors deemed relevant by CBU, shall be utilized in the final award.
4.
The specifications within this RFP represent the minimum performance necessary for response. Failure of the Proponent to provide any information requested in the RFP may result in disqualification of the Proposal and shall be the responsibility of the Proponent. Proponents are encouraged to submit their most favorable Proposal at the Closing Date. All Proposals submitted in response to this RFP will be reviewed for responsiveness by the evaluation committee. Proposals requiring major revision in order to be eligible for award or otherwise not meeting the requirements specified in the RFP will be classified as noncompliant and rejected.
5.
Contractors responding to this RFP must be available for presentations and interviews. The interview time shall be limited to one (1) hour. Up to forty-five (45) minutes shall be allotted to the presentation with the remaining time for questions and answers with the project team. It is recommended that the project team (key employees who will be assigned to this project) be present. These presentations shall provide an opportunity for the Contractor to clarify their qualifications, approach to the project and emphasize their ability to furnish the required services. The selection process may involve reference checks and on-site visits to Contractor’s place of business.
6.
The criteria and weights as shown below shall be utilized in the evaluation of the written Proposals and oral presentations.
Criteria
Value
Price Proposal
Annual prices Extra billing prices Cost effectiveness Reasonableness of proposed prices Flexibility
25
Qualifications and Experience
Contractor’s credentials including previous contracting experience with post secondary institutions Management and supervision qualifications Head office support Organizational chart Staff training plans
25
Quality of Services
A proven ability to produce unique, effective and innovative solutions to challenge Quality Assurance procedures to be utilized Understanding the varied and conflicting demands that will be encountered during the life of the contract Service that best suits the University’s needs and requirements Company's commitment to the environment and green cleaning
20
Scope of Work
Detailed work approach Innovative concepts and recommendations A rationale for the approach taken The methods, products, supplies, equipment and materials to be used Cost savings ideas/methods Company's commitment to the environment and green cleaning
Innovation
Value added services
TOTAL
20
10
100
7.
A numerical weight is assigned to each factor to create a total maximum score of 100. The evaluators' total scores for the Proposals will be used to reach a consensus score which will be assigned to each Proposal. The Proposal receiving the highest consensus score will be recommended to the University Executive Team for approval and award.
8.
Each response to this RFP must comply materially with the procedures described in RFP. The selection of Proposals will be based on the maximum degree of compliance with the following criteria:
9.
Upon evaluation of all valid Proposals received, the University may select the Proposals that best meet the terms of this RFP and in the University's sole discretion, provides the best overall value to the University; Upon evaluation of all valid Proposals received, the University will award the contract(s) to the highest scored proposal, and not to the lowest priced proposal.
The following information should be fully addressed in Proposals: The Proponent's past performance and experience with the University and with other parties on similar projects; The Proponent's organizational and technical capability to perform the Work; The Proponent's financial stability and capabilities; The financial costs/benefits of the Proposal to the University; Any additional types of services offered by the Proponent related to the Work; Full information (including all pricing) on any additional services associated with this RFP that you are willing to offer the University. All such services must be available through the term of the Contract and will be ordered and paid for by the University on an "as required" basis.
10. Proponents should identify any specific elements of this RFP which they are unable to address.
SCHEDULE A SCOPE OF WORK A.1
PURPOSE / INTENT
The purpose of the Request for Proposal (RFP) is for CBU, at its sole discretion to select a Custodial Services supplier to provide services that shall include:
A.2
Ensure all Custodial management activities are well planned, and efficiently and effectively carried out. Be responsive and proactive in providing additional support to campus based cleaning as and when required. Be responsible for means, methods, techniques, sequences, procedures and coordination of all various parts of work performed at The University. Be accountable for all work performed within the Terms of Contract. Be responsible for record management and access to information in accordance with the Freedom of Information and Protection of Privacy Act. Interact with the public, subcontractors, staff, students, faculty and admin in a professional manner. Assist and position the University to meet its vision. Develop a synergy between the University and the successful Contractor through an agreement or agreements of exclusivity.
THE INNOVATIVE - THE VALUE ADD, PARTNERSHIP AND CONSORTIUM ADVANTAGES
Proponents are encouraged to outline any "value-added" opportunities which may enhance the image, prestige and/or operation of The University, promote or enhance programs at The University, or bring added value to this contract above and beyond the supply of services. A.3
BUILDING AND RESIDENCES
Campus Operational Hours change during the school year. A typical schedule is as follows: Monday - Friday: 8:00 am – 11:30 pm Saturday: 10:00 am - 6:00 pm Sunday: 11:00 am - 10:00 pm
A.4
CLEANING FREQUENCIES
Please refer to Attachment 1- Custodial Services Cleaning Frequency
SCHEDULE B OBJECTIVES B.1
CLEANING MANAGEMENT OBJECTIVES: This RFP is to procure Custodial Services for the University.
B.2
PERSONNEL The Contractor shall recruit, hire, train, supervise, direct, and, if necessary, discipline, transfer and discharge management and non-management employees working at the University. The Contractor will furnish sufficient adequately trained personnel to provide efficient and professional services to the University, including sufficient substitute personnel in case of employee absence. The contractor shall provide qualified management employees to provide the Custodial services, who will in turn supervise all Custodial employees. All personnel employed by the Contractor shall at all times and for all purposes be solely in the employment of the Contractor. In addition, the proponent will provide ongoing training in cleaning, customer service, and other areas of relevance and will formally recognize and reward employees who provide superior service and work. The University may participate in interviewing and evaluation of the onsite manager. The proponent's selection of the onsite manager is subject to the University's approval. Upon request of the University, the Contractor shall replace any of the Contractor's employees, if in the University's reasonable judgment, such person's behavior, conduct or performance is not in compliance with the agreement. The University shall provide the Contractor with written notice, in reasonable detail, of such person's non-compliance which notice shall, if practicable, be provided simultaneously with the University's request for a replacement.
B.3
RELATIONSHIP TO UNIVERSITY AND THIRD PARTIES The Contractor shall respond in a respectful, timely and courteous manner to reasonable requests of the University and third parties having business on the Property. The Contractor shall carry out work in a manner that provides minimum interference to the legitimate activities of the University and third parties. Reasonable notice shall be given to the University and third parties for any interruption to service or interference with their activities. Work shall be scheduled for non-peak hours or outside normal working hours where serious disruption of service is expected.
B.4
ACCESS CONTROL AND EMERGENCY RESPONSE
All security regulations and procedures in force at the commencement of the Contract shall be maintained in the most judicious manner to ensure the continuance level of service. All employees of the Contractor shall adhere to the University Emergency Response Guidelines. As an example; they must immediately report all bomb threats or other threats on the Property. The Contractor shall ensure that each and every employee of the Contractor while on site shall:
Maintain visual control of, and closely monitor the use and the location of all tools, equipment and materials at all times during the progress of the Work; Shut off and properly secure all equipment, which is left unattended; Not in any way interfere with the University or their programs; Comply with all University Policies and Procedures.
SCHEDULE C ENVIRONMENTAL STANDARDS FOR CUSTODIAL SERVICES
C.1
DEFINITIONS Concentrate: A product that must be substantially diluted with water to form the appropriate solution for use. Disinfect: A process for hard inanimate surfaces undertaken to destroy or irreversibly inactivate infectious fungi and bacteria, but not necessarily their spores. Environmentally Preferable Product : Such products must be based on consideration of human health and safety, ecological toxicity, other environmental impacts, and resource conservation, as appropriate, for the product and its packaging, on a life cycle basis. Product criteria must exhibit market leadership for that product category, and be made publicly available. Sanitize: A process intended to reduce, but not necessarily eliminate, microorganisms from the inanimate environment to levels considered safe as determined by public health codes or regulations.
C.2
BUILDING - SPECIFIC GREEN CLEANING PLAN In addition to typical cleaning concerns, the Green Cleaning Plan shall: Develop and implement a floor maintenance plan, consistent with manufacturers' maintenance recommendations, to extend the life of flooring through routine, periodic, and restorative cleaning operations. Provide a detailed description of how green cleaning operations shall address: •
Cleaning procedure requirements for such special areas as high-traffic areas, dining and food preparation areas, laboratories, and entryways. • Storage and use of chemicals within the facility, including consideration of proper ventilation, dilution control procedures, adequate security, and proper management of the area. • Cleaning in areas with special engineering concerns such those with inadequate ventilation, poor lighting, and restricted access.
C.3
POWERED EQUIPMENT USE / MAINTENANCE PLAN The Contractor shall develop, adopt, and maintain a plan for the use of powered Custodial equipment that maximizes the effective reduction of building contaminants with minimum environmental impact. Contractors shall evaluate the Custodial equipment currently in use to ensure that it is functioning properly (as validated by the equipment the manufacturer or by a reputable third party service organization) or that it is tagged out of service. Contractors shall develop a plan for the phase-out of equipment that does not, at a minimum, meet the following specifications: •
Vacuum cleaners must meet, at a minimum, the Carpet and Rug Institute (CRI) Green Label Program requirements and shall operate at a sound level of less than 70 dBA. • Carpet extraction equipment must meet at a minimum the Carpet and Rug Institute Bronze Seal of Approval. • Powered floor maintenance equipment must be equipped with controls or other devices for capturing and collecting particulates and shall operate at a sound level less than 70 dBA and filter down to .OS microns. • Powered scrubbing machines must be equipped with a control method for variable rate dispensing to optimize the use of cleaning fluids. A component of this plan also shall include a quarterly maintenance program that inspects and maintains the performance of Custodial equipment, as defined by the equipment vendor and records results in a maintenance log. C.4
REQUIREMENTS FOR PRODUCTS, SUPPLIES, AND EQUIPMENT The Contractor will supply all cleaning products and supplies including: • General-purpose cleaners, floor cleaners, bathroom cleaners, glass cleaners, and carpet cleaners; • Floor finishes and floor strippers; • liquid hand soap;
C.5
CLEANING PROCEDURE REQUIREMENTS Reducing Chemical Waste/Efficient Use of Chemicals Contractors shall: • Provide easily understood directions to cleaning staff in appropriate written languages or graphic representation for the dilution of chemical cleaning product. • Use a chemical measuring and dilution control system that limits worker exposure to chemical concentrates while facilitating the proper dilution of chemical concentrate. • Train workers in the safe, effective use of all chemical cleaning products. • Use the appropriate technology (coarse spray bottles, automatic chemical dispensers on powered equipment, etc.) for applying the chemical product in a manner that does not result in overuse and waste of the product. • Provide directions for the proper rinsing and disposal of used or expended
chemical solutions or empty chemical containers. • Prevent building areas from being adversely affected. • Reduce, minimize, or eliminate the need for using aggressive cleaning chemicals wherever possible. C.6
VACUUM USE/MAINTENANCE Vacuums shall be equipped with the appropriate filter or bag; the filters shall be changed or cleaned consistent with the manufacturer's recommendations. Precautions shall be taken to limit worker exposure to dust and particulate matter when cleaning and replacing bags and filters. The University may inspect vacuums at any time to ensure equipment is in good working condition.
C.7
ENTRYWAYS Contractors shall: vacuum matting as predetermined schedule of frequency.
C.8
HARD FLOOR MAINTENANCE For routine hard floor maintenance, the Contractor shall: Vacuum to remove and contain particulate matter from flooring surfaces, or alternatively, use mops, where appropriate, equipped with micro fibre collection heads or traditional mop equivalent. Hard floors shall be cleaned on a predetermined schedule of frequency, and as needed, to restore them to a clean appearance. At a minimum, the schedule for cleaning shall be: As needed: heavy traffic areas, including entrances, corridors, break areas, congested areas, main passageways, and primary work or office areas. Daily scheduled, as appropriate, to maintain cleanliness: light traffic areas including conference rooms, administrative offices, auditoriums, media centers, limited access areas, and other areas or spaces with limited or periodic use. For periodic maintenance of hard floors, the Contractor shall: Provide reasonable notice to building management prior to the commencement of non-routine floor cleaning operations. The timing and method of the notice shall be established by building management in consultation with the Contractor. Perform periodic maintenance only if sufficient floor finish exists on the floor surface to protect the underlying flooring from being degraded during the restoration process. Use burnishing or buffing equipment with controls or other devices sufficient for capturing and collecting particulates generated during the use of the equipment. For restorative maintenance the Contractor shall: Perform restoration on an as-needed basis to maintain the appearance and
integrity of the floor finish, rather than on a predetermined schedule. Ventilate the area, to the outside if possible, both during and after stripping or floor scrubbing and recoat operations to ensure adequate ventilation. Schedule floor stripping and refinishing to coincide with a period of minimum occupancy . Provide reasonable notice to building management prior to the commencement of non-routine floor maintenance operations. The timing and method of the notice shall be established by building management in consultation with the Contractor. C.9
DISINFECTION For cleaning operations that involve disinfection the Contractor shall: Perform disinfection in areas or on surfaces where pathogens can collect and breed such as in restrooms or on door handles, bathroom faucets, and other fomites. Use disinfectants only where required. Perform disinfection using only CSA-registered disinfectants or CSA-registered disinfection devices. When using chemical disinfectants or cleaner/disinfectants , follow product label directions for preparation of disinfecting solutions (e.g., dilution rate), and the appropriate disinfecting and cleaning method for the area to be cleaned (e.g., dwell time and whether pre-cleaning is required).
C.10 WASHROOM CARE The following requirements apply: Perform washroom cleaning from high to low, toward the doorway, with dry cleaning tasks performed prior to wet cleaning operations. Daily clean and disinfect surfaces touched by hands (e.g., door knobs, light switches, handles, etc.); clean and disinfect more frequently as traffic requires. Control and remove standing moisture from floor and bathroom surfaces in a timely manner. Use washroom cleaning equipment specifically for restroom cleaning only. Restroom cleaning equipment, excepting powered equipment, shall not be used to clean any other areas of the building. Pull washroom trash liners daily at a minimum and disinfect the trash receptacle. C.11 DINING AREAS AND BREAK ROOMS Requirements for the cleaning of dining areas and break rooms shall include the following: Clean and sanitize surfaces ledges, window sills, doors and interior glass in the general seating area. Daily cleaning of floor surface in seating area. Waste & recycling containers empty once per day or when full; clean and sanitize daily.
SCHEDULE D CLEANING FOR HEALTH D.1
SUMMARY The University is entrusting to their Contractor a critical requirement of their facilities operations, namely in providing an attractive and hygienic work environment for their staff. This can be summarized in the phrase, "Surface Management". The Contractor is responsible for the daily and periodic cleaning and sanitization of the surfaces which staff touch, work upon and otherwise utilize. The University’s expectation from the Contractor is not only the facilities to be visually clean, they should also be cleaned using the latest processes which control the spread of bacteria and remove particulates from the environment which can irritate respiratory systems. In general:
Body contact points to be cleaned with germicidal detergent. High filtration vacuums will be used, which filter down to at least .5 microns Microfiber cloths will be used, which are more effective at removing dust, andnot just moving it around. Dusting to focus on removal, not just appearance. No "woolly wonders" used except as a wand to hold Microfiber cloths while dusting. No cross contamination of surfaces. The cloths used in washroom are never to be used outside the washroom.
SCHEDULE E STANDARDS OF SERVICE APPA Appearance Levels
Level 1 – Orderly Spotlessness – cleaning for the sake of cleaning. Everything is cleaned regardless of if it is dirty or not, used or un-used. This highest level of cleaning is meant for areas where soil control is mission critical. Level 2 – Orderly Tidiness – no visible soil. – generally, all cleaning is done as scheduled, however the schedule may be reduced so that some wear and minimal soiling may be present, for example, dusting twice weekly instead of daily. Odours are not allowed. Level 3 – Casual Inattention – minor visible soiling. – Some buildup of dirt is allowed. Stains and spots are not cleaned immediately, with dust and fingerprints being allowed to buildup. Odours are not allowed. Level 4 – Moderate Dinginess – visible soiling. – Visible soil accumulation. – Floors are swept or vacuumed however stains are not removed. All surfaces are allowed visible dust, dirt and fingerprints. Garbage is allowed to build up and minor odours may occur. Level 5 – Unkempt Neglect – minimal cleaning with soil accumulation. – Generally, only the bare basics are done at infrequent intervals. Garbage buildup and odours are expected. Soil on floors is expected.
Reference: APPA
Operational Guidelines for Education Facilities – Custodial, 3rd Edition,
E.1
DESCRIPTION OF TASKS AND RESULTS EXPECTED
TERM
SWEEPING
DAMP AND WET MOPPING FLOOR WASHING
DESCRIPTION OF OPERATION
QUALITY / STANDARD
Consists of removing loose, dry surface soil.
There will be no dirt, trash or other matter left in corners, behind or under furniture or behind doors. Floors will be free of dust film, there will be no dirt left where sweepings were picked up and furniture and equipment will be relocated to where it was prior to the sweeping operation.
Consists of applying neutral detergent solution to the floor, agitating it with a mop, removing the solution, rinsing the floor and wiping up the rinse water In clinical areas and washrooms the rinsing operation is performed using a germicidal solution.
There will be no surface dirt or stains visible following the floor washing operation. Walls, baseboards and other surfaces will be free of watermarks, splashing and scars from equipment .The floor will be free of streaks and loose mop strands. Water or other cleaning solution will not have been allowed to collect under furniture legs or cabinets.
MACHINE SCRUB
Consists of applying a neutral detergent solution, agitating with a machine and brush or pad, picking up solution, rinsing with clear water and picking up rinse water. In clinical areas and washrooms the rinsing operation is performed using a germicidal solution.
There will be no surface dirt or stains visible following the scrubbing operation. There will be no finish build-up on the floor surface. Furniture (excluding file cabinets) will have been moved for complete floor coverage. Walls, baseboards and other surfaces will be free of watermarks, splashing and scars from equipment.
SPRAY BUFFING
Consists of a spray buff on a swept and damp mopped floor, approximately 50-cm ahead of the floor machine. Care must be taken that no solution is splashed against furniture, doors and baseboards. While the machine operates, the spray-buffing pad abrades black marks and irregularities. When the working face of the pad becomes loaded, turn the pad over or replace with a clean pad. Spray buffing is continued until all traffic marks are removed and shine restored. Floor shall be swept after spray buffing has been completed.
There will be no dust or dirt left on the floor after spray buffing. There will be no mudding or rippling effect caused by over- spraying. The floor will present an overall appearance of cleanliness and baseboards and equipment will be free of spray residue .
Consists of using a machine that rotates over 750 RPM to heat the floor finish and create a high sheen. Sometimes a restorer is applied to increase the layer of finish. Burnishing is only done after the floor area has been properly dust mopped and damp mopped to remove soil and harmful grit that could be ground into the finished surface . When the area has been completed the floor surface must be dust mopped to remove any dust that has been created by the burnishing.
There will be no dust or dirt left on the floor after burnishing. The floor will present an overall appearance of cleanliness with baseboards, equipment and furniture free of dust and build up.
BURNISHING
SCRUBBING / STRIPPING
Consists of removing the top layer or layers of floor finish, using the wet strip method. The wet strip method uses a minimum amount of solution followed with rinsing the floor twice with a neutralizer before applying sealer or finish. Baseboards to be cleaned after each operation to remove streaks and splashes.
There will be no surface dirt or sta ins visible following the scrubbing operation. There will be no finish build-up on the floor surface . Furniture will have been moved for complete floor coverage. Walls, baseboards and other surfaces will be free of watermarks , splashing and scars from equipment .
STRIP AND FINISH
Consists of moving furniture, sweeping floor, stripping using the wet method to remove all layers of finish, Applying a minimum of one coat of a water base sealer and three coats of non-slip floor finish, except in corridors, entrances and lobbies where four coats are applied. The floor finish is applied to SO cm from the baseboards except for the last coat, which is applied right to the baseboards. Each coat of finish to be laid in the opposite direction from the previous coat. Complete the operation by cleaning the baseboards.
The floor will be free of strea ks, mop strands, marks skipped areas and other evidence of improper application. The floor will be clean and bright looking including in corners and under furniture. There will be no residue on walls, baseboards, furniture and other surfaces. Chairs, waste paper baskets, will not be placed on desks or tables during cleaning task.
STRIP & RESEAL UNPAINTED CONCRETE
Consists of sweeping, stripping and applying one coat of an approved sealer to the floor .
There will be no surface dirt or stains visible following the operation. Walls, baseboards and other surfaces will be free of water marks, splashing and scar from equipment.
VACUUMING
STAIN REMOVAL CARPETS
Consists of removing dust, dirt and litter using an upright, canister or backpack type vacuum cleaner, capable of having a crevice tool attached to clean in corners and along baseboards. Vacuum cleaner to be equipped with a high filtration system that filters down to at least .5 microns.
Carpet and rugs will be clean and free from dust, dirt and other debris. Floor area under immediate edge of rugs will be free of dirt and dust. Bare floors around rugs will be clean. No dirt will be left in corners, under furniture, behind doors or radiators. Upholstered furniture will be free from dust, dirt and other debris. All furniture and equipment moved during the cleaning operation will be returned to its original location.
Consists of identifying the type of stain by look, feel or odors and the removal using the appropriate remover in accordance with commercial spot remover kit.
There will be no stain visible and no discoloration of the carpet after stain removal operation.
Consists of removing sand, slush VACUUMING or water using a wet & dry WALK-OFF MATS industrial type vacuum cleaner, equipped with the appropriate floor tools.
CLEANING FLOOR GRILLES
Consists of removing all dirt and debris from the surface and between the bars of foot grilles; removing the foot grille and cleaning the recessed pan and drain.
Walk-off mats will be clean and free of dust, dirt, sand, slush, salt and water after vacuuming. Floor area under the mat will be free of dust and dirt and present as clean.
Foot grilles and recessed pans will be free of dirt and debris after scheduled cleaning.
CLEANING NOTICE BOARDS & FIRE HOSE CABINETS
Consists of dusting display cases and notice boards, spot cleaning or washing sash and glass; dusting and washing interior of fire hose cabinets and washing both sides of cabinet door glass.
Notice boards and tire hose cabinets including glass will be clean.
GLASS CLEANING
Consists of washing glass surfaces with a detergent solution using a window squeegee and wiping dry with a clean micro fiber cloth.
Glass will be clean on both sides and free of streaks or smears. Sash, sill, stools and floors will be clean and free of watermarks. Items moved during the cleaning operation will have been replaced to original location.
CLEANING STAIRWAYS & LANDINGS
Consists of sweeping, dusting, mopping and stripping, spot cleaning walls and polishing handrails, doorknobs and other metal surfaces where applicable.
Stair landings, treads and corners of stair treads will be free of dirt, dust, streaks and debris. Stair railings, ledges, door moldings, radiators, window stools and grilles will be free from dust. Stair landings, treads, risers, walls and baseboards will be clean and free of watermarks and splashing from cleaning and finishing solutions. Hand railings doorknobs and other metal surfaces will be clean and polished.
ELEVATOR CLEANING
Consists of polishing interior metalwork, dusting and removing finger marks, smudges and stains from doors, doorframes and walls including the control panel. Scraping and vacuuming doorsill/track grooves in the cab and on each landing. Sweeping, damp mopping, spray buffing, stripping and refinishing noncarpeted floors . Vacuuming, spot cleaning and shampooing carpeted floors.
Floor, including corners, threshold, plates and door tracks will be clean and polished. Walk-off mats (when in place) will be clean and dry. The floor there under will be clean and dry. Carpeted floors will be free of dust, dirt and debris. Walls will be free of dust, finger or splash marks, streaking and watermarks. Handrails and baseboards will be clean and polished. Doors and frames will be free of finger marks, dirt and stains.
DUSTING
Consists of removing loose dirt, dust and cobwebs using a micro fiber system or vacuum cleaner with appropriate attachments. Lambs- wool, feather dusters and a wooly wonder type system are not to be used.
There will not be any dust or dust streaks on desks or other furniture. Glass tops on desks and tables will be clean and free of finger marks and stains. All pictures, plaques, furniture, files, sills, blinds, telephones, radiators, window Sills, door ledges, frames, louvers, baseboards aid partition ledges will be free of dust.
Consists of washing with a germicidal detergent all surfaces of wash basins, taps, exposed piping, flush tanks, toilet seats, toilet bowls and urinals to disinfect and remove dust, dirt, spots and stains. NO POWDER CLEANERS SHALL BE USED INOR ON WASHBASINS, TOILET BOWLS OR URINALS. Only a micro fiber system should be used.
All surfaces of wash basins, taps and all exposed piping and stains. All surfaces of flush tanks, toilet will be free of dust, dirt, spots and stains. All surfaces of flush tanks, toilet seats, bowls and urinals will have been disinfected. Plumbing fixtures will be free of stains and soap build-up.
Consists of washing with appropriate chemicals all surfaces of shower walls, floors, bright work and dispensers.
All surfaces of shower walls, floors, dispensers will be free of dust, dirt spots, stains and soap build up. Bright work will be streak free and free of soap build up. All surfaces will be sanitized with germicidal detergent.
Consists of removing used sanitary bag and replacing with a new bag. The receptacle is to be washed with a germicidal detergent to remove spots, stains, finger marks and odor.
All sanitary receptacles will be empty and a disposal bag replaced if required. All sanitary receptacles will be free of odor, spots, stains and finger marks.
PATROL CLEANING
Consists of picking up litter, wiping up spillage; cleaning tables, counter tops, all washroom fixtures; polishing mirrors, emptying waste receptacles in designated areas and replenishing waste dispensers. This work is in addition to the regular routing cleaning.
Floors will be free of litter and there will be no surface dirt or stains visible. Tables counter tops and all washroom fixtures will be free of dust, dirt and stains. Waste receptacles will be empty and clean. Washroom supplies will be replaced as applicable.
SPOT CLEAN DISPENSERS, WALLS STALL PARTITIONS, DOORS, SHELVES MIRRORS & LEDGES
Consists of removing finger marks, smudges, stains and graffiti using a moistened micro fiber cloth followed by a dry cloth.
All dispensers, shelves, shelf brackets and ledges will be free of finger marks, dust and stains. All mirrors will be clean. Walls stall partitions and doors will be free of dust, hand marks, water streaks, mop marks and fittings will be streak free. Walls up to a standing height will be free of all marks.
CLEANING WASHROOM FIXTURES
SHOWER CLEANING
CLEANING AND SERVICING SANITARY RECEPTACLES
EMPTY WASTE RECEPTACLES
Consists of emptying waste receptacles and replacing dirty plastic bags; All refuse is to be placed in designated space.
All paper and garbage receptacles plastic bags; All refuse is to be emptied if required and the exterior surface wiped clean
CLEANING VINYL & LEATHERETTE
Consists of removing soil marks and stains using an approved cleaner
There will be no dirt, soil marks or stains visible following the scheduled cleaning
Consists of washing and disinfecting all surfaces. The odor of the disinfectant must not be objectionable
The porcelain, metal and/or enamel surfaces will be clean and free of stains. All other surfaces will be free of spots, stains and streaks. All fountains will have been disinfected
Consists of dusting wall hung clocks overhead pipes, glass covered pictures, plaques, tops of partitions wall or ceiling ventilators exhaust fans; cleaning the glass on wall hung clocks, pictures or plaques.
Clocks, tops of lockers, over-head pipes, pictures, plaques, partition tops, and wall or ceiling ventilators and Exhaust fans will be free of dust after scheduled high cleaning. Metal and glass surfaces will be clean and free of streaks and stains
Consists of dusting or vacuuming both sides of the slats and adjoining window frame area.
Both sides of slats will be clean and free of dust. Window frames and adjoining area will be free of dust
Consists of removing dirt, dust and cobwebs using a vacuum cleaner equipped with the appropriate attachment
Ceiling tile will be free of dirt, dust, and cobwebs after vacuuming operation.
CLEANING DRINKING FOUNTAINS
HIGH CLEANING
DUSTING, VACUUMING HORIZONTAL BLINDS VACUUMING ACOUSTIC CEILING TILES
VACUUMING AIR GRILLES & DIFFUSERS
CLEANING GARBAGE ROOMS
Consists of removing dust, dirt and cobwebs using a vacuum cleaner equipped with a wand and brush attachment or wipe with a damp sponge and dry with a clean cloth.
Consists of sweeping the floor to remove debris or liner and washing the floor and the garbage cans with a disinfectant solution.
Air grilles and air diffusers will be free of dust, loose dirt and cobwebs after vacuuming operation
The floor will be clean and free of debris. Waste paper and the garbage will be properly stored in designated space. Empty garbage containers will be clean and free of odors
SCHEDULE F CLEANING SPECIFICATIONS
The University will expect to manage 'results not process ' or it’s Contractor, who will be expected to operate as a Self-Managed Supplier. The University will monitor contractor quality of service and operations from time to time in a collaborative effort to maximize performance. The Cleaning Specifications enclosed are provided as a guide to the degree of cleaning activity expected. There may be additional tasks required by the Contractor, which conform to the intent of the specifications but are not specifically noted. The Contractor will be responsible to provide the site with a check-list breakdown of the specifications for the site supervisor. F.1
SURFACE MANAGEMENT
There are, in the various areas within each property, a wide variety of unique materials, which require special treatment and handling when cleaning. A partial listing is included here for information purposes but the contractor, during the start-up phase, will be required to make an exhaustive inventory and operational plan to effectively deal with these areas: Unfinished marble and slate and wood flooring Unfinished concrete floors and columns Elevator metalwork, including ceilings, perforated metalwork on walls; Internal staircases F.2
SEPARATE LINE ITEMS TO BE PRICED Provide separate line item costing for the items below and supply with costing sheet:
RESIDENCE ITEMS - including all cleaning supplies 1. McDonald Residence dorm room cleaning - full clean including strip and wax floors. Furniture has to be removed from dorm rooms. 2. Cabot Residence- 4 bedroom apartment with 2 full baths, including furniture and appliance cleaning. Strip and wax floors.
COST
RESIDENCE ITEMS - including all cleaning supplies 3. Alumni Residence- Dorm rooms- full clean including furniture, 4. Alumni Residence- 5 bedroom apartment with 1 complete bath, full clean including furniture and appliances. Scrub and wax of common area floors. 5. Alumni & Harriss Residence – per room carpet cleaning and extraction. (dorm, suite and apartment bedroom) 6. Harriss Hall - Full Dorm room cleaning including furniture and entrance hall and full bathroom cleaning including strip and wax of floor area. 7. Residence Garbage removal from Cabot and Alumni buildings 2 days per week. (Monday & Thursday after 9am) 8. Hourly labour rate for additional work not under scope of work for residence cleaning and extra housekeeping services.
COST
F.3
EXCLUSIONS TO THE CONTRACT - SERVICES
Except where otherwise detailed in the specification: Cleaning and dusting of ceiling light fixtures Cleaning of special equipment including computer equipment, medical equipment (medical furniture to be cleaned as specified), and kitchen appliances including microwaves and office fridges. Cleaning of the buildings' exteriors other than what appears in the specifications. The following 3 areas must be priced separately: 1. Residences - Four (4) Residence Buildings will consist of all livable common areas, lounges, washrooms, offices, stairs elevators, laundry rooms, entrances and janitors closets. McDonald Residence - 3 floors, 2 wings, 12 public washrooms including showers, 6 laundry rooms and 2 offices. 5 day cleaning @ 8 hrs. per weekday and 4hrs per day cleaning on weekend. Cabot Residence - 4 floors, North & South Towers, 8 laundry rooms, 4 janitors’ closets and double set of stairs and entrances in each tower. 7 day cleaning @ 4hrs per day. Alumni Residence - 4 floors, elevator and 3 sets of stairs, 8 public washrooms, 4 lounges, 4 laundry rooms, 4 janitors closets, 1 RA office, common areas and entrances. 5 day cleaning @ 8hrs per weekday and 4hrs per day cleaning on weekend. Harriss Hall - 4 floors, elevator and 3 sets of stairs, 3 public washrooms, 1 cafeteria lounge (floors, ledges and windows), 4 laundry rooms, 4 offices, 5 janitors’ closets all common areas and entrances. 7 day cleaning @ 8hrs per day. *Cafeteria Lounge may shut down during summer and price would have to reflect shut down. 2. Vershuren Centre - 2.5 levels, 4 washrooms, showers, stairs, elevator, labs, lecture theatre, offices lounge areas, common areas, janitor closets, entrances - as per cleaning spec and scope. 3. Main Campus - as specified in cleaning spec and scope including Sullivan fieldhouse and Max Bell wellness center.
ATTACHMENT 1 Custodial Services Cleaning Frequency
FREQUENCY EXPLANATION Frequency D D2 W W3 2W M2 M Q A2 A 2A
CBU Cleaning Specification.xls
Service Requirements Daily Twice Daily Weekly Three times weekly Every 2 weeks Twice monthly Monthly Quarterly Twice Yearly Yearly Once every 2 years
