hay river recreation centre janitorial services · equipment required for specialist cleaning...

Request for Proposal

Hay River Recreation Centre Janitorial Services

Closing Location: Town of Hay River

100-62 Woodland Drive Hay River, NT

X0E 1G1

Closing Date and Time: The Town of Hay River requires three (3) complete copies of each proposal be submitted and

received by 3:00pm Mountain Standard Time on October 25, 2018

Contact Person:

Glenn Smith Acting Director of Recreation and Community Services

Phone: 867-874-6522 E‐mail: [email protected]

mailto:[email protected]

Town of Hay River Request for Proposal

Closing Date: October 25, 2018

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1.0 Summary of the Requirement

1.1 Objective

The Town of Hay River (the “Town”) is seeking proposals from individuals or companies for a Contract Custodian to manage the janitorial needs of the Hay River Recreation Centre (the “Centre”). Length of the contract will be for 2 years with a 3 year extension option.

1.2 Overview of the Hay River Recreation Centre

The Town is a community of approximately 3600 people nestled alongside the scenic Hay River and the south shores of the Great Slave Lake.

The Town operates the newly constructed Centre (2018), which is approximately 94,000 sq. ft. in size and was designed to facilitate a wide variety of activities. The key components of the facility are as follows:

• Community Hall (approx. 3000 sq ft)

• Multipurpose Room (approx. 2570 sq ft)

• Doug Weitermann Hall (approx. 1545 sq ft.)

• Curling Rink (approx. 8100 sq ft.)

• Curling Lounges (2) (approx. 2855 sq ft.)

• Arena Ice Surface (approx. 14780 sq ft)

• Walking Track (approx. 9150 sq ft)

• Aquatic Centre (approx. 17,540 sq ft)

• Dressing Rooms (11) (approx. 7550 sq ft)

• Players / Penalty Benches (4) (approx. 890 sq ft)

• Bleacher Seating (250)

• Offices (3)

• Lobbies (2)

• Elevator

• Stairwells (2)

• Toilets (26)

• Various storage areas (Approx. 1755 sq ft)

1.3 Overview of the Proposal Requirement

Proponents will be expected to provide proposals that address the terms of this RFP and the criteria outlined in Section 6 of this RFP. In doing so, Proponents shall keep in mind the following mandatory requirements and negotiable considerations.

Mandatory Service Requirements 1. Creation of monthly cleaning services schedule based on the usage of the Centre. 2. Use of Town provided industrial strength and environmentally friendly chemicals for

carrying out all janitorial services as indicated in Schedule “A”. 3. Experience in maintaining a high level of cleanliness. 4. Liaison with the Town on a weekly basis to discuss work status.



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5. The Centre operates year‐round on a flexible daily basis, based on a booking schedule. The Contract Custodian must be flexible to meet the needs of the users and the requirements of the janitorial services.

6. Responsible for ensuring that the Centre meets acceptable, as determined by the Town, standards of cleanliness, complies with all health regulations, requirements, and legislation.

7. The ability to meet all the requirements of the RFP on an ongoing basis. 8. Provision of a monthly invoice. The Town will make payment within thirty (30) days of

receipt of invoice.

Mandatory Contractor Requirements 1. Business License

The successful Proponent will be required to hold a Town business license. 2. Laws of Northwest Territories – Including Alberta Health and Occupational

Health and Safety Regulations Any Contract resulting from this process will be governed, construed, and interpreted in accordance with the laws and regulations in affect in the Town, in the Northwest Territories,

Canada.

The Contractor shall be deemed to be the Prime Contractor for the purposes of all Occupational Health and Safety Regulations during the performance of the work specified under the contract documents and shall supply and maintain, at its own expense, at a well‐known place at the work site, safety and first aid equipment necessary to protect and provide first aid to the Contractor (if an individual) and all employees of the Contractor (if a company) in the event of an accident or injury. Where deficiencies may exist in prime contractors safety program the Town’s safety policy will applied as deemed appropriate.

The Contractor shall also be required to maintain WHMIS certification. 3. Insurance

The Contractor shall, without limiting its obligation or liabilities, and at its own expense, provide and maintain throughout the Contract term, Comprehensive General Liability and property damage insurance in an amount not less than two million dollars ($2,000,000) per occurrence. The Contractor will provide the Town with evidence of the required insurance in the form of a completed Certificate of Insurance immediately following execution and delivery of the Contract.

4. Compliance with Laws and Worker’s Compensation Board The Contractor will give all the notices and obtain all the licenses and permits required to perform the Contract. The Contractor will comply with all laws applicable to the performance of the Contract and comply with the requirements of the Workers Safety and Compensation Commission (“WSCC”) Safety Act of the Northwest Territories, amendments thereto, or any successor legislation, and shall upon notice of the Town provide evidence of such compliance. The Contractor shall, at its sole cost, obtain and maintain in force during the term of this agreement Workers Safety and Compensation Commission (WSCC) coverage for the Contractor (if an individual) and all employees of the Contractor (if a company).



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Negotiable Considerations

1. The Town agrees to equip the Centre with janitorial equipment as indicated in Schedule “C”. All other required janitorial equipment is to be supplied by the Contractor including any equipment required for specialist cleaning services, such as steam cleaning and annual stripping / waxing.

2. The Town agrees to supply the Contractor with janitorial cleaning supplies as indicated in Schedule “D”

3. The start date of the Contract is negotiable, but should not be any later than November 26, 2018

4. Cleaning will occur nightly. However, hours worked are flexible as long as the entirely of the work laid out in this RFP is met in a satisfactory manner (as determined by the Town).

2.0 Request for Proposal Terminology

Throughout this Request for Proposal, terminology is used as follows:

“Contract” means the written agreement resulting from this Request for Proposal executed by the Town and the Contractor;

“Contractor” means the successful Proponent to this Request for Proposal who enters into a written Contract with the Town and the Contractor;

“Will”, “Shall”, “Must”, “Mandatory”, or “Required” means a requirement that must be met in order for a proposal to receive consideration;

“Proponent” means an individual or company that intends to submit a proposal in response to this Request for Proposal;

“Should”, “Desirable”, or “Ask” means a requirement having a significant degree of importance to the objectives of the Request for Proposal.

3.0 Request for Proposal Process

3.1 RFP Schedule

The required date for commencement of the Centre janitorial services is no later than November 1st, 2018. The following is a schedule for the selection process:

RFP Issued September 27, 2018 Mandatory viewing of Community Centre Space October 16 ,2018 Proposal Inquiries / Questions Deadline October 19, 2018 Submission Deadline / Closing Date October 25, 2018 Award Contract October 30, 2018 Start Date (by) November 26 ,2018



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3.2 Contract Term

Length of the contract will be for 2 years with a 3 year extension option.

3.3 Viewing All Proponents are required to attend a mandatory site viewing of the facility on the date specified in the RFP Schedule in 3.1. Proponents not in attendance will not be considered.

3.4 Inquiries

All inquiries to this Request for Proposal are to be directed, in writing or by e‐mail, to the following contact person. Information obtained from any other source is not official and should not be relied upon. Inquiries and responses will be recorded and may be distributed to all Proponents at the Town’s option. All RFP inquiries must be submitted 48 hours prior to RFP closing date.

Contact Person:

Glenn Smith Acting Director of Recreation and Community Services

Phone: 867-874-6522 E‐mail: [email protected]

3.5 Closing Date & Location

Proposals to be considered by the Town shall be received by 3:00 PM Mountain Standard Time on September 14th ,2018:

Closing Location: Town of Hay River 100-62 Woodland Drive Hay River, NT X0E 1G1

3.6 Number of Proposals

Proponents are requested to submit three (3) Hard copies of their proposals on or before the official closing date outlined herein. Proposals must not be sent by facsimile, compact disc, or other electronic means. Proposals and their sealed envelope should be clearly marked with the name and address of the Proponent and the title Hay River Recreation Centre Janitorial Services.

3.7 Late Proposals

Late proposals will not be accepted or considered, and will be returned unopened to the Proponent.

3.8 Evaluation & Selection

Each of the evaluation criteria that are detailed in Section 6 of this RFP will be evaluated using a numerical scale outlined below.

Rating 5: Excellent – Exceeds the requirements of the criterion in superlative and beneficial ways.

mailto:[email protected]



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Rating 4: Very Good – Exceeds the requirements of the criterion and provides some added value to the Municipality.

Rating 3: Good – Meets or exceeds the requirements of the criterion, but not necessarily in a value added way.

Rating 2: Average – Adequately meets most of the requirements of the criterion. May be lacking in some areas that are not critical.

Rating 1: Poor – Addresses some of the requirements of the criterion at a minimum level. Lacking in some critical areas.

Rating 0: Unsatisfactory – Proposal does not satisfy the requirements of the criterion in any manner.

The Town intends to enter into negotiation for a Recreation Centre Custodian with the Proponent with the highest total scoring proposal.

4.0 Proposal Preparation

4.1 Signing Proposals

The proposal must be signed by the person(s) authorized to sign on behalf of the Proponent and to bind the Proponent to statements made in response to this Request for Proposal.

4.2 Alternative Solutions

If alternative solutions are offered, Proponents must submit it in a separate proposal by the closing date. This proposal is subject to all the same requirements, terms, and conditions outlined in this Request for Proposal.

4.3 Irrevocability of Proposals

By submission of a clear and detailed written notice, the Proponent may amend or withdraw its proposal prior to the closing date and time. Upon closing time, all proposals become irrevocable. By submission of a proposal, the Proponent agrees that should its proposal be deemed successful, the Proponent would enter into a Contract with the Town.

4.4 Language

All responses to this Request for Proposal must be in English.

4.5 Proponent’s Expenses

Proponents are solely responsible for their own expenses in preparing and submitting a proposal, as well as for any subsequent interviews and negotiations with the Town (if any). If the Town elects to reject all proposals, the Town will not be liable to any Proponent for any claims, whether for costs or damages incurred by the Proponent in preparing the proposal, loss of anticipated profit in connection with any final Contract, or any other matter whatsoever.



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4.6 Limitation of Damages

Further to anything else stated herein, the Proponent, by submitting a proposal, agrees that it will not claim damages for any reason whatsoever relating to the Contract or in respect of the competitive process. The Proponent, by submitting a proposal, waives any claim for loss of profits if no agreement is made with the Proponent.

4.7 Firm Proposals

Unless subsequent negotiation of proposal terms are agreed upon, the proposal terms and conditions outlined in the proposal must be firm for 60 days following the closing date.

4.8 Currency and Taxes

Currency references are to be made in Canadian dollars. Goods and Services Tax shall be clearly identified where applicable.

4.9 Proposal Format

The following format should be followed in order to provide consistency in Proponent responses and evaluations.

a) Title Page showing the Request for Proposal number, Proponent’s name and contact information

b) Introduction signed by the person(s) authorized to sign on behalf of, and bind the Proponent to, statements made in the proposal.

c) A short (1 page) summary of the key features of the proposal. d) The body of the proposal, which addresses information requested and criteria to be

evaluated (see Section 6 of this Proposal for details on the criteria). e) List of equipment that may be brought on site by the Proponent. f) Any additional information

4.10 Resume and References

Include your resume and copies of any reference letters and / or contacts which include the name of the person, the company, phone and email at a minimum.

5.0 Additional Terms and Conditions

5.1 Liability for Errors

The Town has used considerable efforts to ensure an accurate representation of information in this Request for Proposal. The information contained in this Request for Proposal is supplied as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by the Town, nor is it necessarily comprehensive or exhaustive. Nothing in this Request for Proposal is intended to relieve Proponents from forming their own opinions and conclusions with respect to the matters addressed in this Request for Proposal.

5.2 Agreement with Terms

By submitting a proposal, the Proponent agrees to all the terms and conditions of this Request for Proposal.



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5.3 Modification or Termination of the Request for Proposal

The Town reserves the right to modify the terms of the Request for Proposal at any time at its sole discretion. Such modifications will be communicated to all Proponents through formal addendums.

The Town reserves the right to cancel this RFP or reject any and all proposals submitted. Furthermore, the Town shall not be obligated in any manner to any Proponent whatsoever until a written agreement has been duly executed relating to an approved proposal.

5.4 Ownership of Proposals and Freedom of Information

All documents, including proposals, submitted to the Town become property of the Town. They will be received and held in confidence by the Town, subject to the provisions of the Freedom of Information and Protection of Privacy Act.

5.5 Provision of Equipment and Supplies for Janitorial Services

The Town will provide janitorial equipment and supplies for the day to day cleaning of the facility as indicated in Schedule “E” and replace where required, if so deemed necessary by the Town. All other required janitorial equipment is to be supplied by the Contractor including specialist cleaning services, such as steam cleaning and annual stripping / waxing.

6.0 Criteria to be Included & Evaluated in the Proposal

Proponent’s will be reviewed based on the following criteria. The weighting to be used for each of the criteria is also outlined below.

WEIGHT (A) RATING (B) SCORE

CRITERIA 1 to 5 0 to 5 A x B

1. Qualifications 5

0 ‐5

0 − depth of experience (years in business)

− references (relevance and quality of)

− certifications

2. Financial Value to the Town 5 0 – 5 0

− total value of the contract1

3. Non Financial Value to the Town 3

0 ‐ 5

0 − scheduling to meet demand

− flexibility

1 Local pricing discounts in accordance with Bylaw 1574/GEN/2016



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4. Proposal Completeness & Quality

2

0 ‐ 5

0 − organization, clarity, overall presentation

− completeness and content quality

− thorough, yet succinct

TOTAL SCORE 0

7.0 Termination of Contract

1. The Contract cannot be sold or assigned to another party without the express written consent of the Town.

2. The Contractor shall be entitled to terminate the agreement at any time upon ninety (90) days written notice to the Town.

3. The Town may terminate this agreement immediately if and whenever the Contractor is in default of any of its obligations under this agreement and such default continues for more than Thirty (30) days following notice by the Town to comply with the agreement.

8.0 Schedules

A. Specifics of the Contractual Work Requirements B. Recreation Centre Layout C. Janitorial Equipment Inventory and Supplies

Schedule “A”

Specifics of the Contractual Work Requirements

A. General Management and Scheduling Responsibilities

1. Development of a cleaning schedule for Regular Cleaning and General Janitorial Responsibilities to be approved by Town

2. Submission of damage reports to the Town. 3. Provide quotes for required specialty cleaning (carpet steam cleaning, chairs, floor

waxing/stripping, special event cleaning, deep clean etc.) and health inspections, as indicated in “Section B.2 – General Janitorial Responsibilities” for approval by Town office. This will need to be submitted by the end of November 2018 for the following year (2019).

4. It’s expected that the Proponent will be on site for the annual health inspection. 5. The Contractor shall be responsible for ensuring that all reasonable means are

taken to ensure that the exterior doors and staff only sections of the facility are locked and/or secured when not in use and before vacating the building.

B. General Janitorial Responsibilities

B.1. Regular Cleaning: 1. General Washrooms (6) (Daily) 2. Doug Weitermann Hall (As used)

▪ Windows ▪ Carpeted Floor ▪ Bar

3. Walking Track (Daily) ▪ Glass Panels ▪ Viewing Windows ▪ Handrails ▪ Rubber Floored Track ▪ Garbage Cans (clean; empty; replace bags)

4. Multipurpose Room (As used) ▪ Windows ▪ Viewing Windows ▪ Rubber Flooring ▪ Storage Shelving

5. Stairwells (2) (Daily) 6. Elevator (Daily) 7. Upstairs Viewing Area (Daily)

▪ Vinyl Tile Flooring ▪ Viewing Windows ▪ Water Fountain

8. Curling Club (Weekly) ▪ Upstairs Lounge

• Carpet and vinyl flooring • Washrooms (clean; empty refuse; replace consumables)



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• Bar • Viewing Windows • Stairwell

▪ Downstairs Lounge • Vestibule • Carpet flooring • Change Rooms (2) (clean; empty refuse; replace consumables) • Viewing Windows

▪ Playing Surface • Carpet flooring • Viewing Windows

9. Arena Dressing Room Hallway (Daily) ▪ Rubber Flooring

10. Arena Dressing Rooms (5) (Daily) ▪ Rubber Flooring ▪ Shower ▪ Washroom (clean; empty refuse; replace consumables) ▪ Benches

11. Arena Ice Surface Area (Daily) ▪ Players Benches (2) ▪ Penalty Boxes (2) ▪ Score Keepers Box ▪ Rubber Flooring

12. Concession Area (Daily) ▪ Vinyl Flooring ▪ Seating Area ▪ Viewing Windows ▪ Garbage Cans (clean; empty refuse; replace bags)

13. Community Hall (As Used) ▪ Vinyl Flooring ▪ Windows ▪ Ice Machine ▪ Garbage Cans (clean; empty refuse; replace bags)

14. Aquatic Centre Lobby (Daily) ▪ Vinyl Flooring ▪ Seating Area ▪ Reception Desk ▪ Office ▪ Vestibules (2) ▪ Water fountain ▪ Garbage Cans (clean; empty refuse; replace bags)

15. Aquatic Centre (Daily) ▪ Change Rooms (3)

• Ceramic Tile Flooring • Showers • Washrooms (clean; empty refuse; replace consumables)

▪ Offices (2) ▪ Viewing Windows ▪ Viewing Area



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B.2. General Janitorial Responsibilities (the items listed here should be on the annual schedule, to be approved by the Town):

1. Arrange and be on site for: (Provide prices for these items separately that do not extend to the contract amount as these items are to be approved by the Town individually)

• Professional carpet cleaning two times per year.

• Professional floor stripping and waxing annually one time per year.

• Exterior window cleaning one time per year Undertake:

4. Wipe / dust of all window coverings a minimum of twice per year.

Schedule “B” - B. Recreation Centre Layout



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Schedule “C”

Janitorial Equipment Inventory and Cleaning Supplies

Mop & buckets 4 Automatic Floor Scrubber 1

Sweep Brooms 2

Push Brooms 2

Dustpans 2

Squeegees 2

Carts 2

Cannister Vacuum 2

Toilet Paper

Garbage Bags

Paper Towel

Disposable Gloves

Glass Cleaner (Glance)

Floor Cleaner (Stride)

Hand Soap (Polar Bear)

Toilet Cleaner (Mean Green)

Stain Remover (Powerball)

hay river recreation centre janitorial services · equipment required for specialist cleaning...

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