Report to: GENERAL COMMITEE Date Report Authored:
SUBJECT: Request for Proposal 164-R-09 Janitorial Services for Various Locations within the Town
PREPARED BY: Brian Millar, Civic Centre Coordinator, ext. 6190
Patti Malone, Senior Buyer, ext. 2239
RECOMMENDATION:
1) THAT the report “Request for Proposal 164-R-09 Janitorial Services for Various Locations within the Town” be received;
2)
3)
4) AND THAT this project be funded from various Town Department’s Operating Budgets as detailed in appendix A;
AND THAT Staff be authorized and directed to do all things necessary to give effect to this resolution.
PURPOSE:
The purpose of this report is to obtain approval to award the contract for the janitorial services for various Town locations.
BACKGROUND:
The Town currently has a total of 19 locations requiring janitorial services with the services currently being performed by Arsenal Cleaning Services Inc.
This RFP was issued for the provision of Janitorial Services for the following locations:
· Anthony Roman Civic Centre
· Markham Theatre
·
· Varley Art Centre
· Operations Yard
· Old Unionville Library
· Women’s Institute
· Warden House
· Unionville Train Station Community Centre
· Central Parks Shop
· West Parks Shop
· Forestry Shop
·
·
· Armadale Community Centre
·
·
· Unionville Library
· Thornhill Community Centre
As per the previous contract under Request for Proposal (RFP) 024-R-04, the intention of this RFP is to consolidate all locations under one contract with the preference being to award to one contractor.
The following are the benefits of consolidating the contracts and awarding to one vendor:
· Administrative costs and time savings issuing separate bids
· Consolidated Billing – one monthly invoice as apposed to five separate invoices
· Consistent level of service and standard of cleaning throughout the Town
OPTIONS/ DISCUSSION:
All bids were
issued in accordance with the
PROPOSAL INFORMATION:
|
Advertised, place and
date |
ETN |
|
Bids closed on |
|
|
Number picking up bid
documents |
49 |
|
Number responding to
bid |
8* |
* One bidder was disqualified after bid opening as their company did not attend the mandatory site meetings on July 23/24, 2009. As per the Town’s General Terms and Conditions Section 12, “Bidders failing to attend and register for the mandatory site meeting will be disqualified”.
EVALUATION RESULTS:
The evaluation team for this RFP was comprised of
staff from Asset Management Department with
The evaluation was based on the pre-established
evaluation criteria as listed in the Request for Proposal: price 30%, operational
practices 35%, and past experience of bidder 35%, for a total of 100% with
resulting scores as follows:
|
BIDDER |
Score (Out of 100) |
Ranked Results |
|
CG Maintenance
Sanitary Products Inc* |
80 |
1 |
|
Arsenal Cleaning Services |
78 |
2 |
|
Empire Maintenance Industries LP |
61 |
3 |
|
BRT Canada Inc. |
57 |
4 |
|
|
53 |
5 |
|
In-Pro Cleaning Services |
47 |
6 |
|
Beeta Building Services
Inc. |
45 |
7 |
*The lowest
priced bidder ($263,473.56) (CG Maintenance Sanitary Products Inc) (CG) requested
on
The Town’s General Terms and Conditions does not allow for any withdrawal of bids after bid closing. In reviewing the submission from CG, Staff have recognized significant concerns about their ability to complete the work at 8100 Warden Ave and Markham Theatre based on pricing submitted, as the pricing is significantly lower than the market value and (in light of the fact that the workers will be paid an hourly wage) the quality, thoroughness of the work will suffer as a result.
Since, the Town’s evaluation team has a concern with CG ability to complete the work based on the pricing submitted, they are recommending awarding to the 2nd ranked company (Arsenal Cleaning Services).
Arsenal Cleaning Services is the second highest ranked and third lowest priced bidder (11% higher than the 2nd lowest priced bidder) who has proven experience, provided excellent operational practices (Scheduling of Work, Health & Safety, Environmental Protection) within their submission, as well as providing qualified staff at a competitive price.
In comparison to the 2004-2009 Janitorial cleaning contract for the same locations, Arsenal Cleaning Services Ltd. bid submission equates to an increase of 5% from these years, however, the prices presented are firm fixed until 2012.
Price submissions under RFP 164-R-09 ranged from $263,473.56 (low bidder (CG) who requested to pull out of bid process) to $697,216 (high bidder) exclusive of GST.
ENVIRONMENTAL CONSIDERATIONS
The bid document mandated that all cleaning products used throughout the Town for this contract shall be Eco Logo “Green” certified cleaning solutions. The EcoLogo Program certifies products that compliment "green" cleaning programs and help to "green" the cleaning and janitorial sector. These criteria reflect environmental leadership in the cleaning and janitorial sector, and encourage reduced environmental impacts.
Advantages of EcoLogo certified products are, but not limited, to being readily biodegradable (better for the environment), contain very low VOC’s (volatile organic composites) that keep indoor air pollution to a minimum.
FINANCIAL CONSIDERATIONS
Balance remaining will be used for other facility maintenance expenditures/ contracts. For further account details, please refer to appendix A.
The remaining expenditures for 2009 (August to December), estimated at $65,692 (excluding GST) to be provided from the various Departmental Operating Accounts as illustrated in Appendix A)
HUMAN RESOURCES CONSIDERATIONS
Not applicable.
ALIGNMENT WITH STRATEGIC PRIORITIES:
Not applicable.
BUSINESS UNITS CONSULTED AND AFFECTED:
Not applicable.
RECOMMENDED
BY: ________________________ ________________________
Steve Andrews Brenda Librecz, Director of Asset Management Commissioner, Community
& Fire Services
ATTACHMENTS:
Appendix A – Budget Allocation