HomeMy WebLinkAboutOES 37-09
°0 REPORT TO
EXECUTIVE MEETING
PICK Report Number: OES 37-09
Date: July 6, 2009
278
From: Everett Buntsma
Director, Operations & Emergency Services
Subject: Tender for Facilities Cleaning Services
- Tender No. T-3-2009
- File: A-1440-001-09
Recommendation:
1. That Report OES 37-09 from the Director,', Operations & Emergency Services
regarding Facilities Cleaning Services Ltd.. be received;
2. That Tender No. T-3-2009 submitted by Arsenal Cleaning Services Ltd. for
facilities cleaning services, in.the amount bf $115,104 plus GST for year 1 and
$118,578 plus GST for year 2 be approved subject to the annual review and
extension to the contract by the Manager, Supply & Services for the following
facilities:
Pickering Municipal Facilities Pickering Public Libraries
Operations Centre Main Branch
East Shore Community Centre Claremont Branch
Fire Hall #5 (Administration Office) Greenwood Branch
Petticoat Creek Branch
Whitevale Branch
3. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect thereto.
Executive Summary: The current cleaning dontact (3 year term) expired on March
31, 2009 with Arsenal Cleaning Services Ltd. Prior to retendering the cleaning contract
in its existing form, Facilities Operations staff and rtook a thorough review of the
contract conditions, levels of service, limitations s d problem areas. The existing
contract with Arsenal was extended to July 31, 2!.01
,09 to enable this process.
A revised contract document was prepared on the basis of this review, one which staff
feel will provide a better level of service, more accountability and a reduced
expenditure.
Report OES 37-09 July 6, 2009
Subject: Tender for'Facilities Cleaning Services Page 2
Tenders have been received and award of this contract is required for a one year term
year commencing August 1, 2009 with an optional second year commencing August 1,
2010.
The Director, Operations & Emergency Services the CEO, Library, the Fire Chief, the
Division Head, Municipal Property & Engineering, the Division Head, Facilities
Operations and the Manager, Supply & Services recommend proceeding with the low
bid submitted by Arsenal Cleaning Services Ltd. (current service provider).
Financial Implications:
1.
TENDER AMOUNT
T-3-2009 Tender for Facilities
Cleaning Services (2 year
term) $233.682.00
GST 11,684.10
Sub-Total 245,366.10
GST Rebate (11,684.10)
Total $233,682.00
2.
APPROVED SOURCE OF FUNDS
Year 1 - Auq 1, 2009 - July 31, 2010
Operations Centre 2315-2435 $18,360.00
East Shore Community Centre (Seniors) 2572-2435 39,060.00
Fire Hall #5 (Administration Office) 2740-2435 7,800.00
Libraries 2745-2435 49,884.00
Year 1 Total $115,104.00
Year 2 - Auq 1, 2010 - July 31, 2011
Operations Centre. 2315-2435 $18,912.00
East Shore Community Centre (Seniors) 2572-2435 40,236.00
Fire Hall #5 (Administration Office) 2740-2435 8,040.00
Libraries 2745-2435 51, 390.00
Year 2 Total $118,578.00
$233,682.00 maximum over 2 years
The total annual cost of the current contract for Year 1 amounts to $115,104 plus GST,
Year 2 has an increase in annual costs in the amount of $3,474 plus GST, which will be
reflected in the annual operating budget for 2010. The extension of Year 2 of the
contract, which reflects a 3% increase in costs, is contingent upon satisfactory
performance in Year 1.
i
CORP0227-07/01 revised
j
Report OES 37-09 July 6, 2009
Subject: Tender for Facilities Cleaning Services Page 3
280
The current cost of the cleaning contract is $186;785 annually. With the strategic use of
existing staff to cover key areas, a cost savings of $71,681 annually has been achieved
by eliminating the Pickering Civic Complex and Pickering Recreation Complex from the
contracted service. This will result in additional staff costs for cleaning but the net
financial impact will still be an overall cost savings which cannot be quantified at this
time.
Sustainability Implications: This revised cleaning contract has been modified to
reflect an efficient and accountable approach to contracting out services, with the use of
existing facilities staff to cover key areas. This approach results in an overall cost
savings and more accountability.
Background: Tenders for T-3-2009 were ireceived on Thursday, June 4, 2009.
Six (6) companies were invited to participate and, the City received five (5) bids at the
time of closing.
The low bidder, Arsenal Cleaning Services Ltd., is currently performing work for the City
of Pickering. With the revised contract in its new scoped format and with Arsenal's
familiarity with the City's requirements, staff feel that acceptance of the low bid would be
appropriate and cost effective.
The Health and Safety Policy, Clearance Certificate issued by Workplace Safety and
Insurance Board (WSIB), the WSIB Cost and Frequency Record and Certificate of
Insurance as submitted by Arsenal Cleaning Services Ltd. have been reviewed by the
Coordinator, Health & Safety and are deemed acceptable.
Upon careful examination of all tenders and releviant documents received, The Director,
Operations & Emergency Services, the Chief Executive Officer, Library, the Fire Chief,
the Division Head, Municipal Property & Engineering, the Division Head, Facilities
Operations and the Manager, Supply & Services recommend the acceptance of the low
bid submitted by Arsenal Cleaning Services Ltd. for Tender No. T-3-2009 in the amount
of $233,682 plus GST.
This report has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
Attachments:
1. Supply & Services Memorandum dated June 5, 2009
2. Record of Tenders opened and checked
CORP0227-07/01 revised
Report OES 37-09 July 6, 2009
Subject: Tender for. Facilities Cleaning Services Page 4
281
Prepared By: Approved / dorse y:
10002
Ton revedel verett Buntsma
Division Head, Facilities Operations Director, Operations & Emergency
services
Gillis Paterson
Director, Corporate Services &
Treasurer
Oic rd Holborn
ision Head, Municipal Property &
jngineering
r
Bill Douglas
Fire Chief
C thy Grant
CEO, ickering Public Libraries
V-ra A: F P
e
macher
C P.P., C O, CPPB, C.P.M., CMM 11
Manager, Supply & Services
CORP0227-07101 revised
Report OES 37-09 July 6, 2009
Subject: Tender for Facilities Cleaning Servicm Page 5
282
TP:mld
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering City Cou 'I
III
Thom J. inn, RDMR, ~A?
Chief Administrative Officer
i
CORP0227-07/01 revised
i
i.
A1`t HMl!NT#_1_ TO REPORT#JC~S7 D 9
283 city 00 '0~
PIC MEMO
To: Tony Prevedel June 5, 2009
Division Head, Facilities Operations
Carol MacDonald,
Manager of Administrative Services
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Supervisor, Facilities Operations
Manager, Projects and Facilities
Subject: Tender No. T-3-2009
Tender for Facility Cleaning Services
Closing: June 4, 2009
f
Tenders have been received for the above project. Six (6) companies were invited to participate.
An advertisement was placed on the City's Website yhelding additional interest. A total of twelve
(12) companies picked up tendering packages. A mandatory site visit was held on Tuesday, May
26, 2009 and nine (9) bidders attended of which five (5) bidders responded and submitted a tender ,
for this project.
A copy of the Record of Tenders Opened and Chepked used at the public tender opening is
attached. Tenders shall be irrevocable for 60 days after the official closing date and time.
Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit prices
and extensions; unit prices shall govern and extensions will be corrected accordingly, which has
been done.
SUMMARY
PST & GST•in luded
Bidder Total tendered Amount $ After Calculation Check $
Year 1 Year 2 Year 1 Year2
Arsenal Cleaning Services Ltd. $120,859.20 124,506.90 $120,859.20 $124,506.90
J&A Cleaning Solutions Ltd. $133,560.00 133,560.00 $133,560.00 $133,660.00
CG Maintenance $182,800.80 1205,454.34 $182,800.69 $190,909.81
Automatic rejection - Bid contains alterations not called for,
Associated.Pro Cleaning qualifying the bid. Reference: Purchasing By-law No. 5900-
01, Procedure No, PUR 010-001, 10.04, Item 5, IB Item 14,
16, 17, 18; letter ated June 2, 2009 Addendum No. 1
-1211WC 3-1-0c)
i10 REPORTff-k-10-
ant 284
Automatic rejection - Addendum not acknowledged.
Beeta Building Services Inc. Reference: Purchasing By-law No. 5900-01, Procedure No.
PUR 010-001, 10.04, Item 12, IB Item 3 (b), 17, 18; letter
dated June 2, 2009 Addendum No. 1
Super Shine Janitorial Services Unable to Bid
[Ltd.
Pursuant to Information to Bidders Item 20, the following will be requested of the low bidder for
your review during the evaluation stage of this tender call. Please advise when you wish us to
proceed with this task.
(a) a copy of the current and dated Health and Safety Policy to be used.on this project;
(b) a copy of the current Workplace Injury Summary Report issued by Workplace Safety &
Insurance Board (in lieu of the Workplace Injury Summary Report document, a copy of the
current CAD 7, NEER, or MAP reports may be submitted);
(c) a copy of the current Clearance Certificate issued by Workplace Safety & Insurance
Board;
(d) the City's Certificate of Insurance shall be completed by the bidder's agent, broker or
insurer;
(e) Waste Management Plan;
(f) Acknowledge by signature the City's Accessibility Regulations for Contracted Services
(Form, Page 44 of tendering document).
Include the following items in your Report to Council:
(a) if items (a) through (d) noted above, are acceptable to the Co-ordinator, Health &
Safety
(b) any past work experience Arsenal Cleaning Services Ltd. including work location;
(c) without past work experience, if reference information is acceptable;
(d) the appropriate account number(s) to which this work is to be charged;
(e) the budget amount(s) assigned thereto;
(f) Treasurer's confirmation of funding; .
(g) related departmental approvals;
(h) any reason(s) why the low bid of Arsenal Cleaning Services Ltd. is not acceptable; and
(i) related comments specific to the project.
Please do not disclose any information to enquiries except you can direct them to the City's
website for the unofficial bid results as read out at the public tender opening. Bidders will be
advised of the outcome in due course.
If you require further information, please feel free to contact me or a member of Supply &
S rvices.
VF/jg~
Attachments
June 5, 2009
Tender No. T-3-2009 Page 2
Tender for Facility Cleaning Services
FITACHMENTS 9 s" REPORT#„Q,627-69
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