HomeMy WebLinkAboutOES 14-06
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REPORT TO
COUNCIL
Report Number: OES 14-06
Date: March 20, 2006
-
From:
Stephen Reynolds
Division Head, Culture & Recreation
Subject:
Tender for Cleaning Services
- Tender No. T-1-2006
File: A-2130-001-06
Recommendation:
1. That Report OES 14-06 regarding Cleaning Services be received; and that
2. Tender No. T-1-2006 submitted by In-Pro Cleaning Systems Ltd. for cleaning
services for a three year term, in the amount of $491,015.88 plus GST, be
approved for the following facilities:
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Pickerinq Municipal Facilities
Pickering Civic Complex
Operations Centre
East Shore Community Centre
Petticoat Creek Community Centre
Recreation Complex
West Shore Community Centre
Pickerinq Public Libraries
Main Branch
Claremont Branch
Greenwood Branch
Petticoat Creek Branch
Whitevale Branch
3. The appropriate officials of the City of Pickering be given authority to give effect
thereto.
Executive Summary:
The current cleaning contract (3 year term) expires March 31, 2006 with In-Pro Cleaning
Systems Ltd. Tenders have been received and renewal of this contract is required for a
further 3 year term to commence April 1, 2006.
The Manager, Supply & Services, the Director, Operations & Emergency Services, the
Division Head, Culture & Recreation and the Chief Executive Officer, Pickering Public
Libraries recommend proceeding with the low bid submitted by In-Pro Cleaning
Systems Ltd. (current service provider).
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Report OES 14-06
Date: March 20, 2006
Subject: Tender for Cleaning Services
- Tender No. T-1-2006
39
Page 2
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Financial Implications:
1.
Tendered Amount:
T-1-2006 - Tender for Cleaning Services (3 year term)
G.S.T.
Total Gross Tender Amount
G.S.T. Rebate
Total Net Tender Amount
$ 491,015.88
$ 34,371.06
$ 525,386.94
[$ 34,371.06)
$ 491,015.88
2. Source of Funds:
Year 1 (April 1/06 - March 31/07):
Civic Complex 2124-2435 $ 22,800.00
Works Centre 2315-2435 $ 18,857.16
East Shore (Seniors) 2572-2435 $ 13,428.60
Comm.Centres 2719-2435 $ 38,445.72
Libraries 2745-2435 $ 34,008.48
Recreation Complex 2731-2435 .$ 36.132.00
Year 1 Total .$163,671.96
Year 2 (April 1/07 - March 31/08):
Civic Complex 2124-2435 $ 22,800.00
- Works Centre 2315-2435 $ 18,857.16
East Shore (Seniors) 2572-2435 $ 13,428.60
Comm. Centres 2719-2435 $ 38,445.72
Libraries 2745-2435 $ 34,008.48
Recreation Complex 2731-2435 $ 36.132.00
Year 2 Total $163,671.96
Year 3 (April 1/08 - March 31/09):
Civic Complex 2124-2435 $ 22,800.00
Works Centre 2315-2435 $ 18,857.16
East Shore (Seniors) 2572-2435 $ 13,428.60
Comm.Centres 2719-2435 $ 38,445.72
Libraries 2745-2435 $ 34,008.48
Recreation Complex 2731-2435 $ 36.132.00
Year 3 Total $163.671.96
$491,015.88 maximum over 3 years
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The total annual cost of the current contract amounts to $194,966.56 (net G.S.T.) A
decrease in annual cost in the amount of $31 ,294.60 (net G.S.T.) will be reflected in the
annual operating budgets over the next three years. These lower costs will be
budgeted accordingly in future Operating Budgets (2007, 2008, 2009) in order to reflect
these tender costs over the three year term. Some of these savings are a result of
100% GST rebate and the balance are a result of efficiency changes to the contract
~ort OES 14-06
'iU
Subject: Tender for Cleaning Services
- Tender No. T-1-2006
Date: March 20, 2006
Page 3
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scope. Staff will continue to review the cleaning contract in all City facilities over the
next three years and implement any additional efficiencies in the operation.
The Director, Corporate Services & Treasurer has reviewed the budgetary implications
and the financing of the expenditures contained in this report and concurs.
Background:
Bids for T-1-2006 were received on Wednesday, February 1, 2006. Eighteen (18)
companies were invited to participate and the City received five (5) bids at the time of
closing.
The low bidder, In-Pro Cleaning Systems Ltd., are currently performing work for the City
of Pickering to our satisfaction over the last three years. References have been checked
and are determined to be satisfactory. Credit information as provided by D&B for In-Pro
Cleaning Systems Ltd. has been reviewed and is deemed to be satisfactory.
The Health and Safety Policy, Clearance Certificate issued by Workplace Safety and
Insurance Board (WSIB) and the WSIB Cost and Frequency Record as submitted by In-
Pro Cleaning Systems Ltd. have been reviewed by the (Acting) Coordinator, Safety &
Employee Development and are deemed acceptable.
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Upon careful examination of all tenders and relevant documents received, the Manager,
Supply & Services, the Director, Operations & Emergency Services, the Division Head,
Culture & Recreation and the Chief Executive Officer, Pickering Public Libraries
recommend the acceptance of the low bid submitted by In-Pro Cleaning Systems Ltd.
for Tender No. T-1-2006 in the amount of $491 ,015.88 (net G.S.T.).
This report has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
Attachment:
1. Supply & Services Memorandum dated February 9,2006
2. Record of Tenders Opened and Checked
Prepared By:
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Len Hunter ........
Supervisor, Facilities Operations
Everett I1í tsma
Directof.'Operations & Emergency
Services
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Report OES 14-06
Date: March 20, 2006
Subject: Tender for Cleaning Services
- Tender No. T-1-2006
41
Page 4
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<::::éS~ã?-~~ ~
Gillis Paterson
Director, Corporate Services & Treasurer
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Stephen ~ Ids
Division Head, Culture & Recreation
Cynthia earns
CEO, Pi kering Public Libraries
-
AV
Vera A. Fel emacher
Manager, Supply & Services
SR:lg
Attachments
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering CJty Co cil
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CORPORATE SERVICES DEPARTMENT
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MEMORANDUM
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February 9, 2006
To: Stephen Reynolds
Division Head, Culture & Recreation
Cynthia Mearns
Chief Executive Officer
From:
Vera A. Felgemacher
Manager, Supply & Services
Subject:
Tender for Cleaning Services
Tender No. T-1-2006
--,------.----
Tendering documents for cleaning services at the Pickering Civic Complex, Pickering
Public Libraries, Pickering Operations Centre, Petticoat Creek, Eastshore and
Westshore Community Centres and Pickering Recreation Complex Banquet Halls and
, Housekeeping, were received and opened on Wednesday February 1 J 2006. Pricing for
each facility and each library is stated within each tender for you review.
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A total of 18 companies were invited to participate of which 10 companies picked up a
tendering package for a non-refundable fee of $50.00. One addendum was issued. A
mandatory site visit was held on Tuesday, January 24, 2006; 9 bidders signed in and
attended of which 5 bidders responded and submitted a tender for this project.
A copy of the Record of Tenders Opened and Checked is attached. Tenders shall be
irrevocable for 60 days after the official closing date and time.
An advertisement was placed in the Daily Commercial News, the Pickering Community
Page and the City Web Page.
Purchasing Procedures PUR 010.001, Item 10.03(r) states unit price shall govern and
extension will be corrected accordingly, which has been completed.
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--
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Division Head, CultufI Recreation
Chief Executive Officer, Libraries
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Page 2
Februar¡ 9, 2006
43
SUMMARY
Three Year Term
April 1, 2006 to March 31 , 2009
PST / GST Included
Bidder Total Tendered Amount $ After Calculation Check
$
In-Pro Cleaning Systems 525,387.12 525,386.94
Ltd.
Arsenal Cleaning 553,891.92 553,891.92
Services Ltd.
J & A Building Services 624,101.04 624,101.04
Ltd.
Service Master Clean Deemed irregular and rejected: failure to provide documents
as specified; bid received on documents other than those
provided in the request, containing alterations not called for
and irregularities - automatic rejection unless otherwise
specified in the tendering instructions. Reference:
Information to Bidders, Item Nos. 17, 18 (b), 19, and 22,
Letter dated Jan.27.06, Purchasing Procedure No. PUR 010-
001, Item 10,04.6, Item 10.04.15.
CG Maintenance & Deemed irregular and rejected: failure to provide documents
Sanitary Products Inc as specified; bid received on documents other than those
provided in the request, containing alterations not called for
and irregularities. Reference: Information to Bidders, Item
Nos. 17, 18 (b), 19, and 22, Letter dated Jan.27.06,
Purchasing Procedure No. PUR-01 0-001, Item No. 10.04.6,
Item 10.04.15.
Euro Clean Inc. Unable to Bid
Master Building Unable to Bid
Maintenance
Pursuant to Information to Bidders Item 21, a copy of the Health and Safety Policy to be
used on this project; copy of current NEER, Map or Cost and Frequency Report,
Certificate of Clearance from WSIB and certificate of insurance will be requested of the
low bidder for review during the evaluation stage of this tender call. Please advise
Supply & Services when you wish this documentation to be called in for evaluation.
Include in your Report to Council the acceptability of these documents. Should you
require further information from the low bidder for review during the evaluation stage,
please contact Supply & Services. A copy of the tender submitted by In-Pro Cleaning,
Arsenal Cleaning and J & A Building Services Ltd. are attached for your review and their
bid deposits have been retained.
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Division Head, Culture &. Recreation
Chief Executive Officer, Libraries
Page 3
February 9, 2006
,........
Remember to also include in your Report to Council:
(a) any past work experience with In-Pro Cleaning Systems Ltd., including work
location(s) or result of reference check;
(b) the appropriate account number(s) to which this work is to be charged to each
facility;
(c) the budget amount(s) assigned thereto;
(d) Treasurer's confirmation of funding;
(e) related departmental approvals;
(f) any reason(s) why the low bid of In-Pro Cleaning Systems Ltd. is not acceptable;
and
(g) related comments specific to the project.
If you require further information, please feel free to contact me or a rrjember of Supply
& Services. \
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Vera A. Felgemachèf·/
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Attachment
copy for: Director, Operations & Emergency Services
Supervisor, Facility Operations (+attachment)
Library - Manager of Administrative Services (+attachment)
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