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Home My WebLink AboutOES 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 ~ of 285 n y' G) D W ~ m D (D 0 CD C aP . W m n' o 0) a D m ~ rI r > j co n a n: m (n O co CD CL X cn Cl) m (D m ~ z y ~ m r ~ a a co C CL q n t~D f/) H H N N (D z y 0 y. 7 O W T NM CD m O O BI g o1 C 0 p O O O a 0 0 Ql Q o cyi v °m 0 m o D m0 ~ m C U) -n 0 z °1 n m ~o K m MA n . C, a) Z m m~ LA)' N o z c) a) N4 ti o ° \ r (D _ _W A C o CD M O "1 1E (N n c (D M CD m D v -a a M X W °v N m W cn U) 3 z t z .44 n 0 1 mm z 1 i