HomeMy WebLinkAboutPF 07/99, �O ��,�oF°�
. REPORT TO COUNCIL
EROM; Evcrett Bunlsma DATE: June 15,1999
Director of Parks & Facililics
REPORT NUMBER: PF 07/99
SUBJECT: Tender for Cleaning Services
Tendcr No. T-8•99
RECOMMENDATION:
It is rccommended to Council that;
1, Tender No. T•8-99 for Ihe Janitorial Clcaning bc awardcJ lo lhc low bid submiltcd by
Arsennl Cleaning Services Ltd. and a total projcct wst (3 ycar term) of 540G,028.24
be approved for the following facilitics:
Civic Complex Works Cenlre East Shore Communiry Center
Ccntral Librnry Rougc Hill Library GrcenwooJ Li6rary
Claremont Library Whitcvalc Library
2. Thc opproprinic officials of Ihc Town of Pickcring bc givcn authorily to givc cl�cct
thercto.
ORIGIN: Requat by Department of Parks & Facilities
Pickcring Public Library
AUTHORITY: 1999-2002 Opernting Budgcts
FINANCIAL IMPLICATIONS:
I.
Tendered Amount:
�•1}Zf.�'1 r t�.. ' :� t ,--�.�
-�..3.»f.5 ��.. .;,.w . �, ,.... �:...,. ..... ,�.. ,...v.13�».._.G. � �..--,��. . ..,:: 7.:_:..
Cleaning Services (3 year tetm) $384,119.40
i � - fyT
f _i:i4 1�1i:s� 1t ,.�. Y 1 ��. 4,.:
G.S.T. (7°/a) 21�908.84
+ - r� � + �
_., _.,.. . �x�,�,�;
�Total Amount � A$406,028.24
2.
Current Yeaz: Budget
1999 Budgct Civic Complex 2124-2435 S22,G08,92
(6 months Works Center 2315-2435 7,54G.12
only, July— East Shorc 2572-2435 6,29G.11
December) Comm. Ccnlres 2719•2435 G,296,11
Librarios 2745-2435 23,192.28
,,. .. ,
Totel SG5.939.54
Report to Council N PF 07/99 Dntc; Junc I5,1999 i l'
Subjech TenderNo,T•8-99
TenderforCleaning Services
FINANCIAL IMPL[CATIONS;
(continued)
Futura Years: Budget
200D Budget Civic Complex
(lanunry— WorksCenter
December) Eust Shore
Comm. Centres
Libraries
Pagc 2
2124-2435 $45,821.77
2315•2435 15,243.63
2572-2435 12,743.61
2719-2435 12,743.61
2745-2435 47,064.96
Total $133,617.58
Fulure Years: Budget
2001 Budget Civic Complex 2124-2435 $47,047.09
(Jtutuary— WorksCentcr 2315-2435 15,550.9G
December) East Shore 2572-2435 13,050.94
Comm. Centres 2719•2435 13,050.94
Libraries 2745-2435 48,374.G4
... .,. . , i
,. .. . :,,..
_
Tatal 5137,074.57
.. ;i. __
Futurc Yenrs: Budgct
2002 Budgct Civic Complex 2124-2435 S23,834.24
(G months Works Ccntcr 2315-2435 7,853.45
only January East Shorc 2572-2435 6,603.45
—July) Comm. Ccntres 2719•2435 6,G03.45
Librarics 2745-2435 24,501.9G
� � _ >Total ' � � � S G9,39G.55 �
. �: � : •r ; $
_.:,,� ._.. _ .
Grand Total 540G,028.24
The lotal cost af thc curtent contract (T-8•9G) over ihe past 3 ycars amounleJ to
$224,929.44. An incrcasc in costs in ihc amount of 5181,098.80 will bc chargcd
accordingly to Opemting Budgcis over the next 3 ycars.
Incrcased costs in the 1999 Opemting Budgcls (G months anly) will not cause an
overexpenditure in each account except for account # 2745•2435 Libraries, whcre the
increasa will not cause an overexpendilure in the Library's tolnl 1999 Operating Budget.
These cos�s will be budgeted uccordingly in future Operating Budgets (2,000, 2001 mid
2002) in order to ro(lect thesc increased servicc and tender costs over the 3 ycaz tcrm.
EXECUTIVE SUMMARY:
The current jnnitorial cleaning contract (3 yenr tertn) expires June 30, 1999 with In•Pro
Cleaning Services.
Incrcnsed cosis compared lo present 3 yeaz clenning conlract can ba nitributcd to lhe
following:
I. additional Librurics included in the contrncl
2. additionnl cicuning areas at Easl Shorc Communiry Centrc
3. Icvcl of acrvicc including full-timc aup�rvisor rcquircment of Contrnctor
4, esculation in costs sincc lust tcndcr (3 years previously)
� 12 Report to Council N PF 07/99
Subjcet: Tcndcr No. T-8•99
Tender for Clcaning Services
EXECUTNE SUMMARY:
(continued)
Datc, June I5, 1999
Pagc 3
By combining clenning service requircments ut all Libraries and IisteJ Municipal
Fncilities under one conlractor, n more cffeclive and eliicicnt operntions as n whalc will
result.
'fhe Director of Purks & Facililies and the Chief Exccutive Officer – Librarics
recommend proceeding with the low bid submilted by Arsenal Cleaning Services Ltd.
BACKGROUND:
Arsenal Cleuning Services Lid. have not performed uny previous wark for the Town of
Pickering. ReCercnces havc bcen checked and been dctcrtnined to 6e abovc averagc.
The Heulth & Safety Policy, to be used by this company, Ccrtificate of Clearance –
issucd by Workplacc Safcty and Insurancc BoarJ (WSID) und Ccrtificatc of Insurancc
submiucd havc all been revicwcd by thc Superintendent of Facilitics 1 and arc decmcJ to
be ucceplable.
Upon cnreful examinalion of ail lenders received nnd relevant Jocumenls, we rccommend
tha low bid submilteJ by Arsenal Clcaning Scrviccs LIJ. in Ihc amount of 5406,028.24 be
approved in ordcr to cummence July I,1999.
ATTACHMENTS:
1. Supply & Scrviccs memoranJum datcd Junc 10,1999
2. Rccord of Tenders opcned and checkect
3. Attendancc rccord of mandatory silc visit – May 29, 1999
Prcpared by:
, �
Lconnr unter
Superintcndent of Facilities 1
Approved / Endorscd By:
„e�. Evcrett Buntsma
Director of Purks & Facilitics
� / �`�--�""—�
Alexander Cameron
C.E.O. Pickering Public Lihraries
Gillis Patcrson
Director oCFinancc und Trcnsurcr
Recommendcd for lNe wnsidcrntfon of Pickering
Town Council
�
•.C� ,•
�
m], Qui , Chic Admin tivc OIT' e
1
�
Supply and Services
19
Inter-OHice Memorendum
To: Everelt Bunlsma
Dlrodor ol Parks 3 FaGlilles'
D�N: 10 June 1BOo
8ubj�ct: T�nd�rforClaninp8�rviu�
. T�nderNo.T-e•9i
Tendednp doeumenls for Geaninp services at Iha Pickerinp Clvic Complex, Pickerinp Cenlral Llbrery, Tovm Works
Cenlre and Eesishore Community Centre were opened on Wednesdey OB June 1998. A lalal of 35 companies were
Invited lo partiGpele of which 34 pieked up e lenderinp packepe for e nomrefundable fee o1530.00. A mandalory
s(le vlsit was heid and 12 bidders sipned In and altendad. A copy ol Ihe Recard of Tenders Opened end Checked Is
altached.
An adveAlsemenl was pleced In the Dally CommerGe� News, Ihe Picke�ing Communlly Pape end Ihe Toxm Web
Pape.
Purcheslnp Pollcles end Procedurea Ilem o.22(h) providee that whero Ihero aro inwrrod exiensions or misplaeed
deGmals, the bkl mey be corceded. Unll p�ices shell be used lo correcl exlensions. Putchaslny PoliGes and
Procedures Ilem 9.27.(e) permils Ihat ell deposils olher Ihan the low three bidders shell be relumed.
A summary of blds, aubsequenl to Ihe public openlnp, Is as follows:
Summary
' PST/GST Included
Biddar Tolal Atter Pricing Oplion:
Tend�nd Glculation Full Time 8upervl�or i
Amount i Chack {
Arsenai Cieanlnp Services Llmiled 33�,69�.81 3�,882,24 71,138.00
Nallonel Cleenlnp Conlradoro Incorporeled �/0,250.89 �/0,250.00 59,752.77
J 6 A Buildinp Services Ltd. �93,680.48 �D3,BB0.�8 95,520.00
Oalllind Maintenance 837,120.50 977,120.80 50,008.50
Concorde Meinlenence 8�0,586.34 850,102.8� 98,188,92
WeleAord Bulldinp Melnlenance 715,855.95 713,84B.4B 105,705.00
Alias Malntenence 78e,278.00 Included in TTA
In•Pro Cleenlnp Syslems Lld. Deemed Impropnr and reJeded: Revlsed Form al Tender Pape
FT•2 nol used, not retumed with lender submission.
Rd�nnc�: IB Nos. 3, 8; 17, 18, 19, Addendum N2; PPdP Ilem
Noe. 8.13 and 9.18(h)
BlVlew BuiWinp Service Lld. Deemed Improper end reJeded: Corporale Seal or sletemenl
lo bind Ihe corporallon not on lander submission; Certilicate ol
Clearance from WSIB nol Induded wilh lender submission.
R�farana: IB Nos. 11, 17, 1B, 18; TS Item 1B; PPdP Nos.
8.13 end 8.19 (h)
Hartnony Building Malnlenence unaWe to bid
JDI Cleenlrp Systeme uneble lo bid
Abbravl+tions: 7TA• Toul Tendered Amount IB • Informatlon to Bldders
TS • Tendering Spcclfiutlons
PP&P • Purch�siny Pollcles 6 Praedures
ATTACHMENTqL,TOREP01lTN riu7/�
T«,e«ra.r•e•a�
. ' t4 • P��
Purownl lo Intormalion lo Blddero Item 21, a wpy ol the He�Mh md 8alely pollcy lo be used on thle proJed hes been
roquested of ihe low bidder lor revlew dudop Ihe eveivatlon alepe of Ihls tender wll. Please atete If Ihe Pollcy submNled Is
acceqeble In your RepoA to CounGl. Should you roqulro fuAher Infortnetion Irom Ihe low bidder for review durinp lhe
ev�luelbn sbpe, pleex �dviae, .
you wlll t+e Inouch with him diredly or the Libnry'a inpul durirp he evaWaU n phese o hie processio Ubrery, ICa assumed
Please revleh� odpinel tenders• and relum. Remember lo InGuded In your Reporl lo CounGl:
(e) any pasl work experience with Arsenel Cleaning Services Ud,
InGudinQ wa�k Iocalion(e) or result of reterence check;
(b) the approprlate accounl number(s) lo whlch Ihis wodc Is lo be cheryed lo each faGlily;
• (c) the budpel amounl(s) essipned iherelo;
(� Treesurer's conOrmelion ot fundinp;
(e) reiated depa�lmenlal epproveis;
(q any roason(s) why the low bid ol Arsenel Cleanlrp Servlees Ud. is
oo� aeceplaae; and
(p) related comments specilic to Ihe proJed.
If you uire IuAher Inlortnetlon, please feel iree to conlad me.
ti,�
�ere A. Felpemacher Jeffrey
Maneper of Supply and 8ervlus
wpy lor. Sendy Cemoron, CEO, Pickednp PuWlc Ubrery
011 Paterson, Diredor of Flnenee 6 Treasurer
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