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Home My WebLink AboutOES 50-02 '7 4 Ciú¡ o~ REPORT TO THE FINANCE & OPERATIONS COMMITTEE Report Number: OES-50-02 Date: November 6, 2002 From: Stephen Reynolds Division Head, Culture & Recreation DATE: November 12,2002 Subject: Tender for Cleaning Services - Tender No. T-14-2002 File: CO3000 Recommendation: 1. That Report OES -50-02 be received by Council and; that 2. The Tender No. T-14-2002 submitted by In-Pro Cleaning Systems Ltd. for cleaning services inclusive of a full time supervisor for a three year term, in the amount of $460,767.00 plus GST, be approved for the following facilities: Pickerinq Municipal Facilities Pickering Civic Complex Operations Centre East Shore Community Centre Petticoat Creek 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 Janitorial cleaning contract (3 year term) expires December 31, 2002 with Arsenal Cleaning Systems Ltd. Tenders have been received. Increased costs compared to the present 3 year cleaning contract can be attributed to the escalation in costs to last tender (received in 1999) and the additional cleaning costs for the new Petticoat Creek Library and Community Center. 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. Report OES 50-02 Date: November 6, 2002 t75 Subject: Tender for Cleaning Services - Tender No. T-14-2002 Page 2 Financial Implications: 1. Tendered Amount: T-14-2002 - Tender for Cleaning Services (inclusive of a full time supervisor for a 3 year term) G.S.T. Total Gross Tender Amount G.S.T. Rebate Total Net Tender Amount $ 460,767.00 $ 32,253.69 $ 493,020.69 ($ 18,430.69) $ 474,590.00 2. Source of Funds: 2003 Budget: Civic Complex Works Centre East Shore Comm.Centres Libraries 2003 Total $ 35,103.77 $ 21,424.00 $ 15,553.00 $ 39,931.04 $ 46,184.86 $158,196.67 2124-2435 2315-2435 2572-2435 2719-2435 2745-2435 2004 Budget: Civic Complex Works Centre East Shore Comm.Centres Libraries 2004 Total 2124-2435 2315-2435 2572-2435 2719-2435 2745-2435 $ 35,103.77 $ 21,424.00 $ 15,553.00 $ 39,931.04 $ 46,184.86 $158,196.67 2005 Budget: Civic Complex Works Centre East Shore Comm.Centres Libraries 2005 Total 2124-2435 2315-2435 2572-2435 2719-2435 2745-2435 $ 35,103.77 $ 21,424.00 $ 15,553.00 $ 39,931.04 $ 46.184.86 $158,196.67 $474,590 maximum over 3 years The total cost of the current contract (T-8-99) over the past three years amounted to $406,424.84. An increase of costs in the amount of $68,165.16 will be charged accordingly to operating budgets over the next three years. These costs will be budgeted accordingly in future Operating Budgets (2003, 2004, 2005) in order to reflect these increased service and tender costs over the three year term. Report OES 50-02 Date: November 6, 2002 '76 Subject: Tender for Cleaning Services - Tender No. T-14-2002 Page 3 Background: Bids for T-14-2002 were received on Wednesday, October 2, 2002. Twenty-three companies were invited to participate and the City received twelve (12) bids at the time of closing. A copy of the Record of Tenders Opened and Checked at the public tender opening is attached. The low bidder, In-Pro Cleaning Systems Ltd., have performed previous work for the City of Pickering to our satisfaction. References have also been checked and are determined to be satisfactory. Equifax Commercial Information for the bidder has been reviewed and is deemed to be satisfactory. The Health and Safety Policy, to be used by this company, Certificate of Clearance- issued by Workplace Safety and Insurance Board (WSIB) and WSIB Cost and Frequency Record (dated October 9,2002) have all been reviewed by the Co-ordinator, Safety and Training and are deemed to be acceptable. Upon careful examination of all tenders received and relevant documents received (Health & Safety Policy, WSIB Cost and Frequency Record and WSIB Clearance Certificate), 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. in the tendered amount of $474,590 (including net GST). Attachment: 1. 2. Supply & Services Memorandum dated October 15, 2002 Record of Tenders Opened and Checked Evere nt Director, Op Services a Ions & Emergency ( 7 ,/ /' ~/~ ~../ Report OES 50-02 Date: November 6, 2002 7~1 Subject: Tender for Cleaning Services - Tender No. T-14-2002 Page 4 {/~ ~ Len Hun er Supervisor, Facilities Operations Cynthia Mearns CEO Pickering Public Libraries Vera A. elgemacher Manager, Supply & Services SR:lg Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council ", '78 ATT~ENT#-LTOREPORT# OE 5 ,,"""~",,~ 50<- 0'2 -~'" CORPORATE SERVICES DEPARTMENT October 15,2002 MEMORANDUM To: Stephen Reynolds Division Head, Culture & Recreation From: Vera A. Felgemacher Manager, Supply & Services Subject: Tender for Cleaning Services Tender No. T -14 - 2002 Tendering documents for cleaning services at the Pickering Civic Complex, Operations Centre, Eastshore Community Centre and Pickering Libraries, were received and , opened on Wednesday October 2, 2002. A total of 23 companies were invited to participate of which 14 picked up a tendering package for a non-refundable fee of $50.00. Two addendums were issued. A mandatory site visit was held on Tuesday, September 24, 2002, 14 bidders signed in and attended of which 12 responded and submitted a tender for this project. A copy of the Record of Tenders Opened and Checked is attached. 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 wil! be corrected accordingly, which as been completed. All deposits other than the low three bidders have been returned, as provided for "in Purchasing Procedures Item 010.001, Item 10.03(w). " . Bidder In-Pro Cleaning Systems Ltd. Arsenal Cleaning Services Ltd. J & A Building Services Ltd. Concorde Building Services Gaillind Maintenance Limited Kleenway Building Maintenance Services Bi View Building Service Ltd. Summary PST/GST Included Total After Full Time Supervisor Tendered Calculation Per Hour $ Amount $ Check $ (exclusive of Tax) 417,364.08 417,364.20 12.95 441,734.31 441,734.13 11.68 443,838.60 443,838.60 15.00 478,140.66 478,140.66 11.95 513,856.80 513,856.80 9.50 668,707.20 668,707.20 13.00 915,138.90 915,138.90 13.50 Division Head, Culture & Recreation October 15, 2002 Page 2 7'9 Consolidated Service Industries Corp. Impact Cleaning Services Ltd. CG Maintenance & Sanitary Products Inc. o/a Cleaning Solutions Canadian Carpet Cleaning Atlas Maintenance Systems Inc. Deemed irregular and rejected: Revised Form of Tender Page FT -1 and FT -2 not used not returned with tender submission; bid bond not sufficient. Reference: Information to Bidders, Item Nos. 17, 18 (b), 19, and 22; Purchasing Procedure No. PUR-01 0-001, Item Nos. 10.04.9(d),10.04.15 Deemed irregular and rejected: Revised Form of Tender Page FT -1 and FT -2 not used not returned with tender submission. Reference: Information to Bidders, Item Nos. 17, 18 (b), 19, and 22, Purchasing Procedure No. PUR- 010-001, Item No. 10.04.15 Deemed irregular and rejected: Revised Form of Tender Page FT -1 and FT -2 not used not returned with tender submission. Reference: Information to Bidders, Item Nos. 17, 18 (b), 19, and 22, Purchasing Procedure No. PUR- 010-001, Item No. 10.04.15 Unable to bid Unable to bid 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 and Certificate of Clearance from WSIB has been requested of the low bidder for review during the evaluation stage of this tender call. Please state if the documents submitted are acceptable in your Report to Council. Should you require further information from the low bidder for review during the evaluation stage, please advise. A copy of this memorandum has been forwarded to Cynthia Mearns, CEO, Pickering Public Library, in order that she can contact Len Hunter directly for the Library's input during the evaluation phase of this process. Tenders are irrevocable for sixty (50) days from October 3,2002. Division Head, Culture & Recreation October 15,2002 80 Page 3 Please review original tenders* and return. Remember to 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 offunding; (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. Ibt copy for: vi CEO, Pickering Public Library Director, Operations & Emergency Services Supervisor, Facility Operations ~ 00 N o. ! ~ CITY OF PICKERING RECORD OF TENDERS OPENED AND CHECKED Tender Description: Cleaning Services Tender No.: T-14-2002 Date: Wednesday, October 2, 2002 Time: Approx.2:15pm ~ I Atlas Maintenance Systems Inc. I YES I Bi-View Building Service Ltd. I YES ::t I Cleaning Solutions I ~ YES O( I Concorde Building Services I YES a.. w ~ Consolidated Service Industries I YES 0 I- Cor. \~ Gaillind Maintenance & Maid I YES Service In-Pro Cleaning Systems Ltd. I YES ~ !- I J & A Building Services Ltd. I YES Z w L Kleenway Building Maintenance :J: U Services Inc. ,« Impact Cleaning Services Ltd. ¡- J./'1. ¡.- ~ Can a ian Carpet Cleaning & Janitorial Services Þ'A"'¡'ì '-'^'i~t/" '" ~