REQUEST FOR PROPOSALS
TITLE:
JANITORIAL SERVICES AND CUSTODIAL
SERVICES – SURREY CITY CENTRE LIBRARY
Reference No.:
1220-030-2011-012
MAINTENANCE
FOR THE SUPPLY OF SERVICES
RDO V 05 09 2011
RFP (Services) No. 1220-030-2011-012
REQUEST FOR PROPOSALS
NOTICE TO JANITORIAL SERVICES CONTRACTORS
Project Title:
Janitorial Services and Custodial Maintenance Services– Surrey City Centre Library
Project Number:
1220-030-2011-012
Location:
10350 University Boulevard, Surrey, British Columbia
Description:
The City of Surrey, (the “City”) invites your firm to submit a Proposal for professional
Janitorial Services and Custodial Maintenance Services – Surrey City Centre Library,
Request For Proposals (RFP) #1220-030-2011-012. The work includes the provision
of all labour, tools, and equipment, to perform janitorial services and custodial
maintenance services.
General Components of Work include:
The work generally involves the performance of daily Daytime Services, nightly
Regular Cleaning Tasks of common areas, and office space, and “on-demand”
Additional (Project Cleaning Tasks) Services.
Proposal documents, any Addenda complete with schedules, floor plans,
specifications and conditions of the Request For Proposals will be available for
download from the City’s File Transfer Protocol website as follows:
ftp://ftp.surrey.ca/
Log on: pur
Password: welcome
Locate folder #1220-030-2011-012
To view this FTP site in Windows Explorer, click Page, and then Open FTP Site in
Windows Explorer.
Addenda
If the City determines that an amendment is required to this RFP, the City
Representative will post a written addendum on the City FTP site that will form part of
this RFP. No amendment of any kind to the RFP is effective unless it is posted in a
formal written addendum on the City FTP site. Upon submitting a Proposal,
Proponents will be deemed to have received notice of all addenda that are posted on
the City FTP site.
Inquiries
All inquiries related to this RFP should be directed in writing to the person named
below (the “City Representative”). Information obtained from any person or source
other than the City Representative may not be relied upon.
Acting Purchasing & AP Manager
Address: City of Surrey – Purchasing
6645 – 148 Street
Surrey, BC V3S 3C7
Fax:
604-599-0956
Telephone:
604-590-7274
Email:
purchasing@surrey.ca
Closing Date &
Time
Thursday, May 26, 2011 - 3:00 p.m. local time.
Proposals will be evaluated in accordance with the evaluation factors listed in Section 4 of the RFP. The City
reserves the right to accept or reject any or all Proposals submitted, waive minor irregularities in Proposals,
request additional information or revisions to Proposals, and to negotiate with any or all Proponents.
Any contract award will be to the Proponent that presents the Proposal that, in the opinion of the City of
Surrey is the most advantageous to the City of Surrey, based on the evaluation criteria in Section 4.
RFP (Services) No. 1220-030-2011-012
ii
TABLE OF CONTENTS
1.
INTRODUCTION .............................................................................................................................. 01
1.1
Purpose .................................................................................................................................... 01
1.2
Overview .................................................................................................................................. 01
1.3
Definitions ................................................................................................................................ 03
2.
INSTRUCTIONS TO PROPONENTS .............................................................................................. 03
2.1
Closing Time and Address for Proposal Delivery .................................................................... 03
2.2
Information Meeting ................................................................................................................. 04
2.3
Number of Copies .................................................................................................................... 04
2.4
Late Proposals ......................................................................................................................... 04
2.5
Amendments to Proposals ....................................................................................................... 04
2.6
Inquiries .................................................................................................................................... 04
2.7
Addenda ................................................................................................................................... 05
2.8
Examination of Contract Documents and Site ......................................................................... 05
2.9
Opening of Proposals .............................................................................................................. 05
2.10
Status Inquiries ........................................................................................................................ 05
3.
PROPOSAL SUBMISSION FORM AND CONTENTS .................................................................... 05
3.1
Package ................................................................................................................................... 05
3.2
Form of Proposal ..................................................................................................................... 06
3.3
Signature .................................................................................................................................. 06
4.
EVALUATION AND SELECTION .................................................................................................... 06
4.1
Evaluation Team ...................................................................................................................... 06
4.2
Evaluation Criteria .................................................................................................................... 06
4.3
Discrepancies in Proponent’s Financial Proposal.................................................................... 07
4.4
Litigation ................................................................................................................................... 08
4.5
Additional Information .............................................................................................................. 08
4.6
Interviews ................................................................................................................................. 08
4.7
Multiple Preferred Proponents and Changes to the Proponent Team .................................... 08
4.8
Negotiation of Agreement and Award ...................................................................................... 09
5.
GENERAL CONDITIONS ................................................................................................................ 10
5.1
No City Obligation .................................................................................................................... 10
5.2
Proponent’s Expenses ............................................................................................................. 10
5.3
No Contract .............................................................................................................................. 10
5.4
Conflict of Interest .................................................................................................................... 10
5.5
Solicitation of Council Members, City Staff and City Contractors ............................................ 10
5.6
Confidentiality........................................................................................................................... 10
5.7
Performance Security .............................................................................................................. 11
5.8
Fidelity Bond ............................................................................................................................ 11
SCHEDULE A – SCOPE OF SERVICES ................................................................................................... 12
A-1
Regular Cleaning Tasks........................................................................................................... 39
A-2
Project Specific Cleaning Tasks .............................................................................................. 39
A-3
Additional Services Cleaning Tasks ........................................................................................ 39
A-4
Basic Cleaning Performance Guidelines ................................................................................. 39
A-4-1 Green Cleaning Services Guidelines ....................................................................................... 39
A-5
Additional Services Performance Guidelines ........................................................................... 39
A-6
Floor Plan Illustrations ............................................................................................................. 39
SCHEDULE B – SAMPLE AGREEMENT .................................................................................................. 40
SCHEDULE C – FORM OF PROPOSAL ................................................................................................... 63
C-1
Statement of Departures .......................................................................................................... 66
C-2
Proponent’s Experience, Reputation and Resources .............................................................. 68
C-3
Proponent’s Technical Proposal (Project Services)................................................................. 72
C-4
Time Schedule ......................................................................................................................... 76
C-5
Proponent’s Financial Proposal ............................................................................................... 77
RFP (Services) No. 1220-030-2011-012
iii
REQUEST FOR PROPOSALS
1.
INTRODUCTION
1.1
Purpose
The purpose of this Request for Proposals (the “RFP”) is to invite qualified Proponents to
prepare and submit competitive Proposals for the supply of janitorial and custodial
maintenance services to the City of Surrey for the new approximately 77,000 sq. ft. City
Centre Library (the “Facility”) (owned and leased). Janitorial and custodial services,
which include regular, and project specific (optional) cleaning tasks specified in
Schedules A through A-6 (Incl.) (the “Services”).
The Proponents should submit information pertaining to their ability to perform the
specified services in a reliable, practical, cost effective manner, while maintaining the
highest standards regardless of the day or time. The City has specified its requirements
for Janitorial Services and Custodial Maintenance services in this RFP. The Proponent’s
Proposal shall meet such requirements.
Note: A portion of the fourth floor has be leased to Simon Fraser University.
1.2
Overview
The following is a brief description of the facility:
Surrey’s new City Centre Library, is located
at 10350 University Drive, Surrey, British
Columbia.
The City Centre library is
approximately 77,000 sq. ft. scheduled to
open summer of 2011.
The City Centre Library will be a unique
state-of-the-art environmentally friendly
landmark that provides access to the
broadest range of information, learning opportunities, and diverse cultural experiences.
The new City Centre Library will be:

The centrepiece for Surrey’s City Centre; adorned in architectural excellence for
the 21st century, the library will contribute to the vitality of the City and put Surrey
in a class with other great cities.

A foundation for the City’s future success by boosting economic and cultural
activity and attracting visitors from all parts of the country.

A source of pride and a great public space, where the community gathers to
celebrate, reflect, connect and share information, knowledge, and culture.

A trusted centre that inspires learning and knowledge exchange, empowers
people and encourages open dialogue.
City Centre Library will be a critical anchor that will set the stage for the future
development and transformation of downtown Surrey. It is to be part of a new civic
precinct that will include a city hall, public plaza and other civic facilities such as a
RFP (Services) No. 1220-030-2011-012
01
performing arts centre. Designed to LEED standards the library will be a world class
facility that will establish Surrey City Centre as Metro Vancouver’s second great
downtown.
The following is a brief description of the facility:
Floor plans
First floor
- Welcome desk (get a library card, accounts, etc.)
- New book display area
- Outreach services for the visually impaired
- Children's section
- Coffee shop
- Large community multipurpose room (capacity 120 people)
Second floor
- World languages collection
- Study and reading spaces
- Four small group study rooms/ consultation rooms
- Meditation room
- Adult fiction collection
- Electronic classroom (computer training) with 14 computers
Third floor
- Living room reading lounge
- Quiet and silent study areas
- Non-fiction collection
- Teen lounge and gaming area
- Two small study/consultation rooms
- Multi-purpose room
- Ask us information services and help with research
Fourth floor (Long-term plans)
- Genealogy library
- Continuation of the non-fiction collection
- Literacy centre
- Additional community meeting spaces (three classrooms initially being used by Simon
Fraser University continuing studies program)
RFP (Services) No. 1220-030-2011-012
02
1.3
Definitions
In this RFP the following definitions shall apply:
“City” means the City of Surrey;
“City Representative” has the meaning set out in section 2.6;
“City Website” means www.surrey.ca;
“Closing Time” has the meaning set out in section 2.1;
“Contract” means a formal written contract between the City and a Preferred Proponent
to undertake the Services, the preferred form of which is attached as Schedule B;
“Evaluation Team” means the team appointed by the City;
"Facility” means the Surrey City Centre Library, 10350 University Boulevard, Surrey,
British Columbia;
“Information Meeting” has the meaning set out in section 2.2;
“Preferred Proponent(s)” means the Proponent(s) selected by the Evaluation Team to
enter into negotiations for a Contract;
“Proponent” means an entity that submits a Proposal;
“Proposal” means a proposal submitted in response to this RFP;
“RFP” means this Request for Proposals;
“Services” has the meaning set out in Schedules A through A-2;
“Site” means the place or places where the Services are to be performed; and
“Statement of Departures” means Schedule C-1 to the form of Proposal attached as
Schedule C.
2.
INSTRUCTIONS TO PROPONENTS
2.1
Closing Time and Address for Proposal Delivery
Proposals must be received by the office of the:
Acting Purchasing & AP Manager
Address:
City of Surrey – Purchasing Section
6645 – 148 Street
Surrey, B.C. V3S 3C7
Fax:
E-mail for PDF Files:
604-599-0956
purchasing@surrey.ca
on or before the following date and time (the “Closing Time”):
Time: 3:00 p.m. [local time]
Date: Thursday, May 26, 2011
RFP (Services) No. 1220-030-2011-012
03
2.2
Information Meeting
An information meeting may be hosted by the City Representative to discuss the City’s
requirements under this RFP (the “Information Meeting”). While attendance is at the
discretion of Proponents, Proponents who do not attend will be deemed to have
attended the Information Meeting and to have received all of the information given at the
Information Meeting. At the time of issuance of this RFP a meeting has not been
scheduled.
2.3
Number of Copies
Faxed or emailed PDF Proposals are permitted, but a Proponent bears all risk that the
City's fax equipment functions properly so that the City receives the Proposal on time. If
the Proponent prefers to submit a hard copy, the Proponent should submit the original
unbound and three copies (four in total).
2.4
Late Proposals
Proposals received after the Closing Time will not be accepted or considered. Delays
caused by any delivery, courier or mail service(s) will not be grounds for an extension of
the Closing Time.
2.5
Amendments to Proposals
Proposals may be revised by written amendment, delivered to the location set out
above, at any time before the Closing Time but not after. An amendment must be signed
by an authorized signatory of the Proponent in the same manner as provided by section
3.3. Fax amendments are permitted, but such fax may show only the change to the
proposal price(s) and in no event disclose the actual proposal price(s). A Proponent bears
all risk that the City’s fax equipment functions properly so as to facilitate timely delivery of
any fax amendment.
2.6
Inquiries
All inquiries related to this RFP should be directed in writing to the person named below
(the “City Representative”). Information obtained from any person or source other than
the City Representative may not be relied upon.
Acting Purchasing & AP Manager
Address:
City of Surrey – Purchasing
6645 – 148 Street
Surrey, B.C. V3S 3C7
Fax:
Telephone:
Email:
RFP (Services) No. 1220-030-2011-012
604-599-0956
604-590-7274
purchasing@surrey.ca
04
Inquiries should be made no later than 7 days before Closing Time. The City reserves
the right not to respond to inquiries made within 7 days of the Closing Time. Inquiries
and responses will be recorded and may be distributed to all Proponents at the
discretion of the City.
Proponents finding discrepancies or omissions in the Contract or RFP, or having doubts
as to the meaning or intent of any provision, should immediately notify the City
Representative. If the City determines that an amendment is required to this RFP, the
City Representative will issue an addendum in accordance with section 2.7. No oral
conversation will affect or modify the terms of this RFP or may be relied upon by any
Proponent.
2.7
Addenda
If the City determines that an amendment is required to this RFP, the City
Representative will post a written addendum on the City website (www.surrey.ca) that
will form part of this RFP. No amendment of any kind to the RFP is effective unless it is
posted in a formal written addendum on the City website. Upon submitting a Proposal,
Proponents will be deemed to have received notice of all addenda that are posted on the
City website
2.8
Examination of Contract Documents and Site
Proponents will be deemed to have carefully examined the RFP, including all attached
Schedules, the Contract and the Site (as applicable) prior to preparing and submitting a
Proposal with respect to any and all facts which may influence a Proposal.
2.9
Opening of Proposals
The City intends to open Proposals in private but reserves the right to open Proposals in
public at its sole discretion.
2.10
Status Inquiries
All inquiries related to the status of this RFP, including whether or not a Contract has
been awarded, should be directed to the City Website and not to the City
Representative.
3.
PROPOSAL SUBMISSION FORM AND CONTENTS
3.1
Package
Proposals should be in a sealed package, marked on the outside with the Proponent's
name, title of the Project and reference number.
RFP (Services) No. 1220-030-2011-012
05
3.2
Form of Proposal
Proponents should complete the form of Proposal attached as Schedule C, including
Schedules C-1 to C-5. Proponents are encouraged to respond to the items listed in
Schedules C-1 to C-5 in the order listed. Proponents are encouraged to use the forms
provided and attach additional pages as necessary.
3.3
Signature
The legal name of the person or firm submitting the Proposal should be inserted in
Schedule C. The Proposal should be signed by a person authorized to sign on behalf of
the Proponent and include the following:
(a)
If the Proponent is a corporation then the full name of the corporation should be
included, together with the names of authorized signatories. The Proposal
should be executed by all of the authorized signatories or by one or more of them
provided that a copy of the corporate resolution authorizing those persons to
execute the Proposal on behalf of the corporation is submitted.
(b)
If the Proponent is a partnership or joint venture then the name of the partnership
or joint venture and the name of each partner or joint venturer should be
included, and each partner or joint venturer should sign personally (or, if one or
more person(s) have signing authority for the partnership or joint venture, the
partnership or joint venture should provide evidence to the satisfaction of the City
that the person(s) signing have signing authority for the partnership or joint
venture). If a partner or joint venturer is a corporation then such corporation
should sign as indicated in subsection (a) above.
(c)
If the Proponent is an individual, including a sole proprietorship, the name of the
individual should be included.
4.
EVALUATION AND SELECTION
4.1
Evaluation Team
The evaluation of Proposals will be undertaken on behalf of the City by the Evaluation
Team. The Evaluation Team may consult with others including City staff members, third
party contractors and references, as the Evaluation Team may in its discretion decide is
required. The Evaluation Team will give a written recommendation for the selection of a
Preferred Proponent or Preferred Proponents to the City.
4.2
Evaluation Criteria
The Evaluation Team will compare and evaluate all Proposals to determine the
Proponent's strength and ability to provide the Services in order to determine the
Proposal which is most advantageous to the City (including best value based on quality,
service and price), using the following criteria:
RFP (Services) No. 1220-030-2011-012
06
(a)
Experience, Reputation and Resources
The Evaluation Team will consider the Proponent's responses to items (i) to (iv)
in Schedule C-2, including any supplementary information.
(b)
Technical
The Evaluation Team will consider the Proponent's responses to Schedule C-4
and items (i) to (x) in Schedule C-3, including any supplementary information.
The ability of the Proponent to undertake the services to the quality standards
required by the service protocols and specifications and the other terms of the
project agreement including but not limited to:
(a)
the structure of, and ability of the Proponent to deliver on, the services and
requirements;
(b) the Proponent’s approach to, and organization of the delivery of the Services
over the Term;
(c) the level of commitment and nature of statements of support to be provided
by the Proponent; and,
(d) the extent to which variations are proposed in the terms of the final project
services and agreement.
(c)
Financial
The Evaluation Team will consider the Proponent's response to Schedule C-5.
The financial advantages of the Proposal including, but not limited to:
(a)
(d)
the Proposal’s affordability in comparison to the affordability requirements
set out in the RFP.
Statement of Departures
The Evaluation Team will consider the Proponent's response to Schedule C-1.
The Evaluation Team will not be limited to the criteria referred to above, and the
Evaluation Team may consider other criteria that the team identifies as relevant during
the evaluation process. The Evaluation Team may apply the evaluation criteria on a
comparative basis, evaluating the Proposals by comparing one Proponent's Proposal to
another Proponent's Proposal. All criteria considered will be applied evenly and fairly to
all Proposals.
4.3
Discrepancies in Proponent's Financial Proposal
If there are any obvious discrepancies, errors or omissions in C-5 of a Proposal
(Proponent's Financial Proposal), then the City shall be entitled to make obvious
corrections, but only if, and to the extent, the corrections are apparent from the Proposal
as submitted, and in particular:
RFP (Services) No. 1220-030-2011-012
07
4.4
(a)
if there is a discrepancy between a unit price and the extended total, then the unit
prices shall be deemed to be correct, and corresponding corrections will be made
to the extended totals;
(b)
if a unit price has been given but the corresponding extended total has been
omitted, then the extended total will be calculated from the unit price and the
estimated quantity;
(c)
if an extended total has been given but the corresponding unit price has been
omitted, then the unit price will be calculated from the extended total and the
estimated quantity.
Litigation
In addition to any other provision of this RFP, the City may, in its absolute discretion,
reject a Proposal if the Proponent, or any officer or director of the Proponent submitting
the Proposal, is or has been engaged directly or indirectly in a legal action against the
City, its elected or appointed officers, representatives or employees in relation to any
matter.
In determining whether or not to reject a Proposal under this section, the City will
consider whether the litigation is likely to affect the Proponent’s ability to work with the
City, its contractors and representatives and whether the City’s experience with the
Proponent indicates that there is a risk the City will incur increased staff and legal costs
in the administration of the Contract if it is awarded to the Proponent.
4.5
Additional Information
The Evaluation Team may, at its discretion, request clarifications or additional
information from a Proponent with respect to any Proposal, and the Evaluation Team
may make such requests only to selected Proponents. The Evaluation Team may
consider such clarifications or additional information in evaluating a Proposal.
4.6
Interviews
The Evaluation Team may, at its discretion, invite some or all of the Proponents to
appear before the Evaluation Team to provide clarifications of their Proposals. In such
event, the Evaluation Team will be entitled to consider the answers received in
evaluating Proposals.
4.7
Multiple Preferred Proponents
The City reserves the right and discretion to divide up the Services, either by scope,
geographic area, or other basis as the City may decide, and to select one or more
Preferred Proponents to enter into discussions with the City for one or more Contracts to
perform a portion or portions of the Services. If the City exercises its discretion to divide
up the Services, the City will do so reasonably having regard for the RFP and the basis
of Proposals.
RFP (Services) No. 1220-030-2011-012
08
In addition to any other provision of this RFP, Proposals may be evaluated on the basis
of advantages and disadvantages to the City that might result or be achieved from the
City dividing up the Services and entering into one or more Contracts with one or more
Proponents.
4.8
Negotiation of Contract and Award
If the City selects a Preferred Proponent or Preferred Proponents, then it may:
(a)
enter into a Contract with the Preferred Proponent(s); or
(b)
enter into discussions with the Preferred Proponent(s) to attempt to finalize the
terms of the Contract(s), including financial terms, and such discussions may
include:
(c)
(1)
clarification of any outstanding issues arising from the Preferred
Proponent's Proposal;
(2)
negotiation of amendments to the departures to the draft Contract, if any,
proposed by the Preferred Proponent as set in Schedule C-1 to the
Preferred Proponent's Proposal; and
(3)
negotiation of amendments to the Preferred Proponent's price(s) as set
out in Schedule C-5 to the Preferred Proponent's Proposal and/or scope
of Services if:
(A)
the Preferred Proponent's financial Proposal exceeds the City's
approved budget, or
(B)
the City reasonably concludes the Preferred Proponent's financial
proposal includes a price(s) that is unbalanced, or
(C)
a knowledgeable third party would judge that the Preferred
Proponent's price(s) materially exceed a fair market price(s) for
services similar to the Services offered by the Preferred
Proponent as described in the Preferred Proponent's Proposal; or
if at any time the City reasonably forms the opinion that a mutually acceptable
agreement is not likely to be reached within a reasonable time, give the Preferred
Proponent(s) written notice to terminate discussions, in which event the City may
then either open discussions with another Proponent or terminate this RFP and
retain or obtain the Services in some other manner.
RFP (Services) No. 1220-030-2011-012
09
5.
GENERAL CONDITIONS
5.1
No City Obligation
This RFP is not a tender and does not commit the City in any way to select a Preferred
Proponent, or to proceed to negotiations for a Contract, or to award any Contract, and
the City reserves the complete right to at any time reject all Proposals, and to terminate
this RFP process.
5.2
Proponent’s Expenses
Proponents are solely responsible for their own expenses in preparing, and submitting
Proposals, and for any meetings, negotiations or discussions with the City or its
representatives and contractors, relating to or arising from this RFP. The City and its
representatives, agents, contractors and advisors will not be liable to any Proponent for
any claims, whether for costs, expenses, losses or damages, or loss of anticipated
profits, or for any other matter whatsoever, incurred by the Proponent in preparing and
submitting a Proposal, or participating in negotiations for a Contract, or other activity
related to or arising out of this RFP.
5.3
No Contract
By submitting a Proposal and participating in the process as outlined in this RFP,
Proponents expressly agree that no contract of any kind is formed under, or arises from,
this RFP, prior to the signing of a formal written Contract.
5.4
Conflict of Interest
A Proponent shall disclose in its Proposal any actual or potential conflicts of interest and
existing business relationships it may have with the City, its elected or appointed officials
or employees. The City may rely on such disclosure.
5.5
Solicitation of Council Members, City Staff and City Consultants
Proponents and their agents will not contact any member of the City Council, City staff or
City consultants with respect to this RFP, other than the City Representative named in
section 2.6, at any time prior to the award of a contract or the cancellation of this RFP.
5.6
Confidentiality
All submissions become the property of the City and will not be returned to the
Proponent. All submissions will be held in confidence by the City unless otherwise
required by law. Proponents should be aware the City is a “public body” defined by and
subject to the Freedom of Information and Protection of Privacy Act of British Columbia.
RFP (Services) No. 1220-030-2011-012
10
5.7
Performance Security
Proponents should review the performance security requirements for the Contract set
out in Section 16 of Schedule B – Form of Agreement. Proponents are to submit with
their Proposal a letter from their financial institution confirming that the financial
institution will issue a letter of credit in the amount of $50,000 in favour of the City if the
Proponent is selected to enter into a Contract with the City.
5.8
Fidelity Bond
Proponents should review the fidelity bond requirements in Section 7.3(d) of Schedule B
Form of Agreement. Proponents are to submit with their Proposal a letter from their
insurer or insurance broker confirming that they will be able to provide the required
fidelity bond if selected to enter into a Contract with the City.
RFP (Services) No. 1220-030-2011-012
11
SCHEDULE A
SCOPE OF SERVICES
JANITORIAL SERVICES AND CUSTODIAL
MAINTENANCE
SURREY CITY CENTRE LIBRARY
RFP (Services) No. 1220-030-2011-012
12
SCHEDULE A – SCOPE OF SERVICES
PROFESSIONAL SERVICES FOR PROVISION OF CUSTODIAL MAINTENANCE AND JANITORIAL
SERVICES – CITY CENTRE LIBRARY
Project Reference No.: 1220-030-2011-012
TABLE OF CONTENTS
SECTION
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
33.
34.
35.
36.
37.
38.
39.
DESCRIPTION OF SCOPE OF SERVICES REQUIRED .............................................................. 13
PROJECT DELIVERABLES .......................................................................................................... 16
PROJECT TIMELINE ..................................................................................................................... 16
QUALIFICATIONS OF CONTRACTOR AND CONTRACTOR’S CLEANING STAFF .................. 16
CONTRACT SERVICES ................................................................................................................ 18
GENERAL CLEANING GUIDELINES ............................................................................................ 20
ENVIRONMENTALLY PREFERABLE CLEANING PRACTICES .................................................. 21
CITY’S GREEN CLEANING PROGRAM ....................................................................................... 21
FURTHER INFORMATION ............................................................................................................ 22
LABOUR, EQUIPMENT, CLEANING SUPPLIES & CONSUMABLES .......................................... 23
WORKPLACE HAZARDOUS MATERIAL INFORMATION SYSTEMS (WHMIS) ......................... 25
GENERAL DUTIES AND OBLIGATIONS ...................................................................................... 25
IDENTIFICATION BADGES AND UNIFORMS .............................................................................. 27
INCLEMENT WEATHER................................................................................................................ 27
CONTRACTOR’S REPORTING METHOD (EMERGENCIES) ..................................................... 27
CONTRACTOR REPORTS............................................................................................................ 27
CITY’S REPORTING METHOD ..................................................................................................... 28
RESPONSES AND CALLOUTS .................................................................................................... 29
STORAGE ...................................................................................................................................... 29
MAINTENANCE OF STORAGE ROOM(S) ................................................................................... 29
ALARM SYSTEMS AND BUILDING SECURITY ........................................................................... 30
HEALTH, SAFETY AND PROTECTION ........................................................................................ 31
FIRE PRECAUTIONS .................................................................................................................... 32
PROBATIONARY PERIOD ............................................................................................................ 32
PERFORMANCE AND INSPECTIONS ......................................................................................... 32
UNSATISFACTORY PERFORMANCE ......................................................................................... 33
ORDERING AND DELIVERIES OF CLEANING PRODUCTS AND CONSUMABLES ................. 34
EXTERIOR AREAS ........................................................................................................................ 34
REPORTS ...................................................................................................................................... 34
LOST AND FOUND ........................................................................................................................ 34
CRIMINAL BACKGROUND CHECK .............................................................................................. 35
TELEPHONE USAGE .................................................................................................................... 35
WASTE MANAGEMENT ................................................................................................................ 35
DAMAGES TO FINISHES AND APPURTENANCES .................................................................... 36
COMMUNICATIONS ...................................................................................................................... 36
UNOCCUPIED SPACE .................................................................................................................. 37
ATTENDANCE ............................................................................................................................... 37
SERVICE GUARANTEES .............................................................................................................. 37
CONDUCT ..................................................................................................................................... 38
1.
1.1
DESCRIPTION OF SCOPE OF SERVICES REQUIRED
The purpose of this Request for Proposals (the “RFP”) is to invite qualified Proponents to
prepare and submit competitive Proposals for the supply of janitorial and custodial
maintenance services to the City of Surrey for the new approximately 77,000 sq. ft. City
Centre Library (the “Facility”) (mixed use public library and leased educational).
1.2
Note: A portion of the fourth floor has been leased to Simon Fraser University
Surrey Campus in Central City to accommodate classes.
RFP (Services) No. 1220-030-2011-012
13
1.3
The Contractor will also be providing janitorial services and custodial maintenance
services to this leased area. The Contractor must adjust its cleaning schedule to
accommodate dates and times of classes (semester by semester). Class hours are
subject to change on short notice. The Contractor is required to communicate with
Simon Fraser University staff to confirm all dates and times of classes, and the times
class and administration space will be available for cleaning.
General cleaning requirements are defined within the cleaning task schedules as set out
below:
The Services and frequencies set out below are intended to be the minimum acceptable
standards.
1.4
The following cleaning task schedules and guidelines are included as part of this RFP.
JANITORIAL SERVICES AND CUSTODIAL MAINTENANCE – SURREY CITY
CENTRE LIBRARY - CONTRACT 1220-040-2011-012
CLEANING TASK SCHEDULE INDEX
SCHEDULE
TASK SCHEDULE TITLE
SHEET NO.
DATE
No.:
SURREY CITY CENTRE LIBRARY, SURREY, BC
A-1
Regular Cleaning Tasks
1
04/20/2011
A-2
Project Specific Cleaning Tasks
1
04/20/2011
A-3
Additional Services Cleaning Tasks
1
04/20/2011
A-4
Regular
Cleaning
Performance
Guidelines
Green Cleaning Services Program
1
04/20/2011
1
05/09/2011
Additional
Guidelines
1
04/20/2011
A-4-1
A-5
Services
Performance
1.5
Schedules A-1 through A-5 articulate required service frequencies and standards as well
as specific, unique requirements for this Facility or area which may be above and
beyond the general standards.
In addition, there are some unique cleaning
requirements which may exceed and supplement these general standards due to the
nature of the building, and the building occupants. Those site-specific cleaning
requirements are defined in Schedule A-2. It is the intent that this Facility(ies) be
maintained at a high standard of cleanliness. These schedules and guidelines are
established as minimums. All items not specifically included but found to be necessary
to properly clean the building(s), shall be included as though written into this Scope of
Services.
1.6
Regular Cleaning and Additional (Project) Services:The minimum required frequency for each task is defined in the specific task schedules.
Regular means cleaning tasks that occur in the range of multiple times per day to
weekly.
Project (Additional Services) means cleaning tasks that occur less frequently and are
done at intervals such as monthly, quarterly, semi-annually or annually.
RFP (Services) No. 1220-030-2011-012
14
1.7
Project (Additional Services) tasks required advanced scheduling with the Facility. This
assures that the building occupants and tenant will have ample time to prepare for the
service. It also give the building occupants and tenant the opportunity to identify any
particular problem areas that should be addressed. The Contractor is required to
submit, in advance, a written schedule showing the exact date of all monthly, quarterly,
semi-annual and annual work to the Department Representative.
1.8
Project (Additional Services) tasks must be logged into the project task cleaning book as
they are completed and signed off by the Department Representative verifying their
satisfactory completion. The Contractor must receive prior approval before commencing
any Project (Additional Services). The log book is to provided at the expense of the
Contractor.
1.9
Unless otherwise noted, Project (Additional Services) tasks shall be completed after
normal working hours.
It is anticipated that additional services may be required as set out in Schedule A3. The City therefore reserves the right to negotiate Additional Services with the
Contractor.
Note: The City may negotiate for additional locations/services. The Contractor
understands that the City reserves the right to reject any or all offers received for
Additional Services and to obtain these Additional Services from other sources.
1.10
The Contractor shall provide a dedicated core of individuals for this Facility that have the
special training requirements need for this Facility.
1.11
The following floor plans are included as part of this RFP (Schedule A-6).
JANITORIAL SERVICES AND CUSTODIAL MAINTENANCE – SURREY CITY
CENTRE LIBRARY - CONTRACT 1220-040-2011-012
FLOOR PLAN INDEX
DRAWING NO.
FLOOR PLAN TITLE
SHEET NO.
DATE
SURREY CITY CENTRE LIBRARY, SURREY, BC
BING THOM ARCHITECTS
A-201C
Ground Floor
1
07/31/10
1.12
1.13
1.14
A-202C
Second Floor
1
07/31/10
A-203C
Third Floor
1
07/31/10
A-204C
Fourth Floor
1
07/31/10
Only employees of the Contractor specifically assigned to perform the Services will be
allowed to enter the Facility. Where required by the City, the Contractor will ensure that
all contractors, suppliers and service representatives requested by the Contractor that
enter the Facility, report to the City’s Security Services Contractor on-site, so that the
Department Representative will be aware of who is on the site and the purpose and
duration of the visit. The Contractor will comply with all of the City’s policies relating to
building keys and card access systems and will be held responsible for any loss of
security due to the misuse or loss of keys and/or access cards.
The Contractor must provide a direct support representative(s) that the City can contact.
We do not want to have to be on hold with a call centre or go through a complex phone
menu to reach a support representative.
The Contractor must provide continuous and uninterrupted Services in accordance with
the Service standards, requirements, terms and conditions of the Contract. Such
Services will be performed to the standard of care, skill and diligence maintained by
persons providing the highest commercial standards, for similar services. Should any
RFP (Services) No. 1220-030-2011-012
15
1.15
1.16
2.
2.1
2.2
Services or materials be required for the proper performance of the Services which are
not expressly or completely described in the RFP and are reasonably associated with or
necessary for the proper and timely performance and provision of the Services, then
such Services or materials will be deemed to be implied and required by the RFP and
the Contractor will furnish them as if they were specifically described in the RFP as part
of the Services.
In providing the Services, as described in Schedule A the Contractor is to at all times
meet or exceed the standards of the industry, the standards and guidelines described in
this RFP and the Service levels and quality standards provided by the service model(s)
currently in place at each of the Facilities. The City will have the right at any time
throughout the term to revise such Service standards by change order and the
Contractor will promptly make all required adjustments to its operations to accommodate
such revised Service standards. All Services will be provided to the complete
satisfaction of the City and will be conducted in such a manner as not to interrupt or
interfere with the Facility’s operations
The Contractor will, if necessary in writing from the City, extend the same hourly
rate(s), and the terms and conditions to any existing or future City facilities.
PROJECT DELIVERABLES
The submissions should provide the City with evidence that the team has the expertise
and experience to deliver a high quality LEED Certified or LEED shadowed green
cleaning program.
Other experience and expertise that will be considered an asset:
Project management plan (techniques, approaches and methods);
Administrative controls, plans and processes to monitor and assure contract
compliance;
Productivity improvements and cost reductions;
Service Performance Standards & Quality Assurance Plan;
Commitment to improvement around environmental health, energy use, etc.;
Risk Management Plan;
Green Cleaning Program;
3.
PROJECT TIMELINE
3.1
The City of Surrey has scheduled the opening of the City Centre Library to take place
July 04, 2011 (soft opening – move in of furnishings and equipment). It is expected that
minimal cleaning will be required. The Contractor will be required to provide limited
services to maintain clean-up during the soft opening. We expect that the opening to the
general public will commence around mid-August, 2011. The Contractor will be required
to commence full cleaning requirements at that time. There is the possibility that these
dates may change, depending on final building construction and move in of furnishing
and equipment.
4.
QUALIFICATIONS OF CONTRACTOR AND CONTRACTOR’S CLEANING STAFF
(Knowledge, Abilities and Skills)
4.1
Contractor:
(a) five (5) years of experience providing the janitorial services and custodial
maintenance services to Class A buildings;
(b) demonstrated structure and strategy for meeting services requirements in a
timely/responsive fashion;
(c) excellent customer service skills as there is the expectation that there will be liaison
with the public as your staff may be answering directional queries;
RFP (Services) No. 1220-030-2011-012
16
4.2
(d) knowledge of modern materials cleaning techniques, sequences and practices.
Services will be performed by the Contractor’s cleaning staff who have graduated
from a recognized technical or vocational institute, in a building service worker
program and well trained in cleaning, basic sanitation, safety and blood borne
pathogens procedures;
(e) knowledge of City policies, regulations and procedures used in the use of the City
facility;
(f) knowledge of public relations principles and techniques;
(g) knowledge of supervisory principles and practices; and
(h) ability to supervise subordinates in a manner conclusive to full performance and high
morale.
Cleaning Staff:
All cleaning personnel will be expected to learn requirements, guidelines, orders and
instructions that govern the performance of janitorial services and custodial maintenance
services in general and to their respective workplace locations in particular. Information
items include, but not limited to:
(a)
(b)
(c)
(d)
(e)
general cleaning orders as presented by the Department Representative;
standing cleaning order as presented by the Department Representative;
proper training in dealing with infectious waste and blood borne pathogens;
portable fire extinguisher training; and
emergency procedures.
4.3
Additionally, the Contractor is to use only experienced, trained and bonded cleaning
personnel in the performance of the cleaning services.
4.4
The Contractor is to ensure that all assigned cleaning staff will have completed in house
training and or certification programs equivalent to building service worker programs
offered by approved technical or vocational institutions.
4.5
All cleaning staff should have certificates of graduation.
4.6
No reimbursement will be provided for salaries, travel or any other expense incurred for
training.
4.7
Not have any criminal background.
4.8
Display an alert, professional and authoritative demeanour and convey trustworthiness
and competence.
4.9
Be proficient and dependable at carrying out their responsibilities.
4.10
Be adaptive to changing needs of the City.
4.11
Physical Qualifications: Must be fully capable of performing duties requiring arduous
physical exertion, including emergency situations.
4.12
All cleaning personnel proposed are to be physically, emotionally and intellectually
capable of performing various cleaning situations, including but not limited to infectious
waste and blood borne pathogens.
4.13
The City reserves the right that the selected Proponent reassign any cleaning staff
whom, in the judgement of the City, are unqualified or unsuitable to perform the required
cleaning services without justification.
RFP (Services) No. 1220-030-2011-012
17
4.14
The adequacy of these determinations will form a part of the RFP evaluation process. It
is anticipated that the Proponent will be able to create an integrated response to the
cleaning needs of the City facility identified and that this will be reflected in the
Proponents response.
4.15
The City reserves the right to request replacement of any cleaning staff or supervisor
deemed to be unacceptable due to, but not limited to, conduct, appearance, or lack of
experience at any time during the term of the contracted services. The Contractor will be
required to have the capacity to provide additional resources on an “as, if and when
requested” basis.
5.
CONTRACT SERVICES
5.1
The City requires Contract Services generally consisting of:
(a) Daytime Cleaning Services; and
(b) Regular Cleaning Task Services (Daily, Weekly, Monthly, cleaning tasks);
5.2
Unless otherwise agreed to in writing by the City, the Contractor is to maintain the
schedule (the “Time Schedule”) as set out below, or as agreed to by the City and the
Contractor:
5.3
Role and Responsibilities of the Daytime Cleaning Services Personnel:
Daytime Services (One cleaning staff only) shall be performed Monday through Friday
with work hours 1:00 p.m. through 9:00 p.m; Saturday and Sunday with work hours
1:00 p.m. to 5:00 p.m. Work schedules are not subject to change without the prior written
approval of the Department Representative, or, designate.
The purpose of this position is to address minor performance work requirements (daytime
cleaning tasks) to ensure that the facility is maintained at an acceptable level of
appearance and cleanliness. It is not the intention that this position be used to carry out
the primary responsibilities of the cleaning task schedules. During the course of the day,
the daytime person will be expected to carry out the following variety of services.
It is not the intention that daytime services are to be used to carry out the primary
responsibilities of the regular cleaning task requirements
The following work listed shall be performed where and when necessary or as requested
by the City.
(a)
Washrooms (WC) and Shower Areas
Location
Main floor
2nd. floor
3rd. floor
4th floor
Toilets
8
6
6
5
Urinals
2
1
1
1
Sinks
10
7
7
4
Showers
0
1
0
0
Washrooms and Showers are to be attended to according to the following
performance standards:
Counters and Sinks:
- spray entire surface of all counters, cabinets, and sinks with a non-abrasive cleaning
solution.
- use only abrasive powder or pad only when necessary to remove stains;
- rinse with clean water and damp wipe to remove the excess water; and,
- shine with dry cloth.
RFP (Services) No. 1220-030-2011-012
18
Dispensers:
- Seat cover dispensers – if dispenser is less than one-fourth full, fill unit with a fresh
supply of seat covers. Remove one seat cover to check for proper operation.
- Toilet paper dispensers – check each dispenser to see if it needs a roll of paper. In
double roll units, let the partial roll be completely used before replacing the roll. Make
sure the paper dispenses from the top of the roll freely.
- Paper Towel dispenser – check to see if unit needs towels. Refill paper towels. Be
sure that towels are installed properly. Remove one or two towels to make sure that
they feed properly.
- Soap dispensers – if the dispenser is less than one-fourth full, fill the dispenser with
liquid soap. Dispense soap into hand to check that it is functioning properly.
Floors:
- Immediately – spills or water on the floor will be removed immediately.
- Light Cleaning (twice during shift) – mop floors to remove spots and spills with a
sanitizing solution suitable for use in high traffic public restrooms.
Mirrors:
- spray mirrors with cleaner and wipe dry.
Sanitary product receptacle:
- Empty and detail clean feminine hygiene product receptacle.
Toilets:
- during shift, wash toilet bowls with a brush that is specifically designed for cleaning
toilet bowls. Dip brush in a cleaning solution and clean the entire centre area of the
bowl, including under the flush rim. Clean all surfaces to include seat, exterior and
exposed plumbing.
Urinals:
- during shift, wash urinals with a brush that is specifically designed for cleaning urinals.
Dip brush in a cleaning solution and clean the entire centre area of the urinal, including
under the rim.


Clean up of all body fluid spills of urine, feces, blood and vomit, including
disinfection steps;
Spot clean (mop / sweep) muddy or wet areas;
Waste and Recycling Cans:
- during shift, empty trash from waste and recycling cans. Replace trash bags and wipe
exterior of cans to remove stains, visible soil and spills, as needed.

Notify the City Representative of light bulbs and tubes that may have burned out;

Clean all conference rooms/meeting rooms, after they have been used during the
day to ensure that they are ready for re-use;

Keep the main entrance areas to the building clean at all times including
emptying ashtrays;

Clean all corridors and utility areas daily;

Ensure that all stairwell areas are cleaned daily;

Perform such other general cleaning, as time may permit, or as directed by the
City;

Replenish cleaning products and consumables in janitorial storage areas;

report any maintenance and/or repairs required [for example soap, paper towel
dispensers, urinals, toilets, door/partition hardware, etc.].
RFP (Services) No. 1220-030-2011-012
19
Showers:
- Clean shower areas thoroughly including shower recesses, glass, bench tops, hand
basins, wall mirrors, piping and seating, etc.
(b)
Floor Maintenance
Special Instructions: No alkaline soaps, coarse scouring powders, coarse paste
cleaners, solvents, paraffin, white spirits, gas and the like are to be used.
Clean foyers, corridors, public waiting areas in front of counters along Civic Street, and
executive areas [remove spillage and litter], kitchen areas [floors only];
- Wet mop Internal and External entrance and lobbies; and,
- Exterior paths to be swept.
(c)
Meeting and Conference Room Set –ups.
- Set up tables and chairs each morning;
- Clean all whiteboard surfaces in meeting and conference rooms with an approved
cleaning product;
- Remove foodstuffs, cups and mugs etc, and,
- Leave rooms in a presentable state.
5.4
Roles and Responsibilities of the Regular Cleaning Task Services Personnel:
Regular Cleaning Task Services shall be performed Monday through Friday with work
commencing after 9:00 p.m; Saturday and Sunday with work commencing after 5:00
p.m. Work schedules are not subject to change without the prior written approval of the
Department Representative, or designate.
NO SERVICES REQUIRED:
No custodial services will be required on Statutory holidays, unless an emergency
occurs. These holidays will include, but are not limited to:
New Year's Day Good Friday and Easter Monday
Canada Day
BC Day
Thanksgiving Day
Remembrance Day
N.B.
Queen Victoria Day
Labour Day
Christmas Day and Boxing Day
Libraries are closed on the Sunday adjacent to a Monday stat. holiday
The Contractor shall provide a sufficient number of employees to perform the required
regular cleaning tasks efficiently and in a manner satisfactory to the City.
Schedules A-1, & A-2 detail general task requirements and frequencies. The City
reserves the right to designate specific cleaning times for those service level areas
whose occupants require daily regular cleaning tasks to be performed during a specific
time period. Notwithstanding any times indicated in the Schedules, at any time during
the Term of this Contract the City may give written notice of a change, add, or delete any
of the cleaning times specified. The Contractor shall adjust its service plans and
schedules accordingly and submit a revised schedule to the City within five (5) working
days after receiving notification from the City.
NOTE: In all cases, the Contractor shall work at the convenience of the occupant, all in
accordance with the following Specific Cleaning Task Services Schedules;
6.
GENERAL CLEANING GUIDELINES
6.1
The Contractor shall perform the Services in accordance with the referenced Cleaning
Guidelines as written in Schedules A-4 and A4-1. These guidelines are stated in
general terms and in reference to the building(s) design, layout and/or condition. The
lack and/or omission of any detailed specifications does not minimize acceptable levels
of service and only the best commercial practices are acceptable.
RFP (Services) No. 1220-030-2011-012
20
6.2
This guide covers a procedure to assist the Contractor of commercial in the performance
of cleaning and housekeeping operations. The focus of this guide is to address
appropriate cleaning activities and processes, to promote eco-efficiency and
sustainability, and to avoid adverse impacts on the building occupants, cleaning
personnel, the building structure itself, and the environment. Adherence to the principles
set forth in this guide can lead to greater City satisfaction, reduced operational costs and
greater productivity of cleaning personnel.
6.3
This guide offers an organized collection of information or a series of options and does
not recommend a specific course of action. This document cannot replace education or
experience and should be used in conjunction with professional judgment. Not all
aspects of this guide may be applicable in all circumstances. This guide/standard is not
intended to represent or replace the standard of care by which the adequacy of a given
professional service must be judged, nor should this document be applied without
consideration of a projects many unique aspects. The word "Standard" in the title of this
document means only that the document has been approved through the City’s basic
consensus process.
6.4
This standard does not purport to address all of the safety concerns, if any, associated
with its use. It is the responsibility of the user of this standard to establish appropriate
safety and health practices and determine the applicability of regulatory limitations prior
to use.
7.
ENVIRONMENTALLY PREFERABLE CLEANING PRACTICES
7.1
The City of Surrey is committed to environmentally preferable cleaning products and
practices and compliments the City Basic Cleaning Performance Guidelines. Green
cleaning is defined as cleaning to protect health without harming the environment. It has
been found that widely used cleaning products can have serious adverse effects on the
health of building occupants and janitors. At the same time, these cleaning products are
harming the environment. Green cleaning is a widely accepted movement to make
cleaning for the health of building occupants and janitors a primary concern, while
minimizing the harm to the environment through better purchasing practices and
cleaning processes. Green cleaning means emphasizing the environmental
sustainability of cleaning operations and overall building health (i.e. indoor air quality)
and not solely evaluating building cleanliness based on appearance.
8.
CITY’S GREEN CLEANING PROGRAM (Refer to Schedule A-4-1)
8.1
The City’s green cleaning services program is more than just substituting chemicals; it
involves choosing cleaning processes that improve the health of a building. Methods
include preventing dirt and dust from entering the building and using effective and
efficient cleaning methods, such as HEPA filtration vacuums and microfiber cloths. The
focus on the process of cleaning means that custodial training is an integral step in the
process; in addition, comprehensive training is required to ensure that custodians are
using the products in a safe and efficient manner. Green cleaning also takes into
consideration the product’s entire life cycle, favouring concentrated products that are
packaged in reduced, refillable, or recyclable packaging. In general, the products to be
used as part of the City’s Green Cleaning program are to be certified by Green Seal’s
GS-37 standard.
RFP (Services) No. 1220-030-2011-012
21
8.2
The City’s cleaning services program will shadow the Green Seal Standard for Cleaning
Services. All Contractor cleaning staff should have training in these green cleaning
procedures.
8.3
The Contractor shall thoroughly clean, sanitize and polish the Surrey City Centre Library
Building including washable surfaces of walls, partitions, columns, glass surfaces, doors,
door hardware, door glass, elevators, stairways, hand railings, mirrored surfaces,
furniture, fixtures and appliances. The Contractor shall employ appropriate cleaning
techniques and use professional/commercial quality products and equipment to ensure a
first-class professionally maintained appearance. The Contractor must use germicidal
detergent in restrooms, locker rooms, food areas and drinking fountains. The Contractor
must clean Plexiglas surfaces with a soft cloth and Plexiglas cleaner. The Contractor
must clean and polish wood surfaces with a soft cloth and wood polish, using no water
or detergents. Upon completion of general cleaning, all surfaces must be free from soil,
smudges, fingerprints, gum, marks or streaks. General cleaning is not spot cleaning;
rather, total surface areas within the Surrey City Centre Library Building must be
cleaned.
8.4
Properly cleaned and disinfected doors, walls, partitions, trim, baseboards,
handrails/stair rails, frames, window sills, ledges and horizontal surfaces including their
component parts, must be clean and free from dirt, dust, film, streaks, smudges, lint and
cobwebs. Restroom/locker room areas, stall partitions, doors and walls must be free
from stains, graffiti, spots, streaks and cobwebs. Works standards that state "disinfect"
are considered disinfected when the Contractor uses a liquid or spray product identified
as a disinfectant and applies the product in accordance with the manufacturer's
instructions.
8.5
The following coloured cloths\gloves are to be used as follows:
Blue Cloth: This cloth is for cleaning toilets, toilet seats and urinals only; wipe down
the outside of the fixtures only, a toilet brush is to be used for the cleaning of the inside
of toilets and urinals; this cloth is only used in washrooms and with a commercial
solution of germicidal detergent/disinfectant. No other areas;
Green Cloth: This cloth is used to wipe down all other surfaces within a washroom, but
is never used on the toilets, toilet seats or urinals; the green cloth is used only in
washrooms with a commercial solution of germicidal detergent/disinfectant. No other
areas;
White Cloth: This cloth is used with a neutral cleaner and can be used in all areas for
wiping down desks/ledges/counters and all smooth surfaces other than floors, to remove
dust and general types of soil. The white cloth can never be used in washrooms.
Latex gloves: Cleaning personnel shall wear protective gloves when cleaning
bathrooms and lunch / eating areas. Disposable gloves shall be disposed of and proper
hand washing procedures must be followed after cleaning in each area to prevent cross
contamination. When non-disposable gloves are used, these must be properly washed
and disinfected before used in another area to prevent cross contamination. The
Contractor is to supply gloves at its sole expense.
9.
FURTHER INFORMATION
9.1
Sustainability Charter
www.surrey.ca/files/COSSC5final.pdf
RFP (Services) No. 1220-030-2011-012
22
10.
LABOUR, EQUIPMENT, CLEANING PRODUCTS AND CONSUMABLES
10.1
Roles and Tasks of the Working Supervisor
One of the Contractor’s staff on site during the Regular Cleaning shift must be capable
of performing the supervisory functions associated with coordinating cleaning services,
and have the authority to manage subordinate cleaning staff assigned to the City facility.
This working supervisor shall be the focal point for the Contractor and shall be the point
of contact for the City staff. The working supervisor and all staff shall have sufficient
English language skills to be able to communicate with City staff. The supervisor shall
have supervision as his or her sole function.
Supervisory Tasks include but not limited to:
o
Supervise the work of a staff of cleaning personnel;
o
Inspect all areas of the facility to ensure compliance with cleaning procedures,
sequences, directives and guidelines;
o
Confers with Department Representative to receive shift instructions and to report
incidents and activities from previous shift;
o
Prepares work schedules and assigns work areas; changes or modifies schedules
as needed; calls in part-time personnel to provide necessary coverage;
o
Addresses and resolves routine service complaints from the Department
Representative or public; confers with Department Representative concerning policy
decisions;
o
Responds to verbal reports of unusual incidents or problems and assists in their
resolution; assists in emergency situations;
o
Prepares and maintains activity records including service complaint logs;
o
Disciplines subordinates; evaluates and rates employee performance; and,
o
Performs related work as required.
Provide supervision and at all times manage and direct the Contractor’s workforce.
The Contractor will from time to time provide the Department Representative with the full
names and addresses of all persons whom the Contractor proposes to employ in the
performance of the Services. The City may, at any time or from time to time and for any
reason whatsoever, notify the Contractor that it will no longer accept services performed
by any one or more of its’ employees. The City shall have no obligation to disclose to
the Contractor the reasons for any such notice. In the event of such notification, the
Contractor shall promptly remove such employee or employees from the City premises
and take immediate steps to insure that its performance under this Contract will not be
reduced. The Contractor shall also provide sufficient back-up in times of staff shortages
due to vacations, illness, and inclement weather.
The Contractor shall regularly inspect employee's cleaning operations to ensure that the
proper techniques and procedures are used during the operation of all manual and
powered cleaning equipment and machinery. The Contractor shall also ensure all
equipment and machinery is operated within manufacturer's guidelines and in strict
compliance with all current regulatory, safety and established operational practices
common to the trade.
RFP (Services) No. 1220-030-2011-012
23
10.2
Equipment
The Contractor will be required to provide and maintain, at its sole expense,
professional/commercial quality cleaning equipment necessary for the performance of
the Services. Such equipment shall be the size and type specifically designed and
developed for use in large scale institutional/commercial cleaning processes. All
cleaning equipment, ladders and other tools used by the Contractor in the performance
of the Services will be inspected regularly and maintained in accordance with
manufacturer’s specifications, the Worker’s Compensation Board, the Canadian
Standards Association and all applicable laws.
The Contractor’s equipment must include, but is not limited to, vacuum cleaners,
scrubbers, buffers, shampoo machines, extractors, pressure washers, sweepers, mop
buckets, wringers, mops, brooms, brushes, warning signs and custodial carts. The
Contractor's equipment must be removed from public areas when not in use. All of the
Contractor's equipment must be clean, properly maintained, and properly secured when
not in use.
The Contractor shall use all equipment and tools in such a manner that it will not scar or
mark walls or other surfaces. Larger equipment and tools must be equipped with
non-marking rubber, vinyl or plastic tips on the ends of the handles to prevent marking or
scarring of walls. All wheeled and moveable equipment must be equipped with
protective non-marking bumpers or guards around the entire perimeter of the equipment
to prevent damaging the building structure or other objects. Bumpers or guards must be
properly maintained. Equipment with improper bumpers or guards must be removed
from service immediately. Damages caused by the Contractor's equipment must be
repaired at no expense to the City. Electrical equipment must be equipped with a
non-marking, 3-conductor, grounded plug electrical cord. Any electrical equipment used
in the performance of the Services must be CSA approved.
The Contractor shall ensure that appropriate equipment, including any required safety
equipment such as floor signs, temporary barricades and stanchions is available on-site
when needed. The Contractor's equipment must be removed from public areas when not
in use. All of the Contractor's equipment must be clean, properly maintained and properly
secured when not in use; and,
The Contractor shall assume all risk of loss for stored equipment or materials, which
includes without limitation consumables and cleaning supplies.
10.3
Cleaning Products and Consumables
The City has entered into a comprehensive contract for industrial paper supplies,
cleaning products and consumables (environmentally preferred products where
possible), with A & G Supply Co. Ltd. The purpose of this agreement is to provide a
purchasing vehicle for Janitorial Supplies for all City facilities.
The cost associated with this scope parameter will be paid for by the City.
RFP (Services) No. 1220-030-2011-012
24
CITY OF SURREY JANITORIAL SUPPLIES CONTRACT ORDERING INFORMATION
A & G Supply Ltd.
Contractor Name
Contract Number
1220-030-2009-029
Ordering Address
827 Fairweather Place, Vernon, B.C.
V1T 9B5.
Contact
Call toll-free 1-800-545-0547 - Office hours
Phone
are Monday-Friday 8:00am to 4:30pm Pacific
Time.
Fax
Email
Website
P-Card
Lower Mainland Operations: 1-800-545-0547
1-250-545-1015 (or 1-877-722-8139)
lowermainland@agsupply.bc.ca
Online Store
Visit Online Store to browse product selection
and Order Online!
Accepted
Without limiting any other provision of this Schedule A, no solvent seals or finish, butyl
contained products, bleach, hydrochloric or sulphuric acid, ammonia, powdered cleansers
or parazine blocks will be used or stored in the facility.
The Contractor will discontinue using any cleaning products, materials or equipment which
in the reasonable opinion of the City, may cause any damage to the facility or pose any
health risk to the users of the facility.
11.
WORKPLACE HAZARDOUS MATERIAL INFORMATION SYSTEMS (WHMIS)
11.1
The Contractor will comply with the “WHMIS” provisions (the “WHMIS Requirements”) of
the Workers Compensation Act, Occupational Health and Safety Regulation in the
performance of the Services. The Contractor will supply, use and store all cleaning
products and chemicals in accordance with the WHMIS Requirements. Where the
Contractor wishes to use a product that does not have a current material safety data
sheet (“M.S.D.S.”), the Contractor must obtain the prior written approval of such product
from the City and that written approval must be in the M.S.D.S. binder.
11.2
All substances governed by the WHMIS Requirements will be delivered to the Facilities
in their original containers bearing the supplier's current Workplace Hazardous Material
Information Systems labels. The Contractor will maintain and store at the facility current
M.S.D.S. for each cleaning product and chemical in a binder labeled “M.S.D.S.”. These
binders will be located in each area where cleaning products and/or chemicals are
stored or dispensed.
11.3
Breaking down of quantities into small or larger containers must be done in accordance
with the WHMIS Requirements and all containers clearly marked in accordance with the
WHMIS Requirements.
12.
GENERAL DUTIES AND OBLIGATIONS
12.1
Contractor’s Personnel:
1
The Contractor shall:
(a) assign a daytime services person, and their name, address and telephone number
must be provided to the Department Representative, or designate, upon commencement
of this Contract;
RFP (Services) No. 1220-030-2011-012
25
(b) designate a on-site working supervisor, who will be responsible for overall
management and coordination of the work under this contract. The on-site/working
supervisor shall be available at all times during the normal cleaning hours and shall act
as the central point of contact with the City. When work under the Contract is performed
during other than the normal cleaning hours, an individual may be designated by
Contractor to act for the project manager.
The Contractor shall provide to the Department Representative, or, designate the
names, addresses and telephone numbers of such person(s) and shall keep this
information current at all times; and,
(c) provide fully trained and certified (BSW Certificate, as a minimum) housekeeping
personnel in sufficient numbers so as to meet the identified on-site needs for such
Services, and to perform all of the aforementioned functions.
12.2
Contractual Employees:
(a) must not have relatives or other personal visitors at the facility at any time;
(b) must not consume food or beverages in public view while in the performance of the
cleaning duties;
(c) may use during normal breaks and lunch period, the staff lunchroom(s);
(d) must not consume alcoholic beverages nor use narcotics while in the performance of
the cleaning duties, nor be under the influence when reporting to duty;
(e) must not use the telephones (except in emergency), office equipment (e.g)
computers, photocopiers, radios, T.V. sets, or, any other equipment belonging to the
City;
(f) must not play radio’s or other sound equipment;
(g) must not fraternize with City staff, clients, tenants, or visitors to the building nor
unnecessarily disrupt business while performing their contractual duties;
(i) specifically assigned to carry out the Services will only be allowed to enter the Surrey
City facility. Failure to abide by this requirement will subject the Contractor to default
of the Contract;
(j) must not interfere with building or staff property; and,
(k) must be able to communicate (speak, read and understand) in the English language.
12.3
The City may require the Contractor to immediately remove any contractual employee(s)
from the City premises for cause.
The Contractor will assume any and all
responsibilities. Any employee so removed may not be placed in another City facility.
12.4
The City reserves the right for final determination of a contractual employee’s suitability
for assignment to a specific location. Problems of this nature will be addressed with the
Contractor’s management
Special Note: The Contractor will ensure that their employees sign in upon starting their
work shift and sign out when finished their work shift. The sign in/out sheet is to be fully
accessible to the Department Representative at all times. This log must be kept and
remain in the caretakers’ room. This log must show the employee’s name, arrival time,
quitting time and signature for each day worked. Failure to properly report employee
attendance could result in holding of payment of invoice.
RFP (Services) No. 1220-030-2011-012
26
13.
IDENTIFICATION BADGES AND UNIFORMS
13.1
Cleaning personnel shall carry photo identification cards and wear them in a visible and
conspicuous manner while working in the facility. Photo identification cards shall include
the company name of the Contractor, the name of the individual bearing the card.
13.2
The cost of the photo identification cards is to be borne by the Contractor. The format of
the photo identification cards must be approved in advance by the City.
13.3
Cleaning personnel shall arrive to work in the appropriate uniform of the Contractor. The
Contractor must, provide for and require its employees to wear at all times, neat, clean
and sanitary uniforms which display the Contractor’s name and/or logo while
working in the facility.
13.4
Uniforms are defined as clean, long or short-sleeved (no sleeveless, smocks or tank
tops) shirt with collar, worn with pants (no mid-calf, Bermuda or short pants)
accompanied by shoes that cover the entire foot (shoes or slippers with open toe or
exposed heel are unacceptable) with the company name on the shirt in a conspicuous
location. Jackets with a collar may be worn. The jackets shall have the company name
located in a conspicuous location. All uniforms are to be of same colour. Contractor is
responsible for all uniforms and attire worn by custodial staff.
Note: You will not be permitted to wear casual street clothes and foot wear in the
performance of the Services. This requirement will be strictly enforced.
13.5
The cost of the uniforms and uniform maintenance (cleaning and repairs) is to be borne
by the Contractor. The format of the uniforms must be approved in advance by the City.
13.6
The City reserves the right to request the Contractor to change its uniforms if the City
determines, acting reasonably, that they are inappropriate.
13.7
The Contractor shall be responsible and ensure that all employees are in compliance
with these requirements.
14.
INCLEMENT WEATHER
14.1
The Contractor shall make every reasonable effort to provide cleaning services
regardless of snow or other inclement weather.
15.
CONTRACTOR'S REPORTING METHOD (EMERGENCIES)
15.1
Items requiring emergency repairs such as flooding due to broken pipes, plugged toilets,
serious leaks or any health, life and safety concerns shall be reported immediately, upon
discovery, to the City. The City will provide an appropriate contact list to the Contractor
for this purpose.
16.
CONTRACTOR REPORTS
16.1
The Contractor is to provide the following reports:
A.
Incident Reports, the Contractor shall submit to the Department Representative,
an incident report in case of incident during their shift. The Contractor will provide forms
to complete. The general information that needs to be included is:



Date;
Time of Incident;
Location within the Facility where the incident occurred;
RFP (Services) No. 1220-030-2011-012
27


Name and Person of cleaning staff and/or City staff; and
Summary of Incident with specific details.
B.
Daily, all communications from the Contractor’s employees shall be directed
through the Contractor’s on-site supervisor, using a on-site daily report Log. At no time
shall the Contractor’s employees leave written messages, instructions or requests at City
employee workstations or in offices.
The Contractor and the City shall cooperate in developing an on-site log, for
communicating day to day needs, requests or observations requiring action by the
Contractor or the City. Contractor’s employees and the City shall review the log each
workday for required actions and or responses to issues.
Any item requiring maintenance or repair such as: slow draining sinks or toilets, leaking
fixtures or pipes, broken or cracked windows, loose flooring, ceiling or wall tiles,
inoperative or broken fixtures, lights, outlets and switches, etc. shall be reported daily.
These items shall be written into the on-site log and forwarded to the Department
Representative.
Contractor shall email a written report the next workday to the City, when an unusual
occurrence, malfunction or property damage is noted or has occurred. Failure to provide
the City with this information will be considered a failure to perform and may lead to
agreement termination.
In addition, the Contractor is to provide to the Department Representative, (specifically,
the on-site supervisor) a daily work summary report. The report shall be provided in
either electronic format or computer generated spreadsheets and shall provide, at the
minimum, the following information:
Full name of Contractor’s personnel that performed the cleaning services;
Hours of service provided per individual;
Location where the services were performed;
Any incidents, accidents or concerns that occurred while on shift;
Balance of Guaranteed Minimum Hours remaining.
C.
Monthly, the Contractor to submit to the City, activity reports on a monthly basis
in support of the invoice amount(s). The reports shall be provided in either electronic
format or computer generated spreadsheets and shall provide, at the minimum, the
following information:
Specific services provided (labour, cleaning equipment/supplies and consumables);
Summary of hours service provided per individual cleaning staff;
Specific hourly labour rates charged;
Specific cleaning equipment/supplies and consumables charged;
Dates when services performed, cleaning equipment/supplies and consumables
purchased and delivered to City Facility;
17.
CITY’S REPORTING METHOD
17.1
The City will use e-mail to communicate to the Contractor any concerns or problems that
need to be resolved. The Contractor is to contact the City, by phone, e-mail, or in
person, within the current day or at the beginning of the next workday to schedule and
implement corrective action of these issues. Contractor's failure to respond to the
RFP (Services) No. 1220-030-2011-012
28
concerns or problems within the timeframe stated will be considered a failure to perform
and may lead to agreement termination.
18.
RESPONSES AND CALLOUTS
18.1
The Contractor shall provide 24 hours a day; 7 days a week telephone and facsimile
contact and availability of labour to deploy the Services in the event of an emergency
situation should the City so direct. The City shall have the first call on the services of the
Contractor.
18.2
The Contractor is to establish a list of key contacts with telephone numbers to be
available from 7:00 a.m. to 5:00 p.m. [Monday to Friday] for the purpose of responding to
all calls from the City. There should also be a contact after hours for emergencies.
18.3
Callouts are to be treated as exceptions, particularly for emergencies and they do not
apply to regularly scheduled works. The response time is within the hour from the time
the call is received.
18.4
The City reserves the right to obtain the services of an alternate source if the Contractor
fails to provide such services within the specified time.
19.
STORAGE
19.1
Locked storage may be made available to the Contractor without charge for storage of
cleaning supplies, materials, equipment, and consumables, at the discretion of the City.
The City will not be responsible in any way for the Contractor’s cleaning supplies,
materials, equipment and consumables or personal belongings that may be damaged or
lost by fire, theft, or accident.
19.2
The Contractor will be responsible for adequately insuring its equipment stored on the
City's premises against loss by fire, theft, accident, or otherwise.
19.3
Unless authorized from the City in writing, specialized equipment used periodically by
the Contractor is not to be kept in the facility, and the Contractor is not to use the facility
for the storage of materials, supplies or equipment for use in other locations, nor shall
any other operations of the Contractor to be directed from the facility.
19.4
The Contractor will not leave any soiled mops or cleaning cloths at the Facilities and will
remove and launder same on an as used basis
19.5
The Contractor shall ensure that the storage room is locked when unoccupied by
cleaning staff.
20.
MAINTENANCE OF STORAGE ROOM(S)
20.1
The Contractor will be responsible to maintain the custodial storage room(s) in a clean,
orderly and safe manner at all times. The Contractor shall ensure that equipment and
chemicals are stored in such a manner as to maintain the required access, paths and
clearances to and from such items as electrical panels, hot water tanks, telephone racks
or other similar items for regulatory requirements. The Contractor shall ensure MSDS
sheets for all cleaning chemicals are clearly posted.
20.2
Continued failure to maintain these areas in a safe and orderly fashion in violation of
Fire, Life and Safety Codes will be considered a failure to perform and will lead to
contract termination.
RFP (Services) No. 1220-030-2011-012
29
21.
ALARM SYSTEMS AND BUILDING SECURITY
(a)
Alarm Systems: The Contractor will meet with the City to become familiar with
the functions of the alarm system. The Contractor will then instruct his staff on
the alarm system and will be solely responsible for arming and disarming the
alarm system during the times that the Contractor is on site.
The Contractor is to use the keys and security system as properly instructed by
the City. If additional alarm system training is required, the Contractor is to
submit a written request to the City. Training will be scheduled for a date and
time acceptable to the City.
Charges due to responses to false alarms resulting from the Contractor's action
or lack thereof will be deducted from the current monthly invoice or will be
credited to a future invoice. This fee will be based on the current response fee
charged to the City by the City’s Security Services Contractor or local law
enforcement agency.
(b)
Keys/security system codes: The Contractor will be provided keys, access
cards and/or security system codes. The Contractor must not label the keys with
the name of City, or make duplicate keys and shall take all care to prevent theft
or loss of the keys. The Contractor shall provide a list of employees who are
assigned or possess access cards, keys and security system codes. This list
shall include the identification numbers of each access card, and/or key
assigned. The Contractor is to provide and maintain a current record of all
access cards, keys and provide it to the City within 72 hours of notice to proceed
or notice of agreement renewal or within 24 hours of request from the City. The
Contractor is not have keys made or reassign any access cards, or security
codes without prior approval from the City. The Contractor shall return all access
cards, keys within three (3) working days to the City upon termination or
cancellation of an agreement or any portion thereof. The Contractor is contact
the City, within 24 hours of a lost key, access card. The Contractor will be
responsible for the cost of re-keying doors, gates or locks if any assigned access
cards, keys are lost, unaccounted for or not returned to the City within the above
specified timeframe.
The Contractor shall be liable and responsible for any costs incurred in making
changes to the security systems due to the contractor’s wilful, negligent, or
accidental release of security codes to unauthorized persons which results in
breach of security or confirmed theft of goods or equipment owned by the City or
its employees.
(c)
Building security and access: Security is of great concern to the City. The
Contractor will be responsible for the security of the building while working inside
and for securing the facility upon departure. All exterior doors and ground floor
windows shall be kept closed and locked while work is being performed in or
about the office and building area. All building exits shall be secured/locked upon
arrival of the cleaning crew; no exterior exits shall be left unlocked or blocked
open during the shift. Any exterior exit being used to remove supplies, trash or
equipment shall not be blocked open or left unattended. These security
procedures shall be strictly followed.
RFP (Services) No. 1220-030-2011-012
30
Only the Contractor and its authorized employees are to have access to the
facility. Once the building is locked, the custodians will not open doors to allow a
person to enter. Interior door security shall be maintained in the individual areas
within the building during the work shift. Doors to unattended rooms shall be
closed and secured during the shift except while being serviced. Any problems
or questions dealing with individuals requesting access without an entrance key,
card or proper authorization or unauthorized people, theft or vandalism will be
immediately reported by phone to the security services contractor.
BREACH OF SECURITY REQUIREMENTS SHALL BE CAUSE FOR
IMMEDIATE TERMINATION OF THE AGREEMENT.
The Contractor shall be allowed only in the areas specified in this RFP. Some
areas may be considered off limits to the Contractor. The Contractor shall be
notified of any such areas.
(d)
Security of documents and property: All City property, materials and
documents and all personal property of City employees are to be left undisturbed
and are not to be handled, removed, read or otherwise used by Contractor or
Contractor’s employees. Contractor shall consider all documents confidential.
Any disclosure of confidential information or removal of City property by
Contractor or Contractor’s employees shall be cause for the immediate removal
of the employee from performing work. Continued documented violations will be
considered a failure to perform and will lead to agreement termination.
Any liability, including but not limited to attorney fees, arising from any action or
suit brought against the City because of Contractor’s wilful, negligent or
accidental release of information, or theft of documents or property shall be borne
by the Contractor.
22.
HEALTH, SAFETY AND PROTECTION
22.1
The Contractor shall be responsible for initiating, maintaining, and supervising all safety
precautions and programs in connection with the Services. The Contractor shall take
every precaution to instruct employees about and otherwise safeguard them against any
possible injuries associated with cleaning agents and equipment as well as other
potential hazards within the facility. Contractor shall provide its employees with all
personal protective equipment and training required by Municipal, Provincial and Federal
Regulations when using chemical cleaning products. Contractor shall provide adequate
supervision to ensure its employees are in compliance with this requirement.
22.2
The Contractor shall conform to all applicable Federal, Provincial and local laws, and to
the requirements of this contract. In performing work under this contract the contractor
shall:
a) Take all reasonable steps and precautions to prevent accidents and to preserve the
health and safety of visitors, contractor personnel, and City personnel performing or in
any way coming into contact with the performance of this contract;
b) Take all reasonable precautions to prevent the release of hazardous chemicals into
the environment;
c) Take such additional precautions as the Department Representative, or designate
may reasonable require for health, safety and environmental protection; and,
RFP (Services) No. 1220-030-2011-012
31
d) Any violation of these health, safety and environmental rules and regulations, unless
promptly corrected as directed by the Department Representative, or designate shall be
grounds for termination of this contract in accordance with the Default Clause of this
contract.
22.3
Damage Reports: In all instances where City of Surrey property or equipment is
damaged, the Contractor shall submit to the Department Representative, or designate a
full report of the incident and extent of the damage – verbally within one hour, and in
writing within 24 hours of the occurrence.
22.4
Accident Reports: The Contractor shall comply with all WCB regulations and other
regulatory agency requirements for record keeping and reporting of all accidents
resulting in death, trauma, or occupational illness. The contractor shall provide a verbal
report to the Contract Administrator within one hour of occurrence and a written followup report to the Department Representative, or designate within 24 hours of the
occurrence.
Chemical Spills: The Contractor shall provide a plan addressing incidental and
emergency spills of any chemicals brought on-site.
22.5
22.6
Hazard Communications: The Contractor must maintain two, updated Material Safety
Data Sheet (MSDS) binders, one placed in the office of the Department Representative,
or designate and the second in the Contractor’s storage room. Products which contain
hazardous chemicals, must be labeled, tagged or marked with the following information:
 Identity of the hazardous chemical(s);
 Appropriate hazard warning; and
 Name and address of the chemical manufacturer, importer or other responsible
party.
It is the responsibility of the Contractor to ensure that this information is kept current.
23.
FIRE PRECAUTIONS
23.1
No inflammable substances shall be permitted on or about the premises. Cleaning
waste and other materials wholly or partially impregnated with any inflammable
substance shall be removed from the premises on the completion of each day’s cleaning
operations.
24.
PROBATIONARY PERIOD
24.1
Notwithstanding anything to the contrary contained in this Contract, it is mutually agreed
that the Contractor will be subject to a probationary period of six (6) months. Conditional
on satisfactory service, such acceptance of the Contractor shall occur after the
probationary period. In the event the Contractor is unsatisfactory as determined by the
City, during the first six (6) months of the Term, this Contract may be terminated at the
sole discretion of the City. The City reserves the right to extend the probationary period
where insufficient data exists to determine acceptance of the Contractor.
25.
PERFORMANCE AND INSPECTIONS
25.1
The Contractor shall thoroughly complete each specified task in a professional manner,
using trained, experienced staff and quality equipment/materials. Services will be
performed in accordance with the frequencies specified. The whole of the Services and the
manner of performing them shall be done to the satisfaction of the City.
RFP (Services) No. 1220-030-2011-012
32
25.2
The City will, from time to time, perform random inspections for the sole purpose of
assessing the Contractor’s performance. The Services to be performed shall be subject to
random inspections by representatives of the City while in process or after completion. If
any such Service(s) are found to be unsatisfactory and not in accordance with the
requirements of the City, the City will notify the Contractor and the Contractor will take
immediate steps for corrective actions, at the Contractor’s expense and within the time
frames specified by the City. Should the Contractor fail to remedy any part of the rejected
Services the City may make alternative arrangements for the rectification and any
expense(s) incurred by the City in so doing will be fully recoverable from the Contractor.
25.3
The City will have the sole discretion as to how many and what time of day inspections will
occur. Continued problems with Services will constitute cause of cancellation of the
agreement.
26.
UNSATISFACTORY PERFORMANCE
26.1
Upon notice of unsatisfactory performance, the Contractor will have two (2) hours from
that time to initiate corrective action in any specific instance.
26.2
In the event the Contractor has not responded within the allotted two (2) hours to
telephone contact, or the Contractor has not initiated corrective action for the
unsatisfactory cleaning performance within the two (2) hour time frame after notification
as described above, the City has the right to immediately complete the work to its
satisfaction, through use of City employees, other contractors, subcontractors or agents
at a rate equal to the City employee’s hourly rate plus twenty percent (20%) for City
administrative costs, or through use of outside contractor(s) at the rate charged to the
City plus twenty percent (20%) and shall deduct that amount from any balances due or
which may become due to the Contractor.
26.3
Should the Contractor not furnish the designated approved supplies in adequate
quantities, the City will make a one-time purchase of the needed supplies and charge
them against the Contractor's invoice at the City's cost plus twenty percent (20%). If the
Contractor does not provide proper supplies after this action, then the Contractor will be
in danger of default.
26.4
There will be a deduction of Fifty Dollars ($50) per occurrence for any day when uniforms
are not worn.
26.5
There will be a deduction of Fifty Dollars ($50) per occurrence for any day when photo
identification badges / cards are not worn.
26.6
The will be a deduction of Fifty Dollars ($50) per occurrence for each piece of equipment
that is deemed inoperable, or, is insufficient, or, inadequate to perform the job as
required.
26.7
Failure to return keys and access cards to the Department Representative, or, designate
within three (3) working days will incur a fee of One Hundred Dollars ($100.00) per day.
26.8
Charges due to responses to false alarms resulting from the Contractor's action or lack
thereof will be deducted from the current monthly invoice or will be credited to a future
invoice. This fee will be based on the current response fee charged to the City by the
City’s Security Contractor or local law enforcement agency. Continued alarm responses
by the Security Contractor or local law enforcement agency due to Contractor's action or
lack thereof will be considered a failure to perform and will lead to contract termination.
RFP (Services) No. 1220-030-2011-012
33
26.9
The Contractor may appeal any City determination of deduction of, or adjustment of, or
application of deficiencies to monies from the Contractor's invoice. Such appeal must be
in writing to the City within ten (10) business days from the date of the City's written
notice of deduction, adjustment, or application of deficiencies.
27.
ORDERING AND DELIVERIES OF CLEANING PRODUCTS AND CONSUMABLES
27.1
Periodic ordering and deliveries of cleaning products and consumables, will be made
only upon authorization of the Department Representative and shall be made if, as
and when required.
27.2
The Contractor will be required to place the order for cleaning products and
consumables directly with the City’s authorized supplier.
27.2
Deliveries shall be to the Facility location only.
27.3
The Contractor warrants that all deliveries made under the Contract will be of the type
and quality specified; and the Department Representative may reject and/or refuse any
delivery which falls below the quality specified in the specifications. The City shall not be
held to have accepted any delivery until an inspection of same has been made and an
opportunity to exercise its right to rejection has been afforded.
27.4
All manufacturer’ warranties shall insure to the benefit of the City, and replacement of
defective materials shall be made promptly upon request.
27.5
All delivery/packing slips, bills of lading, etc. shall be signed by the Department
Representative to verify the actual quantities of materials delivered.
28.
EXTERIOR AREAS
28.1
The Contractor will pick up litter and other waste items from the exterior of the Facilities
including, without limitation, in parkades, stairwells and entry ways.
29.
REPORTS
29.1
The Contractor shall deliver to the City Representative quarterly reports of the
consumables, cleaning products and supplies and equipment supplied purchased and
used at this facility. The volume reports will be delivered electronically to the following email address:
purchasing@surrey.ca and in format approved by the City’s
Representative which provides the following information:
(a)
(b)
(c)
(d)
item
(e)
(f)
city’s contract reference number;
name of authorized purchaser (city library staff);
date ordered and date delivered;
complete description, unit part number or catalogue number and quantity of each
purchased;
unit price and extended total for each item ordered; and
tax collected by transaction.
30.
LOST AND FOUND
30.1
Lost and found articles will be turned into Security.
RFP (Services) No. 1220-030-2011-012
34
31.
CRIMINAL BACKGROUND CHECK
31.1
The Contractor is to ensure that all of its personnel who provide janitorial services and
custodial maintenance services have first undergone and passed a criminal background
check. Prior to the commencement of any Services, the Contractor is to supply the City
with a Consent For Disclosure of Criminal Record Information, criminal record search
certificate in the form the Royal Canadian Mounted Police form #3584e (2006-03) and a
Criminal Records – Consent For Check For a Sexual Offence For Which a Pardon Has
Been Granted Or Issued Form #3923e (2009-12) for each individual proposed to
perform the Services.
31.2
Prior to the commencement of any Services, and during the term of an agreement if
additional or replacement individuals are proposed to perform the Services, the
Contractor is to supply the City with a criminal record search certificate, or a certified true
copy thereof, for each individual proposed to perform the Services.
31.3
Any individual for whom a criminal record search certificate is not provided, or for whom
a criminal record search certificate indicated any convictions or pending charges related
to property offences or crimes against another person, will not be permitted to perform
any Services.
31.4
Any criminal record search certificate obtained thereby will be deemed valid for the
duration of the agreement subject to a repeated records search as hereinafter specified.
31.5
Notwithstanding the foregoing, at any time during the term of an agreement, the City
may, at its sole discretion and acting reasonably, require an updated criminal records
search. Any individual who fails to provide a satisfactory criminal record search
certificate as a result of a repeated criminal records search will not be permitted to
continue to perform any Services.
31.6
All costs associated with all criminal records searches are the sole responsibility of the
Contractor.
32.
TELEPHONE USAGE
32.1
The Contractor is not to use City telephones. The City will bill Contractor for any
unauthorized telephone calls, plus any costs for investigation and/or billing. Exceptions
will be allowed for emergencies involving life or property.
33.
WASTE MANAGEMENT
33.1
The Contractor is to use the waste disposal unit located at the rear of the Facility for only
landfill waste. The Contractor is solely responsible for any and all damages done or
regulations violated in the disposal of waste materials and for any other actions, which
the Contractor performs.
33.2
The Contractor warrants that it will not produce or discharge in any manner or form,
directly or indirectly, chemicals or toxic substances into the environment and that all
equipment used will not pose a hazard to, or harm or adversely affect anyone coming
into contact with it and covenants and agrees to provide the City with an environmental
plan (where applicable), acceptable to the City, which plan shall outline the procedures
to be followed by the Contractor to prevent the production or discharge of chemicals or
toxic substances into the environment and the actions to be taken should the discharge
occur.
RFP (Services) No. 1220-030-2011-012
35
33.3
The Contractor shall be responsible to take all necessary measures to comply with the
requirements of the Federal and Provincial environmental protection agencies, City
by-laws, the Waste Management Act, R.S.B.C. 1996, c. 482, as amended and any other
applicable acts and regulations in respect to air, earth and water pollutants.
34.
DAMAGES TO FINISHES AND APPURTENANCES
34.1
Building finishes or appurtenances soiled or damaged due to the Contractor's operations
must be cleaned, repaired, replaced, or restored to a condition not less than that existing
immediately prior to the damage and without cost to the City. Misuse or abuse of City
property will be reason for action under the terms of the Contract. Chairs or other
furniture will not be abused. Caster furniture will not be used as carts for transporting
trash cans, etc.
34.2
If property damage resulting from the Contractor's negligence has to be repaired and/or
replaced by the City, the expense for such work shall be deducted from the monies due
the Contractor. The City reserves the right to pursue claims for damages through any
and/or all-legal means available to the City.
35.
COMMUNICATIONS
35.1
Regular communication between the Contractor and the City is fundamental to the
success of this relationship.
35.2
The Contractor shall immediately notify the City if there is a deficiency in any assigned
area pertaining to the Contractor being able to fill any requirement of the contract.
35.3
The Contractor shall attend and actively participate in all communication meetings
schedule by the City.
Telephone and Paging Service
35.4
The Contractor is to provide the daytime cleaning staff with a mobile telephone or pager
for the purpose of responding to all calls for immediate assistance from the City. The
Contractor shall ensure that the pager or mobile phone, shall be worn at all times during
the performance of the Services.
35.5
Upon start of each shift the daytime cleaning personnel is required to check in with the
City’s security desk for any cleaning complaints or special cleaning requirements.
35.6
The Contractor is to provide a list of key contacts with telephone numbers from 7:00 a.m.
to 5:00 p.m. [Monday to Friday] for the purpose of responding to all calls from the City.
There should also be a contact after hours for emergencies.
35.7
For scheduled works, all responses are to be undertaken by the next business day.
Callouts are to be treated as exceptions, particularly for emergencies and they do not
apply to regularly scheduled works. The response time is within the hour from the time
the call is received.
35.8
The City reserves the right to obtain the services of an alternate source if the Contractor
fails to provide such services within the specified time.
RFP (Services) No. 1220-030-2011-012
36
36.
UNOCCUPIED SPACE
36.1
There may be times when a portion of a facility becomes “unoccupied” for various
reasons. Upon written notice by the City, the Contractor will be instructed to cease
cleaning the unoccupied area(s), and the City shall receive a credit based on the global
square footage cost each day unoccupied. The total square footage of the unoccupied
space will be multiplied by the global square foot cost and subtracted from the total
monthly cost. Should the site become re-occupied, the full cost per month shall apply,
unless such changes result in an increase or decrease in contract requirements.
37.
ATTENDANCE
37.1
The Contractor shall have a procedure for verifying arrival of cleaning personnel at the
designated times and for dispatching a replacement for a no-show. In the event of a no
show:
(a) a replacement cleaning person within one-hour of slated start time.
Failure of the Contractor to arrange for a replacement in the event an assigned cleaning
person cannot meet their designated cleaning time shall be considered a damage
incident. (See Schedule A, section 35 – Service Guarantees).
Any cleaning personnel who must leave their cleaning duties for an appointment before
the end of a shift cannot leave until a replacement has arrived.
38.
SERVICE GUARANTEES
38.1
Should the Contractor and its subcontractors fail to meet the required response time or
schedule staff as outlined in the agreement the City will impose a pricing adjustment
directly related to the specific service failure in question.
38.2
The service guarantee charges are tabulated below and it is the intention, wherever
possible to deduct the sum in question from invoices.
38.3
A mutually acceptable mechanism for the administration of this process and for the
handling of disputes – will be agreed upon between the chosen proponent and the
Department Representative(s) prior to the contract.
38.4
The pricing adjustment indicated in the table below are a genuine pre-estimate of the
liquidated damages that may be suffered by the City and shall not be considered as a
penalty. They are based upon the estimated cost of providing a replacement service at
short notice and take into account industry norms.
Service Failure
Proposed Pricing Adjustment
Failure to provide schedule shift
Existing Rate plus 150%
Failure to respond to emergency services $250.00 per event
request
RFP (Services) No. 1220-030-2011-012
37
39.
CONDUCT
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
(i)
(j)
(k)
(l)
(m)
Shall maintain a high level of visibility at all times;
Shall present a professional, concerned image to the public and staff;
Shall not unlock doors except when authorized by authorized City staff;
Shall not have personal visitors while on duty or otherwise on City facilities; and
shall not converse privately with acquaintances while on duty;
Shall not get personally involved with any staff member on the job, or engage in
long or private conversations that disrupt work;
Shall not use any staff member’s office, read, rearrange, or remove any material
from the office; nor shall they permit any unauthorized person to do so. Cleaning
personnel shall not sit on desks, cabinets, tables, or rest feet on desk tops or
open desk drawers, etc.;
Shall not read books, magazines, or newspapers while on duty;
Shall not wear headphones while on duty;
Shall park their personal vehicles in the City parking lot or in any area designated
by the Department Representative;
Shall limit telephone call to business or personal emergencies;
Shall not accept any gifts or gratuities that are in any way related to their position
with the City;
Supervisory personnel shall investigate all complaints received from the public or
Department Representative about the performance of its cleaning staff and report
findings and corrective action to the Department Representative;
Cleaning staff who have received consistent complaints without extenuating
circumstances shall be discharged from their cleaning duties on the City contract.
Rude or offensive behaviour to the public or City staff will not be tolerated.
RFP (Services) No. 1220-030-2011-012
38
SCHEDULE A-1 THROUGH A-6
The detailed scope of work is as described on the following cleaning task schedules,
supplementary cleaning performance guidelines and floor plan illustrations:
Schedule A-1
Schedule A-2
Schedule A-3
Schedule A-4
Schedule A-4-1
Schedule A-5
Schedule A-6
Regular Cleaning Tasks;
Project Specific Cleaning Tasks;
Additional Services Cleaning Tasks;
Basic Cleaning Performance Guidelines;
Green Cleaning Services Program;
Additional Services Performance Guidelines; and
Floor Plan Illustrations.
To view and/or print these cleaning task schedules, supplementary cleaning performance
guidelines and floor plan illustrations please go to the FTP link below, enter the logon and
password when prompted, locate folder 1220-040-2011-012 and proceed.
ftp://ftp.surrey.ca/
Log on:
Password:
pur
welcome
To view this FTP site in Windows Explorer, click Page, and then open FTP Site in Windows
Explorer.
RFP (Services) No. 1220-030-2011-012
39
SCHEDULE B
SAMPLE AGREEMENT
PROJECT AGREEMENT
for
JANITORIAL SERVICES AND CUSTODIAL
MAINTENANCE SERVICES
at
SURREY CITY CENTRE LIBRARY
between
CITY OF SURREY
and
__________________________________________
[CONTRACTOR]
RFP (Services) No. 1220-030-2011-012
40
SCHEDULE B – SAMPLE AGREEMENT
TABLE OF CONTENTS
1.
INTERPRETATION .........................................................................................................45
1.1 Definitions....................................................................................................................45
1.2 Appendices..................................................................................................................46
2.
SERVICES.......................................................................................................................46
2.1 Services ......................................................................................................................46
2.2 Amendment of Services...............................................................................................46
2.3 Additional Services ......................................................................................................46
2.4 Standard of Care .........................................................................................................47
2.5 Term ............................................................................................................................47
2.6 Time ............................................................................................................................47
2.7 Guarantee of Labour Hours .........................................................................................47
3.
PERSONNEL ..................................................................................................................48
3.1 Qualified Personnel .....................................................................................................48
3.2 Listed Personnel and Sub-Contractors ........................................................................48
3.3 Replacement of Personnel or Sub-Contractors ............................................................48
3.4 Sub-Contractors and Assignment ................................................................................48
3.5 Agreements with Sub-Contractors ...............................................................................48
4.
LIMITED AUTHORITY .....................................................................................................48
4.1 Agent of City ................................................................................................................48
4.2 Independent Contractor ...............................................................................................49
5.
FEES AND PAYMENT ....................................................................................................49
5.1 Fees ............................................................................................................................49
5.2 Payment ......................................................................................................................49
5.3 Records .......................................................................................................................50
5.4 Non-Residents .............................................................................................................50
5.5 Fees Adjustment..........................................................................................................51
6.
CITY RESPONSIBILITIES ...............................................................................................51
6.1 City Information ...........................................................................................................51
6.2 City Decisions ..............................................................................................................51
6.3 Notice of Defect ...........................................................................................................51
7.
INSURANCE AND DAMAGES .......................................................................................51
7.1 Indemnity .....................................................................................................................51
7.2 Survival of Indemnity ...................................................................................................52
7.3 Contractor’s Insurance Polices ....................................................................................52
7.4 Insurance Requirements..............................................................................................52
7.5 Contractor’s Responsibilities .......................................................................................53
7.6 Additional Insurance ....................................................................................................53
7.7 Waiver of Subrogation .................................................................................................53
RFP (Services) No. 1220-030-2011-012
41
8.
TERMINATION ................................................................................................................53
8.1 By the City ...................................................................................................................53
8.2 Termination for Cause .................................................................................................53
8.3 Curing Defaults ............................................................................................................54
9.
APPLICABLE LAWS, BUILDING CODES AND BY-LAWS ............................................54
9.1 Applicable Laws...........................................................................................................54
9.2 Codes and By-Laws ....................................................................................................54
9.3 Interpretation of Codes ................................................................................................54
10.
CONFIDENTIALITY AND DISCLOSURE OF INFORMATION ........................................55
10.1 No Disclosure ............................................................................................................55
10.2 Freedom of Information and Protection of Privacy Act ...............................................55
10.3 Return of Property .....................................................................................................55
11.
USE OF WORK PRODUCT .............................................................................................55
12.
WORKERS’ COMPENSATION BOARDS AND OCCUPATIONAL HEALTH AND
SAFETY .............................................................................................................................55
13.
BUSINESS LICENSE ......................................................................................................56
14.
DISPUTE RESOLUTION .................................................................................................56
14.1 Dispute Resolution Procedures................................................................................56
15.
JURISDICTION AND COUNCIL NON-APPROPRIATION ..............................................57
16.
PERFORMANCE SECURITY ..........................................................................................57
17.
EXTRA WORK ................................................................................................................58
18.
CHANGES .......................................................................................................................58
19.
WASTE SITES ................................................................................................................59
20.
GENERAL .......................................................................................................................60
20.1 Entire Agreement .....................................................................................................60
20.2 Amendment .............................................................................................................60
20.3 Contractor Terms Rejected ......................................................................................60
20.4 Survival of Obligations .............................................................................................60
20.5 Cumulative Remedies ..............................................................................................60
20.6 Notices ....................................................................................................................61
20.7 Unenforceability .......................................................................................................61
20.8 Headings .................................................................................................................61
20.9 Singular, Plural and Gender .....................................................................................61
20.10 Waiver .....................................................................................................................61
20.11 Signature .................................................................................................................61
20.12 Enurement ...............................................................................................................61
RFP (Services) No. 1220-030-2011-012
42
APPENDICES
APPENDIX 1 – SCOPE OF SERVICES ........................................................................................
APPENDIX 1-A – REGULAR CLEANING TASK SCHEDULE .......................................................
APPENDIX 1-B – PROJECT SPECIFIC CLEANING TASK SCHEDULE ......................................
APPENDIX 1-C – BASIC CLEANING PERFORMANCE GUIDELINES .........................................
APPENDIX 1-D – GREEN CLEANING SERVICES PROGRAM
APPENDIX 1-E – ADDITIONAL SERVICES PERFORMANCE GUIDELINES...............................
APPENDIX 1-F – FLOOR PLAN ILLUSTRATIONS ......................................................................
APPENDIX 2 – FEES AND PAYMENT .........................................................................................
APPENDIX 3 – TIME SCHEDULE ................................................................................................
APPENDIX 4 – PERSONNEL AND SUB-CONTRACTORS ..........................................................
APPENDIX 5 – ADDITIONAL SERVICES .....................................................................................
APPENDIX 6 – CONTRACTOR’S TECHNICAL PROPOSAL .......................................................
RFP (Services) No. 1220-030-2011-012
43
SCHEDULE B – SAMPLE PROJECT AGREEMENT
JANITORIAL SERVICES AND CUSTODIAL MAINTENANCE SERVICES
SURREY CITY CENTRE LIBRARY
REFERENCE No.: 1220-030-2011-012
THIS AGREEMENT dated for reference this _____ day of ______________, 2011 is entered
into:
BETWEEN:
CITY OF SURREY
14245 – 56th Avenue
Surrey, B.C. V3X 3A2
(the "City")
OF THE FIRST PART
AND:
__________________________
(the "Contractor")
OF THE SECOND PART
RECITALS
WHEREAS
A.
Pursuant to a request for proposals #1220-030-2011-012 (the “RFP”), dated
________________________, 2011 the City invited qualified proponents to submit
proposals to respond to the City’s request for a contract to, inter alia, provide janitorial
services and custodial maintenance services at Surrey City Centre Library, 10350
University Drive, Surrey, B.C.
B.
The City has received proposals in response to its RFP, and after evaluating the
proposals, the City has selected the Contractor to provide the Services (as hereinafter
defined) and the Contractor agrees to supply the Services as and when ordered upon
the terms and conditions contained in this Agreement.
C.
The City selected the Contractor’s proposal and conditionally awarded the Contractor the
janitorial services and custodial maintenance services, subject to the execution and
delivery of this Agreement.
NOW THEREFORE THIS AGREEMENT WITNESSES THAT, in consideration of the payment
of one ($1.00) dollar and other good and valuable consideration paid by each of the parties to
the other (the receipt and sufficiency of which is hereby acknowledged) the City and the
Contractor agree as follows:
RFP (Services) No. 1220-030-2011-012
44
AGREEMENT
1.
INTERPRETATION
1.1
DEFINITIONS
In this agreement the following definitions apply:
(a)
"Additional Services" means and includes anything and everything required to be
done by the Contractor for the fulfilment and completion of the project services as
referred to in this Contract including, without limitation, the project services as
outlined in Appendix 5;
(b)
“Calendar Year” means the period from January 1st to December 31st;
(c)
"Change" means as specified in section17.1;
(d)
"Change Order" means as specified in section 17.2;
(e)
“City” means the City of Surrey;
(f)
“City Representative” means the Acting, Purchasing & AP Manager;
(g)
"Contemplated Change Order" means as specified in section 17.5;
(h)
“Contract” means this executed Contract between the City and the Contractor as
set out and described in the Contract Documents;
(i)
"Contract Documents" means this Contract including all Schedules and
Appendices, the RFP, the Performance Security, Certificate of Insurance and the
Contractor's Proposal and includes any and all additional and amending
documents issued in accordance with the provision of the Contract Documents;
(j)
"Contract Services" has the meaning set out in section 2.1;
(k)
“Contractor’s Representative” means the person appointed by the Contractor to
represent the Contractor for the purposes of this Contract and so notified to the
City in writing;
(l)
“Department” means the Library Department, 7452 – 132 Street, Surrey, British
Columbia, V3W 4M7;
(m)
"Department Representative" means the Chief Librarian, or her designate;
(n)
“Disbursements” has the meaning set out in section 5.3;
(o)
“Dispute” has the meaning set out in section 14.1;
(p)
"Extra Work" means as specified in section
(q)
"Facility" means the Surrey City Centre Library, 10350 University Boulevard,
Surrey, British Columbia;
(r)
“Fees” has the meaning set out in section 5.1;
(s)
“Indemnitees” has the meaning set out in section 7.1;
(t)
"Invoice" has the meaning set out in section 5.2(a);
RFP (Services) No. 1220-030-2011-012
45
1.2
(u)
"Term" has the meaning set out in 2.5; and
(v)
“Time Schedule” has the meaning set out in section 2.6; and
(w)
“Year of the Term” as used herein shall mean each twelve-month period January
1st, to December 31st.
APPENDICES
The following are the Appendices attached to and forming part of this Agreement:
Appendix 1 – Scope of Services;
Appendix 1-A – Regular Cleaning Task Schedule;
Appendix 1-B – Project Specific Cleaning Task Schedule;
Appendix 1-C – Regular Cleaning Performance Guidelines;
Appendix 1-D – Green Cleaning Services Program
Appendix 1-E – Additional Services Performance Guidelines;
Appendix 1-F – Floor Plan Illustrations;
Appendix 2 – Fees and Payment;
Appendix 3 – Time Schedule;
Appendix 4 – Personnel and Sub-Contractors;
Appendix 5 – Additional Services; and
Appendix 6 – Contractor’s Technical Proposal
2.
SERVICES
2.1
Services
The City hereby retains the Contractor to provide the consulting and professional services as
described generally in Appendices 1 through 1-F (inclusive), including anything and everything
required to be done for the fulfillment and completion of this agreement (the “Services”).
2.2
Amendment of Services
The City may from time to time, by written notice to the Contractor, make changes in the scope
of the Services. The Fees will be increased or decreased by written agreement of the City and
the Contractor according to the rates set out in Appendix 2.
2.3
Additional Services
The Contractor will, if requested in writing by the City, perform additional services as may be
listed in Appendix 5. The terms of this agreement will apply to any additional services, and the
fees for additional services, and the time for the Contractor’s performance, will generally
correspond to the fees and time of performance as described in Appendices 2 and 3. The
Contractor will not provide any additional services in excess of the scope of services requested
in writing by the City.
RFP (Services) No. 1220-030-2011-012
46
2.4
Standard of Care
The Contractor will perform the Services with that degree of care, skill and diligence normally
provided by a qualified and experienced practitioner performing services similar to the Services,
and on the understanding that the City is relying on the Contractor’s experience and expertise.
The Contractor represents that it has the expertise, qualifications, resources and relevant
experience to provide the Services.
2.5
Term
The agreement commences on the date of execution of the agreement. The initial term of the
agreement will be for a one (1) year period [the “Initial Term”] with the option to renew for two
(2) additional one (1) year periods [the “Renewal Term(s)”] to a maximum total term of three (3)
years [collectively the “Term”].
If the City elects to extend the Term, the provisions of the agreement will remain in force,
including the fees payable under the RFP except where amended in writing by the parties.
It is the City’s intent to amalgamate these services requirements with similar service
requirements as may be required with the expansion of the Surrey Civic Centre
development projects. These combined requirements will be part of a future Request For
Proposals process.
2.6
Time
The Contractor acknowledges that time is of the essence with respect to the provision of the
Services and accordingly the Contractor will provide the Services within the performance or
completion dates or time periods (the "Time Schedule") as set out in Appendix 3, or as
otherwise agreed to in writing by the City and the Contractor. If at any time the Contractor
discovers that the Time Schedule cannot be met it will immediately advise the City in writing and
provide a revised Time Schedule.
2.7
GUARANTEE OF LABOUR HOURS
The Contractor agrees to provide as part of the Contract:
(a)
a specific number of hours of labour to provide the level of service required.
The hours of labour will be identified on an annual basis. At the end of the each year, with
renewal of the contract, the Contractor shall submit a report showing the hours budgeted and
the hours actually used. Any increase in actual hours used over those budgeted shall not result
in a claim for additional payment. On a monthly basis the Contractor will provide status reports
on hours used versus those budgeted. On an annual basis any decrease in actual hours used
below those budgeted shall be either:
(b)
deducted from the monthly invoice at the specified rate for such work;
OR
(c)
carried forward to subsequent months to do additional cleaning. Such additional
cleaning will be deducted from any accumulated surplus hours.
RFP (Services) No. 1220-030-2011-012
47
3.
PERSONNEL
3.1
Qualified Personnel
The Contractor will provide only professional personnel who have the qualifications, experience
and capabilities to perform the Services.
3.2
Listed Personnel and Sub-Contractors
The Contractor will perform the Services using the personnel and sub-contractors as may be
listed in Appendix 4 and the Contractor will not remove any such listed personnel or subcontractors from the Services without the prior written approval of the City.
The City may from time to time request reasonable changes to the personnel of the Contractor,
and the Contractor shall comply with any such request. The Contractor shall not change any of
the personnel without the prior written approval of the City, which approval will not be
unreasonably withheld.
3.3
Replacement of Personnel or Sub-Contractors
If the City reasonably objects to the performance, qualifications, experience or suitability of any
of the Contractor's personnel or sub-contractors then the Contractor will, on written request from
the City, replace such personnel or sub-contractors.
The Contractor shall not change any of the personnel without the prior written approval of the
City, which approval will not be unreasonably withheld.
3.4
Sub-Contractors and Assignment
Except as provided for in section 3.2, the Contractor will not engage any personnel or
sub-contractors, or sub-contract or assign its obligations under this agreement, in whole or in
part, without the prior written approval of the City.
3.5
Agreements With Sub-Contractors
The Contractor will preserve and protect the rights of the City with respect to any Services
performed under sub-contract and incorporate the terms and conditions of this agreement into
all sub-contracts as necessary to preserve the rights of the City under this agreement.
The Contractor will be as fully responsible to the City for acts and omissions of sub-contractors
and of persons directly or indirectly employed by them as for acts and omissions of persons
directly employed by the Contractor.
4.
LIMITED AUTHORITY
4.1
Agent of City
The Contractor is not and this agreement does not render the Contractor an agent or employee
of the City, and without limiting the above, the Contractor does not have authority to enter into
any contract or reach any agreement on behalf of the City, except for the limited purposes as
may be expressly set out in this agreement, or as necessary in order to perform the Services.
The Contractor will make such lack of authority clear to all persons with whom the Contractor
deals in the course of providing the Services. Every vehicle used by the Contractor in the
course of performing the services shall identify the Contractor by name and telephone number.
RFP (Services) No. 1220-030-2011-012
48
4.2
Independent Contractor
The Contractor is an independent contractor. This agreement does not create the relationship
of employer and employee, a partnership, or a joint venture. The City will not control or direct
the details, means or process by which the Contractor performs the Services. The Contractor
will determine the number of days and hours of work required to properly and completely
perform the Services. The Contractor is primarily responsible for performance of the Services
and may not delegate or assign any Services to any other person except as provided for in
section 3.4. The Contractor will be solely liable for the wages, fringe benefits, work schedules
and work conditions of any partners, employees or sub-contractors.
5
FEES
5.1
Fees
The City agrees to pay, and the Contractor will accept, as full payment and consideration for the
Services, including Contract Services and Additional Services, as follows:
(a)
Contract Services:-______________________________which includes HST,
for Contract Services (Daytime and Regular) provided in accordance with the
performance of the Agreement throughout the Term payable in twelve (12) equal
monthly instalments, in arrears. The cost for Contract Services must not
exceed the unit cost per occurrence specified in Appendix 2 (the “Fees”) for
those Contract Services requested by the City plus HST, labour is inclusive of
cleaning equipment and supplies. If a price is not specified for a specific task,
then the work will be performed at a cost mutually agreed upon by the parties.
(b)
Additional
Services:-_______________________________which
includes
HST, for Project Services provided in accordance with the performance of the
Agreement throughout the Term payable upon performance, in arrears, and after
receipt of an Invoice. The cost for Project Services must not exceed the unit cost
per occurrence specified in Appendix 2 (the “Fees”) for those Additional Services
requested by the City plus HST, labour is inclusive of materials and equipment. If
a price is not specified for a specific task, then the work will be performed at a
cost mutually agreed upon by the parties. When Project Services are performed
in conjunction with Contract Services, the Contractor shall not receive additional
compensation for labour.
All rates are firm for the duration of the Contract Term.
All amounts are in Canadian funds.
The City shall not be responsible for costs incurred by the Contractor in excess of the agreed
amount(s) as set out herein.
5.2
Payment
The Contractor shall submit invoice(s) by the 5th of each month for Services provided in
accordance with the performance of the Agreement in the preceding calendar month (the
“Billing Period”). Any/all Extra Work as approved by the Department Representative, or
designate during each calendar month must be clearly identified and quantified on a separate
invoice(s).
RFP (Services) No. 1220-030-2011-012
49
(a)
The invoice(s) submitted for each Billing Period shall be clearly itemized to the
amount of the Services performed, the billing rates, shown an invoice number,
the Contractor’s name, address and telephone number, address to which
payment is due, the City’s purchase order number/contract reference number, the
price per item of consumables, supplies and equipment; receipts, bills, invoices or
other evidence in support of each invoice for consumables, supplies and
equipment; taxes (if any); and grand total of the invoice.
Note: No prepayments will be allowed.
(b)
the Contractor will on request from the City provide receipts and invoices for all
Disbursements claimed;
(c)
if the City reasonably determines that any portion of an Invoice is not payable
then the City will so advise the Contractor;
(d)
the City will pay the portion of an Invoice which the City determines is payable
within 30 days of the receipt of the Invoice, except the City may hold back from
payments 10% of the amount the City determines is payable to the Contractor
until such time as the Contractor provides its final report to the City; and
(e)
if the Contractor offers the City a cash discount for early payment, then the City
may, at the City’s sole discretion, pay the portion of an Invoice which the City
determines is payable at any time after receipt of the Invoice.
Invoices will be submitted by the Contractor by mail to:
5.4
Name:
_____________________
Address:
_____________________
Fax No.:
_____________________
Records
The Contractor will prepare and maintain proper records related to the Services,
records, receipts and invoices relating to Disbursements. On request from the
Contractor will make the records available open to audit examination by the City at
during regular business hours during the time the Contractor is providing the Services
period of six years after the Services are complete.
5.5
including
City, the
any time
and for a
Non-Residents
If the Contractor is a non-resident of Canada and does not provide the City a waiver of regulation
letter, the City will withhold and remit to the appropriate governmental authority the greater of:
(a)
15% of each payment due to the Contractor; or
(b)
the amount required under applicable tax legislation
RFP (Services) No. 1220-030-2011-012
50
5.6
Fees Adjustment
The parties agree that all fees as set out in this Agreement will remain in force for a period of
twelve (12) months and thereafter the fees will be subject to an increase during the term once
per Year of the Term by a percentage which shall not be greater than the percentage increase
in the Consumer Price Index (All items) for Vancouver, British Columbia as published by
Statistics Canada ("CPI"), or any successor government agency for the Calendar Year
immediately preceding the applicable January 1st of the current Calendar Year.
6.
CITY RESPONSIBILITIES
6.1
City Information
The City will, in co-operation with the Consultant, make efforts to make available to the
Consultant information, surveys, and reports which the City has in its files and records that
relate to the Services. The Consultant will review any such material upon which the Consultant
intends to rely and take reasonable steps to determine if that information is complete or
accurate. The Consultant will assume all risks that the information is complete and accurate
and the Consultant will advise the City in writing if in the Consultant’s judgment the information
is deficient or unreliable and undertake such new surveys and investigations as are necessary.
6.2
City Decisions
The City will in a timely manner make all decisions required under this agreement, examine
documents submitted by the Consultant and respond to all requests for approval made by the
Consultant pursuant to this agreement.
6.3
Notice of Defect
If the City observes or otherwise becomes aware of any fault or defect in the Services, it may
notify the Consultant, but nothing in this agreement will be interpreted as giving the City the
obligation to inspect or review the Consultant’s performance of the Services.
7.
INSURANCE AND DAMAGES
7.1
Indemnity
The Contractor will indemnify and save harmless the City and all of its elected and appointed
officials, officers, employees, servants, representatives and agents (collectively the
“Indemnitees”), from and against all claims, demands, causes of action, suits, losses, damages
and costs, liabilities, expenses and judgments (including all actual legal costs) for damage to or
destruction or loss of property, including loss of use, and injury to or death of any person or
persons which any of the Indemnitees incur, suffer or are put to arising out of or in connection
with any failure, breach or non-performance by the Contractor of any obligation of this
agreement, or any wrongful or negligent act or omission of the Contractor or any employee or
agent of the Contractor.
RFP (Services) No. 1220-030-2011-012
51
7.2
Survival of Indemnity
The indemnity described in section 7.1 will survive the termination or completion of this
agreement and, notwithstanding such termination or completion, will continue in full force and
effect for the benefit of the Indemnitees.
7.3
Contractor's Insurance Policies
The Contractor will, without limiting its obligations or liabilities and at its own expense, provide
and maintain throughout this agreement the following insurance in forms and amounts
acceptable to the City from insurers licensed to conduct business in Canada:
(a)
(b)
(c)
(d)
7.4
commercial general liability insurance on an occurrence basis, in an amount not
less than five million ($5,000,000) dollars inclusive per occurrence against death,
bodily injury and property damage arising directly or indirectly out of the work or
operations of the Contractor, its employees and agents. The insurance will
include cross liability and severability of interests such that the coverage shall
apply in the same manner and to the same extent as though a separate policy
had been issued to each insured. The insurance will include, but not be limited
to: premises and operators liability, broad form products and completed
operations, owners and contractors protective liability, blanket contractual,
employees as additional insureds, broad form property damage, non-owned
automobile, contingent employers liability, broad form loss of use, personal
injury, and incidental medical malpractice;
automobile liability insurance on all vehicles owned, operated or licensed in the
name of the Contractor in an amount not less than three million ($3,000,000)
dollars per occurrence for bodily injury, death and damage to property;
Property insurance, in an amount acceptable to the covering all supplies,
equipment and other property of the Contractor which may be stored or kept at
the Facility(ies) by the Contractor from time to time. Such policy will include a
waiver of subrogation against the City; and
A fidelity bond in an amount not less than $50,000 for any one loss, protecting
the City of Surrey and their respective officers, officials, employees and agents
against claims for loss of money, securities and other property that the City of
Surrey or other third parties may suffer, resulting directly from fraudulent acts
committed by the Contractor, its Subcontractors or their respective employees or
agents.
Insurance Requirements
The Contractor will provide the City with evidence of the required insurance prior to the
commencement of this Agreement. Such evidence will be in the form of a completed certificate
of insurance acceptable to the City. The Contractor will, on request from the City, provide
certified copies of all of the Contractor’s insurance policies providing coverage relating to the
Services, including without limitation any professional liability insurance policies. All required
insurance will be endorsed to provide the City with thirty (30) days advance written notice of
cancellation or material change restricting coverage. To the extent the City has an insurable
interest, the builder’s risk policy will have the City as first loss payee. The Contractor will be
responsible for deductible amounts under the insurance policies. All of the Contractor's
RFP (Services) No. 1220-030-2011-012
52
insurance policies will be primary and not require the sharing of any loss by the City or any
insurer of the City.
7.5
Contractor Responsibilities
The Contractor acknowledges that any requirements by the City as to the amount of coverage
under any policy of insurance will not constitute a representation by the City that the amount
required is adequate and the Contractor acknowledges and agrees that the Contractor is solely
responsible for obtaining and maintaining policies of insurance in adequate amounts. The
insurance policy coverage limits shall not be construed ad relieving the Contractor form
responsibility for any amounts which may exceed these limits, for which the Contractor may be
legally liable.
7.6
Additional Insurance
The Contractor shall place and maintain, or cause any of its subcontractors to place and
maintain, such other insurance or amendments to the foregoing policies as the City may
reasonably direct.
7.7
Waiver of Subrogation
The Contractor hereby waives all rights of recourse against the City for loss or damage to the
Contractor's property.
8.
TERMINATION
8.1
By the City
The City may at any time and for any reason by written notice to the Contractor terminate this
agreement before the completion of all the Services, such notice to be determined by the City at
its sole discretion. Upon receipt of such notice, the Contractor will perform no further Services
other than the work which is reasonably required to terminate the Services and return the City’s
property to the City. Despite any other provision of this agreement, if the City terminates this
agreement before the completion of all the Services, the City will pay to the Contractor all
amounts owing under this agreement for Services provided by the Contractor up to and
including the date of termination, plus reasonable termination costs in the amount as
determined by the City in its sole discretion. Upon payment of such amounts no other or
additional payment will be owed by the City to the Contractor, and, for certainty, no amount will
be owing on account of lost profits relating to the portion of the Services not performed or other
profit opportunities.
8.2
Termination for Cause
The City may terminate this agreement for cause as follows:
(a)
If the Contractor is adjudged bankrupt, or makes a general assignment for the
benefit of creditors because of its insolvency, or if a receiver is appointed
because of its insolvency, the City may, without prejudice to any other right or
remedy the City may have, terminate this agreement by giving the Contractor or
receiver or trustee in bankruptcy written notice; or
RFP (Services) No. 1220-030-2011-012
53
(b)
If the Contractor is in breach of any term or condition of this agreement, and such
breach is not remedied to the reasonable satisfaction of the City within 5 days
after delivery of written notice from the City to the Contractor, then the City may,
without prejudice to any other right or remedy the City may have, terminate this
agreement by giving the Contractor further written notice.
If the City terminates this agreement as provided by this Section, then the City may:
8.3
(c)
enter into contracts, as it in its sole discretion sees fit, with other persons to
complete the Services;
(d)
withhold payment of any amount owing to the Contractor under this agreement
for the performance of the Services;
(e)
set-off the total cost of completing the Services incurred by the City against any
amounts owing to the Contractor under this agreement, and at the completion of
the Services pay to the Contractor any balance remaining; and
(f)
if the total cost to complete the Services exceeds the amount owing to the
Contractor, charge the Contractor the balance, which amount the Contractor will
forthwith pay.
Curing Defaults
If the Contractor is in default of any of its obligations under this agreement, then the City may
without terminating this agreement, upon 5 days written notice to the Contractor, remedy the
default and set-off all costs and expenses of such remedy against any amounts owing to the
Contractor. Nothing in this agreement will be interpreted or construed to mean that the City has
any duty or obligation to remedy any default of the Contractor.
9.
APPLICABLE LAWS, BUILDING CODES AND BY-LAWS
9.1
Applicable Laws
This agreement will be governed by and construed in accordance with the laws of the Province
of British Columbia. The City and the Contractor accept the jurisdiction of the courts of British
Columbia and agree that any action under this agreement be brought in such courts.
9.2
Codes and By-Laws
The Consultant will provide the Services in full compliance with all applicable laws, building
codes and regulations.
9.3
Interpretation of Codes
The Contractor will, as a qualified and experienced professional, interpret applicable codes,
laws and regulations applicable to the performance of the Services. If an authority having
jurisdiction imposes an interpretation which the Contractor could not reasonably have verified or
foreseen prior to entering into this agreement, then the City will pay the additional costs, if any,
of making alterations so as to conform to the required interpretation.
RFP (Services) No. 1220-030-2011-012
54
10.
CONFIDENTIALITY AND DISCLOSURE OF INFORMATION
10.1
No Disclosure
Except as provided for by law or otherwise by this agreement, the Contractor will keep strictly
confidential any information supplied to, obtained by, or which comes to the knowledge of the
Contractor as a result of the performance of the Services and this agreement, and will not,
without the prior express written consent of the City, publish, release, disclose or permit to be
disclosed any such information to any person or corporation, either before, during or after
termination of this agreement, except as reasonably required to complete the Services.
10.2
Freedom of Information and Protection of Privacy Act
The Contractor acknowledges that the City is subject to the Freedom of Information and
Protection of Privacy Act of British Columbia and agrees to any disclosure of information by the
City required by law.
10.3
Return of Property
The Contractor agrees to return to the City all of the City’s property at the completion of this
agreement, including any and all copies or originals of reports provided by the City.
11.
USE OF WORK PRODUCT
The Contractor hereby sells, assigns and transfers to the City the right, title and interest
required for the City to use and receive the benefit of all the reports, drawings, plans, designs,
models, specifications, computer software, concepts, products, designs or processes or other
such work product produced by or resulting from the Services rendered by the Contractor.
12.
WORKERS' COMPENSATION BOARD AND OCCUPATIONAL HEALTH AND SAFETY
12.1
The Contractor will, at its own expense, procure and carry full Workers' Compensation
Board coverage for itself and all workers, employees, servants and others engaged in
the supply of the Services. The City has the unfettered right to set off the amount of the
unpaid premiums and assessments for the Workers' Compensation Board coverage
against any monies owning by the City to the Contractor. The City will have the right to
withhold payment under this Agreement until the Workers' Compensation Board
premiums, assessments or penalties in respect of the Services have been paid in full.
12.2
The Contractor will provide the City with the Contractor's Workers' Compensation Board
registration number and a letter from the Worker's Compensation Board confirming that
the Contractor is registered in good standing with the Workers' Compensation Board.
12.3
The Contractor agrees that it is the prime contractor for the Services for the purposes of
the Workers Compensation Act. The Contractor will have a safety program in place that
meets the requirements of the Workers' Compensation Board Occupational Health and
Safety Regulation and the Workers Compensation Act. As prime contractor, the
Contractor will be responsible for appointing a qualified coordinator for insuring the
health and safety activities for the location of the Services. The qualified coordinator is:
RFP (Services) No. 1220-030-2011-012
55
Name: ____________________________
Contact No.: _______________________
The Contractor will advise the City immediately in writing if the name or contact number
of the qualified coordinator changes.
12.4
Without limiting the generality of any other indemnities granted by the Contractor in this
Agreement, the Contractor will indemnify and save harmless the Indemnitees from and
against all claims, demands, causes of action, suits, losses, damages, costs, liabilities,
expenses, judgments, penalties and proceedings (including all actual legal costs) which
any of the Indemnitees incur, suffer or are put to arising out of or in any way related to
unpaid Workers' Compensation Board assessments owing from any person or
corporation engaged in the performance of this Agreement or arising out of or in any way
related to the failure to observe safety rules, regulations and practices of the Workers'
Compensation Board, including penalties levied by the Workers' Compensation Board.
12.5
The Contractor will ensure compliance with and conform to all health and safety laws,
by-laws or regulations of the Province of British Columbia, including without limitation the
Workers Compensation Act and Regulations pursuant thereto.
12.6
The City may, on twenty-four (24) hours written notice to the Contractor, install devices
or rectify any conditions creating an immediate hazard existing that would be likely to
result in injury to any person. However, in no case will the City be responsible for
ascertaining or discovering, through inspections or review of the operations of the
Contractor or otherwise, any deficiency or immediate hazard.
12.7
The Contractor understands and undertakes to comply with all the Workers'
Compensation Board Occupational Health and Safety Regulations for hazardous
materials and substances, and in particular with the "Workplace Hazardous Materials
Information System (WHMIS)" Regulations. All "Material Safety Data Sheets (MSDS)"
will be shipped along with the Goods and any future MSDS updates will be forwarded.
13.
BUSINESS LICENSE
The Contractor will obtain and maintain throughout the term of this Agreement a valid City of
Surrey business license.
14.
DISPUTE RESOLUTION
14.1
Dispute Resolution Procedures
The parties will make reasonable efforts to resolve any dispute, claim, or controversy arising out
of this agreement or related to this agreement (“Dispute”) using the dispute resolution
procedures set out in this section 14.
(a)
Negotiation
The parties will make reasonable efforts to resolve any Dispute by amicable
negotiations and will provide frank, candid and timely disclosure of all relevant
facts, information and documents to facilitate negotiations.
RFP (Services) No. 1220-030-2011-012
56
(b)
Mediation
If all or any portion of a Dispute cannot be resolved by good faith negotiations
within 30 days, either party may by notice to the other party refer the matter to
mediation. Within 7 days of delivery of the notice, the parties will mutually appoint a
mediator. If the parties fail to agree on the appointment of the mediator, then either
party may apply to the British Columbia International Commercial Arbitration
Centre for appointment of a mediator. The parties will continue to negotiate in
good faith to resolve the Dispute with the assistance of the mediator. The place of
mediation will be Surrey, British Columbia. Each party will equally bear the costs
of the mediator and other out-of-pocket costs, and each party will bear its own costs
of participating in the mediation.
(c)
Litigation
If within 90 days of the request for mediation the Dispute is not settled, or if the
mediator advises that there is no reasonable possibility of the parties reaching a
negotiated resolution, then either party may without further notice commence
litigation.
15.
JURISDICTION AND COUNCIL NON-APPROPRIATION
15.1
Nothing in this agreement limits or abrogates, or will be deemed to limit or abrogate, the
jurisdiction of the Council of the City in the exercise of its powers, rights or obligations
under any public or private statute, regulation or by-law or other enactment.
15.2
The Contractor recognizes and agrees that the City cannot make financial commitments
beyond the City’s current fiscal year. The City will annually make bonafide requests for
appropriation of sufficient funds to cover all payments covered by this Agreement. If City
Council does not appropriate funds, or appropriates insufficient funds, the City will notify
the Contractor of its intention to terminate or reduce the services so affected within 30
days after the non-appropriation becomes final. Such termination shall take effect 30
days from the date of notification, shall not constitute an event of default and shall relieve
the City, its officers and employees, from any responsibility or liability for the payment of
any further amounts under this agreement.
16.
PERFORMANCE SECURITY
16.1
Concurrently with the execution and delivery of this agreement, the Contractor will
deliver to the City a clean, unconditional, irrevocable, demand letter of credit (the “Letter
of Credit”) payable in the amount of $50,000 and issued in favour of the City and on
terms satisfactory to the City.
16.2
The Letter of Credit must contain an automatic extension clause for the Term of this
agreement and may be drawn on by the City to reimburse the City for any costs, losses
or damages suffered by the City as a result of the Contractor’s breach of this agreement.
16.3
Upon expiry or earlier termination of this agreement the City will return the Letter of
Credit, or that portion of the Letter of Credit not drawn down by the City pursuant to
Section 16.2, to the Contractor.
RFP (Services) No. 1220-030-2011-012
57
16.4
The City will not be responsible nor shall it pay to the Contractor any interest on the
irrevocable letter of credit.
17.
Extra Work
17.1
The City may invite the Contractor to perform Extra Work as part of this Contract by
issuing a Contemplated Change Order for the Extra Work.
17.2
It is a condition of a Contract that the City is not obligated at any time to make a request
to the Contractor to perform Extra Work. The City reserves the right to retain the
services of other independent contractor(s) or utilize its own employees to perform any
Extra Work that is required to be performed and the Contractor and its subcontractors, if
any, shall cooperate fully with other independent contractor(s) retained by the City to
perform and/or complete any Extra Work and shall so carry on their work that other
cooperating contractors shall not be hindered, delayed, or interfered with in the progress
of their work, and so that all of such work shall be finished and complete of its kind.
17.3
The Contractor is under no obligation to accept an invitation to perform Extra Work and
the City is under no obligation to offer work that might be undertaken by the Contractor
as Extra Work.
17.4
If the City issues a Contemplated Change Order for Extra Work, the Contractor shall
promptly either decline the opportunity to perform the Extra Work, or respond with a
Quotation.
17.5
The City is under no obligation to accept the Contractor's Quotation for Extra Work and
may elect to have the Extra Work performed by others.
17.6
In no event shall the Contractor proceed with any work that the Contractor intends or
expects to be treated as Extra Work without first receiving a written Change Order
approving the work as Extra Work.
18.
CHANGES
18.1
A Change is:
(a)
An addition to the Services that is both
(i)
of a type and character similar to the Services as defined in the Contract
Documents, and
(ii)
is located generally within the Surrey City Centre Library Building; or
(b)
A deletion of the Services indicated in the Contract Documents; or
(c)
An alteration of the Services indicated in the Contract Documents, within the
general scope of the Services as described in the Contract Documents.
18.2
The City may without invalidating this Contract make a Change to the Services. If the City
makes a Change to the Services, then the Department Representative, or, designate shall
issue a Change Order.
18.3
Additional work that the City may wish performed that does not satisfy the requirements of
subsections 18 (a) and (c) is Extra Work ("Extra Work") and not a Change. Extra Work
may be declined by the Contractor or may, upon agreement between the parties, be
undertaken as Extra Work.
18.4
The Department Representative, or designate may at any time give the Contractor a
written request (a "Contemplated Change Order") to provide a Quotation for a specified
Change that the City is considering.
RFP (Services) No. 1220-030-2011-012
58
18.5
If the Department Representative, or designate gives the Contractor a Contemplated
Change Order, then the Contractor shall, as part of the Services, respond as promptly as
possible with a written price quotation (a "Quotation"). The Quotation shall comply with
the following:
(a)
Any Quotation submitted by the Contractor for a Change, a Contemplated
Change Order or for Extra Work shall, unless expressly stated otherwise in the
Quotation, be interpreted to represent the total adjustment to the Contract Price
(excluding HST) owing on account for the Services contemplated by the Quotation and
for certainty shall be interpreted to include compensation on account of all related costs,
including but not limited to all direct, indirect, or impact, head office, overhead, and all
other costs, and all markups and profits, even if the Quotation does not specifically
mention such items.
18.6
The Department Representative, or designate may at any time, by way of a Change
Order, direct the Contractor to proceed with a Change and the Contractor shall comply
with such direction.
18.7
The Contractor shall not proceed with any Services that the Contractor intends or
expects to be treated as a Change without receiving a written Change Order approving
the Services as a Change.
18.8
If for any reason the Contractor proceeds with Services that the Contractor intends to
claim as a Change before a written Change Order is issued, then verbal approval must
have been received and a written Change Order pending. The Contractor shall maintain
daily records, and submit them before the end of the next day to the Department
Representative, or, designate for certification. Notwithstanding any other provision of
the Contract Documents, no payment shall be owing to the Contractor on account of any
claimed Change if the Contractor fails to maintain and submit such records. However,
the mere maintenance and submission of such daily records shall not create an
entitlement for the Contractor to receive payment for the claimed Change and the
Contractor's right to receive payment shall be as otherwise provided by the Contract
Documents.
18.9
The Contractor shall not be entitled to rely on any oral representation (except in an
emergency), site meeting discussion, site meeting minutes or other communication as
approval that any Services are a Change. The Contractor shall strictly comply with the
requirements of this section.
18.10 In an emergency, when it is impractical to delay the Services until the written
authorization is issued, the Department Representative, or designate may issue an oral
direction which the Contractor shall follow.
In such event the Department
Representative, or, designate shall issue a confirming Change Order at the first
opportunity.
19.
WASTE SITES
19.1
With respect to garbage, waste and waste water:
(a)
the Contractor shall select its own site(s) for disposal of debris, trash and
unsuitable materials collected under the conditions of this Agreement. In no case
shall debris, trash, and unsuitable materials be disposed of at the City Centre
Library or on any properties adjacent thereto. The Contractor is responsible for
RFP (Services) No. 1220-030-2011-012
59
(b)
(c)
any and all damage done or regulations violated in the disposal of waste material
and for any other actions which the Contractor performs;
the Contractor warrants that it will not produce or discharge in any manner or
form, directly or indirectly, chemicals or toxic substances into the environment
and that all vehicles and equipment used will not pose a hazard to, or harm, or
adversely affect anyone coming into contact with them and covenants and
agrees to provide the City with an environmental plan (where applicable),
acceptable to the City, which plan shall outline the procedures to be followed by
the Contractor to prevent the production or discharge of chemicals or toxic
substances into the environment and the actions to be taken should the
discharge occur; and
the Contractor shall be responsible to take all necessary measures to comply
with requirements of Federal and Provincial environmental regulatory agencies,
City by-laws, the Environmental Management Act and any other applicable acts
and regulations.
20.
GENERAL
20.1
Entire Agreement
This agreement, including the Appendices and any other documents expressly referred to in this
agreement as being a part of this agreement, contains the entire agreement of the parties
regarding the provision of the Services and no understandings or agreements, oral or otherwise,
exist between the parties except as expressly set out in this agreement. This agreement
supersedes and cancels all previous agreements between the parties relating to the provision of
the Services.
20.2
Amendment
This agreement may be amended only by agreement in writing, signed by both parties.
20.3
Contractor Terms Rejected
In the event that the Contractor issues an invoice, packing slip, sales receipt, or any like
document to the City, the City accepts the document on the express condition that any terms
and conditions in it which constitute terms and conditions which are in addition to or which
establish conflicting terms and conditions to those set out in this Agreement are expressly
rejected by the City.
20.4
Survival of Obligations
All of the Contractor's obligations to perform the Services in a professional and proper manner
will survive the termination or completion of this agreement.
20.5
Cumulative Remedies
The City’s remedies under this agreement are cumulative and in addition to any right or remedy
which may be available to the City at law or in equity.
RFP (Services) No. 1220-030-2011-012
60
20.6
Notices
Any notice, report or other document that either party may be required or may wish to give to
the other must be in writing, unless otherwise provided for, and will be deemed to be validly
given to and received by the addressee, if delivered personally, on the date of such personal
delivery, if delivered by facsimile, on transmission, or if by mail, five calendar days after posting.
The addresses for delivery will be as follows:
The City:
Attention:
The Contractor:
Attention:
20.7
Unenforceability
If any provision of this agreement is invalid or unenforceable, it will be severed from the
agreement and will not affect the enforceability or validity of the remaining provisions of the
agreement.
20.8
Headings
The headings in this agreement are inserted for convenience of reference only and will not form
part of nor affect the interpretation of this agreement.
20.9
Singular, Plural and Gender
Wherever the singular, plural, masculine, feminine or neuter is used throughout this agreement
the same will be construed as meaning the singular, plural, masculine, feminine, neuter or body
corporate where the context so requires.
20.10 Waiver
No waiver by either party of any breach by the other party of any of its covenants, obligations
and agreements will be a waiver of any subsequent breach or of any other covenant, obligation
or agreement, nor will any forbearance to seek a remedy for any breach be a waiver of any
rights and remedies with respect to such or any subsequent breach.
20.11 Signature
This Agreement may be executed in or one or more counterparts all of which when taken
together will constitute one and the same Agreement, and one or more of the counterparts may
be delivered by fax transmission.
20.12 Enurement
This Agreement shall enure to the benefit of and be binding upon the respective successors and
permitted assigns of the City and the Contractor.
IN WITNESS WHEREOF the parties have duly executed this agreement as of the day and year
first above written.
CITY OF SURREY
by its authorized signatory:
__________________________
RFP (Services) No. 1220-030-2011-012
[CONTRACTOR]
by its authorized signatory(ies):
______________________________
61
Appendices 1 through 6 will be inserted here if an Agreement is assembled for execution and
including the RFP and the successful Proposal.
Appendix 1 – Scope of Services;
Appendix 1-A – Regular Cleaning Task Schedule;
Appendix 1-B – Project Specific Cleaning Task Schedule;
Appendix 1-C – Regular Cleaning Performance Guidelines;
Appendix 1-D – Additional Services Performance Guidelines;
Appendix 1-E – Floor Plan Illustrations;
Appendix 2 – Fees and Payment;
Appendix 3 – Time Schedule;
Appendix 4 – Personnel and Sub-Contractors;
Appendix 5 – Additional Services; and,
Appendix 6 – Contractor’s Technical Proposal
RFP (Services) No. 1220-030-2011-012
62
SCHEDULE C
FORM OF PROPOSAL
JANITORIAL SERVICES AND CUSTODIAL
MAINTENANCE SERVICES
SURREY CITY CENTRE LIBRARY
RFP (Services) No. 1220-030-2011-012
63
SCHEDULE C – FORM OF PROPOSAL
RFP Project Title:
JANITORIAL SERVICES AND CUSTODIAL MAINTENANCE
SERVICES – SURREY CITY CENTRE LIBRARY
RFP Reference No.:
1220-030-2011-012
Legal Name of Proponent:
Contact Person and Title:
Business Address:
Telephone:
Fax:
E-Mail Address:
TO:
ACTING PURCHASING & AP MANAGER
Finance & Technology Dept.
Purchasing Section
City of Surrey
6645 – 148 Street
Surrey, B.C. Canada V3S 3C7
Dear Sir:
1.0
I/We, the undersigned duly authorized representative of the Proponent, having
received and carefully reviewed all of the Proposal documents, including the RFP and any
issued addenda, and having full knowledge of the Site, and having fully informed ourselves as
to the intent, difficulties, facilities and local conditions attendant to performing the Services,
submit this Proposal in response to the RFP.
2.0
I/We confirm that the following appendices are attached to and form a part of this
Proposal:
Schedule C-1 – Statement of Departures;
Schedule C-2 – Proponent’s Experience, Reputation and Resources;
Schedule C-3 – Proponent’s Technical Proposal (Project Services);
Schedule C-4 – Proponent’s Technical Proposal (Project Timeline); and
Schedule C-5 – Proponent’s Financial Proposal (Schedule of Prices).
RFP (Services) No. 1220-030-2011-012
64
3.0
I/We confirm that this proposal is accurate and true to best of my/our knowledge.
4.0
I/We confirm that, if I/we am/are awarded the Agreement, I/we will at all times be the
“prime contractor” as provided by the Worker's Compensation Act (British Columbia) with
respect to the Services. I/we further confirm that if I/we become aware that another contractor
at the place(s) of the Services has been designated as the “prime contractor”, I/we will notify the
City immediately, and I/we will indemnify and hold the City harmless against any claims,
demands, losses, damages, costs, liabilities or expenses suffered by the City in connection with
any failure to so notify the City.
This Proposal is submitted this _____________________ day of _________________, 201_.
I/We have the authority to bind the Proponent.
____________________________
(Name of Proponent)
_______________________________
(Name of Proponent)
____________________________
(Signature of Authorized Signatory)
_______________________________
(Signature of Authorized Signatory)
_______________________________
(Print Name and Position of Authorized
Signatory)
_______________________________
(Print Name and Position of Authorized
Signatory)
RFP (Services) No. 1220-030-2011-012
65
SCHEDULE C-1 - STATEMENT OF DEPARTURES
1.
I/We have reviewed the proposed Contract attached to the RFP as Schedule “B”. If
requested by the City, I/we would be prepared to enter into that Contract, amended by
the following departures (list, if any):
Section
2.
Requested Departure(s) / Alternative(s)
The City of Surrey requires that the successful Proponent have the following in place
before commencing the Services:
(a)
Workers’ Compensation Board coverage in good standing and further, if an
“Owner Operator” is involved, personal operator protection (P.O.P.) will be
provided,
Workers' Compensation Registration Number ___________________________;
(b)
Prime Contractor qualified coordinator is Name:
Contact Number: ________________________.
___________________ and
(c)
Insurance coverage for the amounts required in the proposed Contract as a
minimum, naming the City as additional insured and generally in compliance with
the City’s sample insurance certificate form (available on the City's web site at
www.surrey.ca (search "Insurance Certificates") titled City of Surrey Certificate of
Insurance Standard Form);
d)
City of Surrey business license;
e)
If the Proponent’s Services are subject to HST, the Proponent’s HST number is
_________________________________; and,
f)
If the Proponent is a company, the company name indicated above is registered
with the Registrar of Companies in the Province of British Columbia, Canada,
Incorporation Number ___________________.
As of the date of this Proposal, we advise that we have the ability to meet all of the
above requirements except as follows (list, if any):
Section
3.
Requested Departure(s) / Alternative(s)
I/We offer the following alternates to improve the Services described in the RFP (list, if
any):
Section
RFP (Services) No. 1220-030-2011-012
Requested Departure(s) / Alternative(s)
66
4.
The Proponent acknowledges that the departures it has requested in Sections 1,2, and 3
of this Schedule C-1 will not form part of the Contract unless and until the City agrees to
them in writing by initialing or otherwise specifically consenting in writing to be bound by
any of them.
RFP (Services) No. 1220-030-2011-012
67
SCHEDULE C-2 - PROPONENT’S EXPERIENCE, REPUTATION AND RESOURCES
Proponents should provide information on the following (use the spaces provided and/or attach
additional pages, if necessary):
(i)
Location of branches, background, stability, structure of the Proponent;
(ii)
An experience statement listing specific organizations for which the Proponent has
performed services similar to those described in this Request for Proposal within the
last five years. Experience must include at least five (5) years of Class “A” building
experience.
(iii)
Proponent’s demonstrated ability to provide the Services including, without limitation,
staff experience/qualifications, including training programs on-site and off-site, licenses
and certifications relevant to the performance of the Services, length of time staff have
been employed or retained, staff training and retention plans;
(iv)
Proponent’s corporate and personal references (name and telephone number). The
City's preference is to have a minimum of three references for each category; and
(v)
Proponent’s financial strength (with evidence such as financial statements, bank
references);
(vi)
Proposed Personnel:
Provide a description highlighting the applicable skills, qualifications and experience for cleaning
personnel that would potentially be assigned to this contract, keeping in mind that cleaning
personnel are required to possess an excellent command of the English language, good
communication skills, and previous experience.
Name:
Labour Category:
Years of Work Experience:
Qualifications:
Responsibility:
Name:
Labour Category:
Years of Work Experience:
Qualifications:
Responsibility:
RFP (Services) No. 1220-030-2011-012
68
Name:
Labour Category:
Years of Work Experience:
Qualifications:
Responsibility:
Name:
Labour Category:
Years of Work Experience:
Qualifications:
Responsibility:
Name:
Labour Category:
Years of Work Experience:
Qualifications:
Responsibility:
(vii)
Proponent’s References
Proponent to provide three references of recent successful performance of the Services where
the requirements were similar to the City’s requirements as set out in the RFP. The City
reserves the right to request site visits and demonstrations of existing Proponent operations.
The City reserves the right to contact any person(s), agency(ies) or firm(s) not listed as part of
an independent review.
Reference #1
Name of client’s organization:
Reference Contact Information:
Name:
Phone Number:
Email Address:
How long has the organization been a
client of the Proponent?
Describe the size and scope of the
referenced project.
Describe the nature of the work
performed.
Provide the start and end dates of the
project duration, and any relevant
comments.
Description of the building and number of
people occupying the building.
Square Footage of the building
Total Square Footage:
Square Feet of carpeted
area:
Square Feet of hard surface
floors:
.
RFP (Services) No. 1220-030-2011-012
69
Reference #2
Name of client’s organization:
Reference Contact Information:
Name:
Phone Number:
Email Address:
How long has the organization been a
client of the Proponent?
Describe the size and scope of the
referenced project.
Describe the nature of the work
performed.
Provide the start and end dates of the
project duration, and any relevant
comments.
Description of the building and number
of people occupying the building.
Square Footage of the building
Reference #3
Name of client’s organization:
Reference Contact Information:
Total Square Footage:
Square Feet of carpeted area:
Square Feet of hard surface
floors:
Name:
Phone Number:
Email Address:
How long has the organization been a
client of the Proponent?
Describe the size and scope of the
referenced project.
Describe the nature of the work
performed.
Provide the start and end dates of the
project duration, and any relevant
comments.
Description of the building and number of
people occupying the building.
Square Footage of the building
RFP (Services) No. 1220-030-2011-012
Total Square Footage:
Square Feet of carpeted
area:
Square Feet of hard surface
floors:
70
(viii) Sub-contractors: Proponents should provide the following information on the background
and experience of all sub-contractors proposed to undertake a portion of the Services (use the
spaces provided and/or attach additional pages, if necessary):
(a)
Legal Name of Sub Contractor Company:
Contact Person and Title:
Business Address:
Telephone:
Fax:
E-mail Address:
Description of Services to be Rendered:
Sub-Contractor History, Experience including demonstrated abilities to perform the services outlined
herein:
Estimate of Annual Cost Allocation to this Sub Contractor:
(b)
Legal Name of Sub Contractor Company:
Contact Person and Title:
Business Address:
Telephone:
Fax:
E-mail Address:
Description of Services to be Rendered:
Sub-Contractor History, Experience including demonstrated abilities to perform the services outlined
herein:
Estimate of Annual Cost Allocation to this Sub Contractor:
RFP (Services) No. 1220-030-2011-012
71
SCHEDULE C-3 - PROPONENT’S TECHNICAL PROPOSAL (PROJECT SERVICES)
The Proponent is to provide clear and express written statements to the following:
(i)
a narrative that confirms that you have reviewed the Scope of Services and the proposed
project agreement and illustrates an understanding of the City’s requirements and Services;
(ii)
a description of the techniques, approaches and methods to be used in managing the
project, including, but not limited to, the utilization of subcontractors (describe how you will
manage performance of your subcontractors), a description of how the Contractor monitors
that all tasks are performed, follows up on performance deficiencies, and reports to the
client about these matters. Sample logs, reports or forms to be included;
(iii)
outline administrative controls, plans and processes to monitor and assure contract
compliance of janitorial services and custodial maintenance. Include methods of quality
control, contract administration, audits, management inspection programs, conduct and job
performance standards, corrective action planning and follow-up reporting. Include details
of your quality assurance program not covered in the performance requirements of the
RFP, including reporting requirements to ensure compliance.
RFP (Services) No. 1220-030-2011-012
72
SCHEDULE C-3 - PROPONENT’S TECHNICAL PROPOSAL (PROJECT SERVICES) (Cont’d)
(iv)
provide your risk management plan. Identify and describe risks including, but not limited
to, safety of staff, clients, and City property. Describe how these risks will be managed,
keeping in mind that, on occasion, cleaning staff will be required to work around the
general public and staff.
(v)
provide details of your contingency plan for dealing with any disruption of services at the
Facility. Specifically, describe your proposed service delivery model(s). Also, describe
your proposed service migration plan that would allow for a seamless transition from your
service delivery model to the service of another service provider.
(vi)
describe the janitorial services and custodial maintenance training your company will obtain
or provide to its employees working at the Facility to meet and exceed the challenging
performance requirements.
(vii)
briefly describe how your organization is an industry leader in the area the City wishes to
contract for and how your organization could provide the performance
standards/requirements outlined in this RFP.
RFP (Services) No. 1220-030-2011-012
73
SCHEDULE C-3 - PROPONENT’S TECHNICAL PROPOSAL (PROJECT SERVICES) (Cont’d)
(viii)
The City’s objective is to continuously reduce costs and continuously improve service
levels. Describe how your pricing model will accomplish this. Describe how your services,
business model, processes and use of technology (equipment, management and/or
software, etc.) will drive productivity improvements and cost reductions.
(ix)
Service Performance Requirements & Quality Assurance Plan – The Proponent will be
required to develop and maintain a service performance and quality assurance plan.
Explain how you would accomplish the following:
(a)
and
measure and assess the janitorial and custodial maintenance services as needed;
(b)
measure and assess that the Service performance requirements are being met to
ensure deficiencies are corrected before the level of Service becomes unacceptable to the
City.
(x)
provide a statement of your commitment toward continuous improvement around
environmental health, pollution prevention and efficient energy use. (e.g. eco-friendly
cleaning supplies, consumables and techniques and methods of reducing waste and
toxics);
RFP (Services) No. 1220-030-2011-012
74
SCHEDULE C-3 - PROPONENT’S TECHNICAL PROPOSAL (PROJECT SERVICES) (Cont’d)
(xi)
Major Cleaning (Industrial/Commercial Quality) Equipment: Provide a list of all
proposed major pieces of equipment to be used by the Proponent.
Provide at a minimum the following information.





Major Equipment description including quantity, make / model;
Equipment Manufacturer;
When Purchased;
Condition of Equipment; and,
When Last Received Preventive Maintenance
(COPY AND APPEND ADDITIONAL SHEETS AS NEEDED)
DESCRIPTION INCLUDING
QUANTITY, MAKE/MODEL
EQUIPMENT
MANUFACTURER
WHEN
PURCHASED
CONDITION OF EQUIPMENT
(Use the rating scores
shown below)
WHEN LAST RECEIVED
PREVENTIVE MTNCE.
(Cleaning/Lubrication etc.)
Rating Scores: 1= Equipment is functional, but requires immediate replacing; 2= Equipment is functional, scheduled to be
replaced within the next 6 months; 3= Equipment is functional, well maintained and in good condition; 4= Equipment is
functional, and in very good condition; 5= New Equipment, purchased within the past 3 months.
Total market value of equipment: $_______________
RFP (Services) No. 1220-030-2011-012
75
SCHEDULE C-4
TIME SCHEDULE
The Contractor will perform the Services in a manner which causes minimal interference to
the users and occupants of the Facility. The Contractor will perform the Services during the
Time Schedule as set out in this Schedule. The exact start and finish times for the Services
will be agreed upon between the City and the Contractor.
The Services will be performed with the least inconvenience to City personnel. Full
consideration must be given where offices are occupied and the Contractor must arrange
its work schedule accordingly.
All work shall be started and completed at approximately the same time in each time period,
unless otherwise specified or agreed to by the City.
Specific cleaning schedules and any variations to the schedule must be approved by the
City in writing in advance of the variation.
1.
Daytime Services
Monday through Friday with work hours 1:00 p.m. through 9:00 p.m.
Saturday and Sunday with work hours 1:00 p.m. to 5:00 p.m.
Work schedules are not subject to change without the prior written approval of the
Department Representative, or, designate.
2.
Regular Cleaning
Monday through Friday with work commencing after 9:00 p.m.
Saturday and Sunday with work commencing after 5:00 p.m.
Work schedules are not subject to change without the prior written approval of the
Department Representative, or designate
RFP (Services) No. 1220-030-2011-012
76
SCHEDULE C-5
PROPONENTS FINANCIAL PROPOSAL
Project/Contract:
JANITORIAL SERVICES AND CUSTODIAL MAINTENANCE SERVICES SURREY CITY CENTRE LIBRARY
Project/Reference No.: 1220-030-2011-012
From (Proponent):
___________________________________________________________
company name
Summary Analysis of Service Cost:
A.
Maximum Guaranteed Price – Daytime Cleaning Services:
B.
Maximum Guaranteed Price – Regular Cleaning Services:
$__________________
(i) Monday Through Friday
$__________________
(ii) Saturday and Sunday
$__________________
C.
Sub Total (A + B):
$__________________
D.
Plus HST (12% of C):
$__________________
E.
Total Maximum Guaranteed Price (C + D):
$__________________
RFP (Services) No. 1220-030-2011-012
77
SCHEDULE C-5
PROPONENTS FINANCIAL PROPOSAL
Project/Contract:
JANITORIAL SERVICES AND CUSTODIAL MAINTENANCE SERVICES SURREY CITY CENTRE LIBRARY
Project/Reference No.: 1220-030-2011-012
From (Proponent):
___________________________________________________________
company name
1.
FEES (SCHEDULE OF PRICES)
Using the format of the following tables, provide the total cost breakdown for the Services, Equipment,
Consumables and Additional Services of the Facility of the annual Service.
Cost estimates should also describe the basis upon which the costs have been developed and must clearly
identify any exclusions.
Table 1 - Regular cleaning services (excluding additional services cleaning tasks which is priced
separately):
Provide full details of the labour costs for the First Full Contract Year of operations.
Services
Total Guaranteed Minimum
Hourly Labour Rate Per
First Full Contract
First Full
Number of Hours (Hrs.)
Labour Category (Including
Year ($)
Contract Year
Committed To This Site First
All Labour Burden –
Full Contract Year
Overhead and Profit) First
Staff Numbers
Full Contract Year
A
B
C
D
E
Daytime Cleaning Services:
Monday
through
Friday
1:00 pm. To 9:00 p.m.
Saturday and Sunday Only
1:00 pm to 5:00 p.m.
1
2,340 hours
$
$
1
520 hours
$
$
(carry this amount forward to Item A of the project financial summary analysis sheet):
Regular Cleaning Services:
Monday through Friday commencing after 9:00 p.m.
Light Duty Work
hours
$
$
Medium Duty Work
hours
$
$
Heavy Duty Work
hours
$
$
Working Supervisor
hours
$
$
(carry this amount forward to Item B(i) of the project financial summary analysis sheet):
$
Saturday and Sunday Only Commencing after 5:00 p.m.
Light Duty Work
hours
$
$
Medium Duty Work
hours
$
$
Heavy Duty Work
hours
$
$
Working Supervisor
hours
$
$
(carry this amount forward to Item B(ii) of the project financial summary analysis sheet):
RFP (Services) No. 1220-030-2011-012
$
78
Table 2 – Hourly Labour Rates
Occasionally, a need for cleaning outside the normal scope of this contract arises. The Contractor is
expected to respond in a timely manner to requests from the City to perform an emergency clean up.
The hourly rate for one person to perform emergency clean up is:
HOURLY RATES
($)
Normal working hours
$
Outside normal working hours
$
Saturday
$
Sunday
$
Public Holidays
$
MINIMUM HOURS PER
CALL-OUT
(IF APPLICABLE)
The foregoing prices shall include all labour burden, fixed costs, cleaning equipment and supplies,
overheads and profits, HST extra, to cover the finished work specified in this Request For Proposals.
2.
ADDITIONAL SERVICES (SCHEDULE A-3)
Items in Proponents Financial Proposal make up the bulk of the basic required Services. It is anticipated
that additional services may be required as set out in Schedule A-3. The City therefore reserves the right to
negotiate Additional Services with the successful Proponent.
Note: The City may negotiate for additional locations/services. The Proponent understands that the City
reserves the right to reject any or all offers received for Additional Services and to obtain these Additional
Services from other sources.
No amount of work is guaranteed under this contract.
3. PAYMENT
A cash discount of _____________% will be allowed if accounts are paid within ___________ days
after receipt of an invoice or on a net 30 days basis.
RFP (Services) No. 1220-030-2011-012
79
ATTACHMENTS
JANITORIAL SERVICES AND CUSTODIAL
MAINTENANCE
SURREY CITY CENTRE LIBRARY
RFP (Services) No. 1220-030-2011-012
80
Attachment 1
City Standard Certificate of Insurance (Example)
RFP (Services) No. 1220-030-2011-012
81
ATTACHMENT 2 - PRIME CONTRACTOR DESIGNATION
LETTER OF UNDERSTANDING
As per the requirements of the Workers’ Compensation Act Part 3, Division 3, Section 118 (1-3),
which states:
Coordination of multiple-employer workplaces
118
(1)
In this section:
“multiple-employer workplace” means a workplace where workers of 2 or more
employers are working at the same time:
“prime Contractor” means in relation to a multiple-employer workplace,
(a) the directing Contractor, employer or other person who enters into a written
proposal with the City of that workplace to be the prime Contractor for the
purposes of this Part, or
(b) if there is no proposal referred to in paragraph (a), the City of the
workplace.
(2)
(a)
(b)
(3)
The prime Contractor of a multiple-employer workplace must
ensure that the activities of employers, workers and other persons at the
workplace relating to occupational health and safety are coordinated, and
do everything that is reasonably practicable to establish and maintain a
system or process that will ensure compliance with this Part and the
regulation in respect to the workplace.
Each employer of workers at a multiple-employer workplace must give to the
prime Contractor the name of the person the employer has designated to
supervise the employer’s workers at that workplace.
By signing this proposal, the Contractor accepts all responsibilities of a Prime Contractor as
outlined in the Workers’ Compensation Act, and WCB OH&S Regulation.
As a Contractor signing this proposal with the City, you are agreeing that your Company,
Management staff, Supervisory staff and workers will comply with the Workers’ Compensation
Board (WCB) Occupational Health and Safety Regulation and the Workers’ Compensation (WC)
Act.
Any WCB violation by the Prime Contractor may be considered a breach of contract resulting in
possible termination or suspension of the contract and/or any other actions deemed appropriate
at the discretion of the City.
Any penalties, sanctions or additional costs levied against the City, as a result of the actions of
the Prime Contractor are the responsibility of the Prime Contractor.
I, the undersigned, acknowledge having read and understand the information above.
By signing this proposal, I agree as a representative of the firm noted below, to accept all
responsibilities of the Prime Contractor for this project.
I fully understand and accept the responsibilities of the prime Contractor designation in
accordance with the Workers’ Compensation Act while contracted by the City of Surrey for
project and will abide by all Workers’ Compensation Board Regulation requirements.
Project File No:
1220-030-2011-012
Project Title:
Janitorial Services and Custodial Maintenance – Surrey City Centre
Library
COS FORM 15e updated March 31, 2011
RFP (Services) No. 1220-030-2011-012
82
ATTACHMENT 3 - RISK, HEALTH & SAFETY
Responsibility of Contractor(s)
The City of Surrey strives to maintain a safe work environment for employees and Contractors
and insists upon the enforcement of safe practices and procedures in all premises and in all
work activities. It is essential that all Contractors and their employees and sub-Contractor(s)
perform in the same manner.
As a Contractor to the City of Surrey, you are expected to conform to the requirements of the
Workers’ Compensation Act, the WCB Occupational Health and Safety Regulation and to all
federal, provincial and local laws and regulations. Any City of Surrey employee has the
authority to order an unsafe act to cease or to have an unsafe piece of equipment removed from
the premises or, in extreme situations, to shut down a job entirely.
The following information is provided as typical City of Surrey requirements, but does not relieve
the Contractor from complying with all applicable local, provincial and federal laws, regulations
and bylaws.
PERSONNEL
1. You are expected to inform your employees of any potential hazard in the workplace and
advise of appropriate action to be taken should a hazard be found or a fire or accident
occur.
2. Contractors will restrict persons invited on the premises to employees only. No families or
friends are permitted.
3. The Contractor will advise the City of any on-site accidents involving the Contractor’s
employees, or injuries to others caused by the Contractor’s business.
GENERAL SAFETY RULES
1. Horseplay, gambling and the use of alcohol or narcotics will not be tolerated.
2. Orderliness and good housekeeping are basic requirements and must be maintained at all
times.
3. Any equipment, which could create a hazard, must be maintained in good condition.
4. Restricted and controlled products will be labeled, used and stored in accordance with the
associated regulations, e.g. WHMIS.
5. Contractors will use a regular system of inspections to detect and correct hazardous
conditions, safety violations and unsafe working practices on the job site.
6. Contractors will ensure their employees utilize proper safety equipment and clothing as
required for job site activities.
7. Contractors must follow and have on site proper written safe work procedures for hazardous
work, e.g. confined space entry, lockout, excavations and shoring, etc.
8. All ladders must be of an approved type and length. Unacceptable ladders must be
removed immediately from the premises.
9. All vehicles and equipment on City property must be kept in safe mechanical condition at all
times, and be operated only by persons with a valid driver’s license and/or proper training
and qualifications.
10. Contractors will not operate any equipment, valves, switches, etc., which are part of the
City’s operation, unless specific permission is received from the Department Representative.
11. Accumulation of oily rags, combustible refuse or similar fire hazards will not be tolerated.
Your safety record and attitude are important criteria used to judge your qualification for future
bidding on solicitations with the City of Surrey.
You can help ensure employee safety and your eligibility for future business with the City if you
exhibit and practice a “Safe Work - Safe City” attitude.
COS FORM 15f UPDATED MARCH 30, 2011
RFP (Services) No. 1220-030-2011-012
83