REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
Requirement
The City of Ottawa, hereinafter referred to as the City, is requesting the submission of
quotations to provide services, equipment and materials for janitorial services at the
facilities listed below in accordance with the attached specifications, terms, conditions
and information provided at the site meeting.
Period of Contract
The initial contract period is from 01 March 2015 to 28 February 2017. All prices quoted
to remain FIRM for the initial two (2) year contract period.
Subject to satisfactory service, price, terms and conditions, in the sole opinion of the
City representative, the contract may be extended for two (2) additional one (1) year
periods. Extensions are to be mutually acceptable, and subject to a continued
requirement by the City and budget approval.
Closing Date
Quotations must be submitted no later than close of business day on Thursday, 22
January 2015. Late submissions will not be accepted.
Site Meeting
Bidders are strongly encouraged to attend a site meeting which will be held at 8:30 AM
on Tuesday, 20 January 2015 at the Hazeldean Library, 50 Castlefrank Road
immediately followed by a site meeting at the Carp Library, 911 Carp Road.
Clarifications
All inquiries regarding this Request for Quotation (RFQ) are to be directed to the
Contracting Authority specified herein. Inquiries must be received in writing (email) no
later than Tuesday, 20 January 2015. Both the questions and answers will be
distributed to all potential Bidders no later than Wednesday, 21 January 2015 by way of
written addendum without naming the source(s) of the inquiry.
Page 1 of 30
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
Bid Submission
Bidders must submit their bids by email or in hard copy by direct delivery and be
addressed to the Contracting Authority noted below. Any inquiries prior to the Closing
Date shall be directed to the Contracting Authority only.
Contracting Authority – Anthony Kouri
City of Ottawa, Supply Branch
100 Constellation Drive, 4th Floor, West Tower
Ottawa, Ontario K2G 6J8
Phone: 613-580-2424 ext. 13943
Fax: 613-580-2126
Email: Anthony.Kouri@ottawa.ca
Copies of this Request for Quotation (RFQ) are available for download on the Internet at
www.ottawa.ca. Ottawa.ca is the official and sole distributor of this RFQ and any issued
addenda. If a bidder obtains this RFQ by any means other than Ottawa.ca, ensuring
the accuracy of the RFQ and the receipt of any addenda is the sole responsibility of the
bidder. It is the responsibility of the bidder to regularly check Ottawa.ca for any
addenda that may be issued prior to the Closing Date.
Basis of Award
The City intends to award a contract to the lowest responsive bidder based on the
TOTAL PRICE (Price Schedule “A”), minus any prompt payment discount offered.
However, the City may at its sole discretion, award this quotation to the lowest
responsive bidder per facility. The City’s decision to the award will be final.
Acceptance of a quotation will be conveyed by the issuance of a Purchase Order to the
lowest responsive bidder.
The City reserves the right to accept or reject any or all quotations should it be deemed
in the best interest of the City. Should only one quotation be received, the City reserves
the right to reject it at its sole and absolute discretion.
The City may, at its sole discretion, conduct due diligence in order to review the
certainty, reasonableness and comprehensiveness of a bid and may seek clarification
or supplemental information from a bidder. Failure to provide the requested clarification
or supplemental information may be considered sufficient grounds for rejecting a bid.
Page 2 of 30
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
Price Schedule(s)
Prices must be quoted in Canadian funds and must include all excise taxes, duty,
custom clearances and all other charges in effect up to the Closing Date.
Harmonized Sales Tax (HST) shall be extra to all prices quoted.
Firm
Total Two (2)
Cost per
Months
Item
Location
Hrs/Week
Year Amount
Month
(B)
(A x B)
(A)
Hazeldean Library,
28 hours per week
50 Castlefrank Road, Seven (7) days per
1
$
24
$
Kanata
week
9,030 sq. ft.
Year round
Carp Library
12 hours per week
911 Carp Road,
Four (4) days per week
2
$
24
$
Carp
Year round
6,000 sq. ft.
Total Price (Excluding HST)
$
Table 1 - Price Schedule
If applicable, in the event of any discrepancy between the unit price and the extension,
the unit price shall govern.
Payment Terms and Prompt Payment Discount
In the absence of a prompt payment discount, the City will pay all invoices on a Net 30
basis meaning payments will be made by the City within thirty (30) days of receipt and
acceptance of the invoice, or the receipt and acceptance of the goods and/or services,
whichever is later.
Bidders are encouraged to offer a cash discount for prompt payment which WILL be
taken into consideration in the award of contract provided that the minimum number of
business days for payment is fifteen (15). Should a prompt payment discount be
offered that is not in accordance with this condition, the discount will not be taken into
consideration in the award of contract however the discount may be claimed by the City
in return for processing payment within the stated time frame.
Page 3 of 30
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
Should a prompt payment discount be offered, invoices must be submitted electronically
to AP-CF@ottawa.ca in one of the following document formats:
 TIFF (Black and White and minimum 300 DPI resolution);

PDF (PDF v.1.7 or lower, Black and White, minimum 300 DPI resolution).
AND
The bidder must register to receive payment by Direct Deposit. Information regarding
how to register is available at the following link:
http://www.ottawa.ca/en/city_hall/accounts_payable/
Please indicate the prompt payment discount on all invoices.
The bidder hereby offers a prompt payment discount of _______% if payment is made
within _______ business days following receipt and acceptance by the City of an
invoice, or receipt and acceptance of the goods and/or services, whichever date is later,
in the sole opinion of the City.
Company Information
Company Name:
Telephone Number:
Address:
Email Address:
Authorized Representative:
Date:
Table 2 - Company Information
General Terms and Conditions
The City’s General Terms and Conditions are incorporated by reference into this RFQ.
By submitting a quotation, bidders confirm that they have read the City’s General Terms
and Conditions and agree to be bound by them in any resulting contract.
Page 4 of 30
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
A copy of the General Terms and Conditions is available on the Purchasing Page on
Ottawa.ca and can be accessed at the following link:
http://documents.ottawa.ca/en/node/6138
Special Provisions
Any Special Provisions applicable to this RFQ are set out in the attached Schedule “A”.
Should there be a discrepancy between the wording of the Special Provisions, the
General Terms and Conditions or the Specifications, the wording of the Special
Provisions shall prevail.
Specifications
The specifications of the requirements under this RFQ are set out in the attached
Schedule “B”.
Collusion
Bidders shall not engage in collusion of any sort and shall prepare their quotations
without any knowledge of, or comparisons with, the quotations of other bidders.
Conflict of Interest
Bidders are required to disclose to the City any potential conflict of interest prior to
submitting a quotation. If a conflict of interest does exist the City may, at its sole
discretion, reject a quotation until the matter is resolved to the satisfaction of the City.
Municipal Freedom of Information and Protection of Privacy Act
The City is subject to the Municipal Freedom of Information and Protection of Privacy
Act (MFIPPA) with respect to, and the protection of, information under its custody and
control. Accordingly, all documents provided to the City by a bidder pursuant to this
RFQ may be available to the public unless the party submitting the information requests
that it be treated as confidential. Please note however that all information is subject to
MFIPPA and may be subject to release under MFIPPA notwithstanding a bidder’s
request to keep information confidential.
Page 5 of 30
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
SCHEDULE “A”
SPECIAL PROVISIONS
1.
Insurance
The Contractor shall provide and maintain, at its sole expense, during the term of the
contract, the following policies of insurance:
Commercial General Liability insurance issued on an occurrence basis for an amount
of not less than $ 5,000,000 per occurrence for any negligent acts or omissions by the
Contractor. Such insurance shall include, but is not limited to, bodily injury, death and
property damage including loss of use: premises, property and operations liability;
products and broad form completed operations liability; blanket contractual liability;
cross liability; severability of interest clause; contingent employers liability; personal
injury liability; owner’s and contractor’s protective coverage; non-owned automobile
liability; broad form property damage; and occurrence property damage.
The Commercial General Liability insurance policies shall be in the name of the
Contractor and shall name the City of Ottawa as an Additional Insured.
Automobile Liability insurance with respect to owned or leased licensed vehicles used
directly or indirectly in the performance of the services subject to a limit of not less than
$ 5,000,000 inclusive per occurrence for bodily injury, death and damage to property
including loss of use.
Employee Dishonesty Insurance in the form of a fidelity bond. The fidelity bond shall
provide indemnification resulting from the fraudulent or dishonest acts of the Contractor
and all its employees in relationship to the services provided by the Contract. The
fidelity bond shall be in the amount of $ 15,000.00 for any one loss and shall include a
third party indemnification clause.
The liability insurance policies shall contain an endorsement to provide the City of
Ottawa with 30 days prior written notice of cancellation.
Page 6 of 30
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
Evidence of insurance satisfactory to the City shall be provided prior to the
commencement of work.
2.
Approximate Quantities
Where approximate or estimated quantities are indicated in the RFQ document, it is for
the sole purpose of comparing quotations only. While these quantities have been
carefully prepared in light of past experience and anticipated future requirements, the
City is not bound to accept these quantities.
3.
Contractor Health and Safety
The successful bidder must provide a current copy of its Workplace Injury Summary
Report (WISR) as provided by the Ontario Workplace Safety and Insurance Board.
The City will review the WISR and assess the overall health and safety rating of the
bidder. Bidders whose rating indicates an increased risk to the City will be required to
provide further information regarding the bidder’s health and safety programs and
practices currently in place.
Failure of a bidder to provide its WISR within seven (7) working days after being
requested to do so may be considered sufficient grounds for rejecting the bid.
4.
Permits
The successful bidder is responsible for all utility clearances, permits and inspections
applicable to the performance of the work at no cost to the City.
Page 7 of 30
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
Qualifications and Experience
Bidders are required to provide three (3) references for contracts within the last three (3)
years demonstrating past experience in successful cleaning contracts of similar types of
industrial facilities of a similar size and complexity. The City may contact
representatives for references. Failure to provide three (3) references may result in the
rejection of the bid.
Building and Location
Services
5.
Period of
Contract
Owner of Company
Contact Person
Telephone Number
Police Records Check
The Contractor must provide a valid Criminal Reference Check (CRC) (for working with
the vulnerable sector of the population) to the City for each employee before the
commencement of the contract. New staff must also have a valid police record check
before they can be permitted to work at the facilities. The Contractors Site Supervisor
will also be required to have a valid police record check. The Contractor will incur all
costs associated with police record checks.
6.
Local Office
The successful bidder must have or establish a local office, which is staffed during
normal business hours within the city limits and an e-mail address. This is required to
ensure that service requests and/or conflicts can be resolved in a timely manner.
Address of Local Office: _____________________________________________
Contact Person and Telephone Number: _________________________________
E-Mail Address: ____________________________________________________
Page 8 of 30
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
7.
Employment Standards Act
The successful bidder will review the Employment Standards Act of Ontario to ensure
and understand that all obligations and requirements well be fulfilled, including any
successor employer’s obligations as may be applicable.
All aspects of the Employment Standards Act( formerly Bill 7) must be respected.
8.
Contractor’s Personnel Payment Rates
The Contractor is obliged to pay the cleaning personnel while working on these
locations a minimum of $4.00 per hour above the Ontario Minimum Wage Rate for the
initial two (2) year term, also any annual contract extensions and not including statutory
costs.
9.
Termination of Contract
Where the janitorial contractor continually fails to provide the services as specified in the
Request for Quotation (RFQ) Document, the City shall at its sole and absolute
discretion provide two (2) written notification of service complaints. If after two (2)
written service complaints notices of non-performance of specified work the contract
may be cancelled at the sole and absolute discretion of the City upon two weeks written
notice.
10.
Mandatory Pre-award Meeting
After the award of contract, prior to commencement of any work, the successful
Contractor shall meet with the representatives from the City at the site of work, along
with the Contractor-appointed Supervisor and workers, to review the contract, the onsite conditions, and the contents of the housekeeping program. The City at this time will
inspect and approve the Contractors equipment, materials and supplies in accordance
with the RFQ specifications. The Contractor will be responsible for any expenses
incurred by this meeting.
Page 9 of 30
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
SCHEDULE “B”
SPECIFICATIONS
Approximate Square Footage of Facilities
Total
Square
Footage
Hazeldean Library , 50 Castlefrank Road. Kanata
9,030
sq. ft
Carp Library, 3911 Carp Road. Carp
6,000
sq. ft
Contractor is responsible for all cleaning supplies, including paper towel if used for
cleaning and garbage bags. Garbage to be removed by contractor to specified
locations.
Facility
Schedule for Cleaning : Minimum of 3 hrs/day of cleaning
Hazeldean Library is to be cleaned seven (7) days per week. Carp Library is to be
cleaned four (4) days per week on Monday, Wednesday, Friday and Sunday.
Garbage Directives
Facility
Hazeldean Library
Carp Library
Garbage to be:
Put in Outside Bin
Put in Outside Bin located at 3832
Carp Road.
Contractor is responsible for all cleaning supplies, including paper towel if used for
cleaning and garbage bags. NOTE: Garbage to be removed by contractor or placed in
bins provided or as directed above.
Page 10 of 30
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
PART 1: GENERAL
1.1
Definitions
Where indicated, the following frequency designations apply:
D
TW
W
BW
M
BM
Q
SA
A
N
Daily
Twice Weekly
Weekly
Bi-Weekly
Monthly
Bi-Monthly
Quarterly
Semi-Annually/Bi-annually
Annually
Nightly
Location specific requirements are given in Section 3.1. Refer to the appropriate
paragraph of Section 3.2 for item specific requirements such as flooring, light fixtures,
window coverings, etc.
Page 11 of 30
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
GENERAL FACILITY STANDARD PRACTICES AND FREQUENCIES
CLEANING REQUIREMENT
Keep main fire exits and disabled ramps clear for access/egress
FREQUENCY OF
REQUIREMENT
Daily
INTERIOR
Floors and stairs to be swept and washed/mopped with a neutral
floor cleaner
Vacuum carpets and spot clean
Daily
Entrances and lobby floors to be swept, mopped and rinsed
Daily
Entrances to be kept free of dirt and debris at all times
Daily
Daily
WASHROOMS
Floors to be swept and washed
Daily
Clean and sanitize sinks, toilets, urinals and fountains, countertops
Daily
Garbage cans to be emptied, washed and disinfected, plastic liners
replaced
Disinfect body contact points such a water tap, receptacles,
dispensers, door plates, handles and flush valves
Spot clean walls, partitions and doors
Daily
Clean and replenish waste paper towel containers, clean and
replenish toilet paper containers
Daily
Clean and replenish soap containers
Daily
Plugged toilets to be cleaned of any blockage immediately. If a
plumber is required, an out of order sign is to be posted and the
Facility Supervisor notified
Clean all glass and mirrors
As required
Page 12 of 30
Daily
Daily
Daily
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
FURNITURE AND FIXTURES
Dust exposed cubbies, shelving, tops of bookshelves, table tops,
computer stations, work stations, furniture surface, plaques, pictures
and display cases using dust control methods
Vacuum upholstered furniture
Weekly
Monthly
Doors
Clean door track and metal strip faces
Daily
Door grills dusted and washed with a mild soap solution
Dusted Monthly
Washed Yearly
Daily
Kick plates and hand plates washed using an appropriate solution.
Kept free of finger prints and other marks
Glass doors cleaned on both sides along with windows in entrances
Daily
DUSTING
Dust low surfaces to 72” - (sills, ledges, mouldings, reveals,
signage, frames duct work and piping.)
Dust high surfaces above 72” (as above)
Weekly
Monthly
MISCELLANEOUS CLEANING
Daily
Doors, facings and counter tops to be spot cleaned
Countertops dusted, washed and polished
Notice boards, interior of fire hose cabinets and display cases dusted
Dusted daily and
washed weekly
Two times yearly
Brass fittings polished
Monthly
All garbage is to be poly bagged and put into containers or
receptacles provided by the Corporation. Poly bags to be provided
by the Contractor
Water coolers, water fountains washed and disinfected
Daily
Page 13 of 30
Daily
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
Intrusion alarm must be armed when the cleaner leaves the building
vacant
**NOTE: CLEANING REQUIREMENTS MUST BE IN ACCORDANCE WITH THE DAY
NURSERY ACT
1.2
Facilities Schedule
1 The hours of operation for each facility are as follows:

2
3
4
5
Hazeldean Library: 10:00 a.m. – 8:30 p.m. Monday – Thursday, 1:00
p.m. –6:00 p.m. Friday and 10:00 a.m. –5:00 p.m. Saturday. 1:00 p.m. –
5:00 p.m. Sunday (October through May) May - September: Closed
Sunday’s
 Carp Library: 10:00 a.m. – 8:30 p.m. Monday – Thursday, 1:00 –6:00
p.m. Friday and 10:00 a.m. –5:00 p.m. Saturday, 1:00 p.m. – 5:00 p.m.
Sunday (October through May) May – September Closed Sunday’s
 The Contractor will be notified of any closure and may enter the facilities
to perform periodic cleaning as requested by city staff. Facilities closed
most Civic holidays.
Contractor and City will define a schedule for daily and periodic work
performance dates after award of the contract. Daily, Weekly, Bi-Weekly and
periodic check-off sheets must be completed, along with date performed.
The Contractor will then strictly adhere to these dates throughout the term of
the contract unless a mutual written agreement between City Representative
and Contractor has been met.
Contractor must maintain a copy of this contract on site at all times. This copy
will be complete with all dates identified and a complete schedule attached.
Minimum Hours


Each facility has been assigned a minimum of 3 hours of work per day.
Hazeldean Library – 28 hours per week, 7 days per week


Carp Library
– 12 hours per week, 4 days per week
Please note that the assignment of 3 hours daily is for the NIGHTLY
routine cleaning only. All bidders must include sufficient additional
employee time within the bid price to permit for the provision of all
Page 14 of 30
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
additional periodic cleaning identified in the specifications Times for
cleaning to be completed will be Monday to Friday after hours of
operation.
1.3
1
2
3
4
5
6
General Requirements
Conduct cleaning and disposal operations to comply with local ordinances
and anti-pollution laws.
Store volatile waste in covered containers, and remove from premises at end
of each working day.
The Contractor shall supply all equipment for the performance of this contract
(including ladders, vacuum cleaners, lifts etc.) and all janitorial cleaning
supplies. The successful Contractor must supply garbage bags. The City of
Ottawa will be responsible for the supply of toilet tissue and hand towels for
the dispensers, and the maintenance of the dispensers. The successful
Contractor will be responsible for replenishing the dispensers and notify the
City of Ottawa Representative of any defective dispensers and when products
need to be replenished. Green Cleaning Products are only to be used and
scent free where possible.
The City reserves the right to modify these specifications and duties when
circumstances require or as a result of renovations (i.e. the floor surface in a
particular area is changed.) The City will provide written notice to the
Contractor and negotiate changes at that time. If required, the successful
Contractor will provide additional staff to the city at rates to be determined.
City Contact - for operational issues:
Sue Korwin
Parks, Buildings & Grounds Services
Ottawa, Ontario
Phone: 613-580-2424 Ext. 33387
Fax: 613-580-2718
Cell: 613-229-7789
Contractor will be responsible for moving furniture, equipment and toys as is
necessary to properly clean or prepare surfaces and must returned same to
proper location upon completion of cleaning procedures.
Page 15 of 30
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
7 All staff employed by the Contractor must abide by the rules with respect to
maintaining a smoke-free environment at all facilities.
8 Employees will be required to wear identification, complete with a photo to
gain entry or to work in the building. Security doors are not to be left opened
or unattended at any time.
9 The Contractor and the Contractor’s employees must agree to a security
verification conducted by the Ottawa Police and must be fully cleared before
commencing any work in the facilities. All applications for security verification
must be initially submitted to Parks, Buildings & Grounds Services
Management for documentation purposes. All costs associated with this
process will be borne by the Contractor.
10 Most sites do have security systems in place (burglar alarms) care must be
taken so as not to accidentally set off the alarm when entering the facility and
alarm must be re-set when the work has been completed at each facility
11 All staff employed by the Contractor must maintain a neat and presentable
appearance at all times. Proper footwear is also required.
12 All keys/swipe cards necessary for access to the accommodation for cleaning
must be fully protected at all times.
13 Telephones at each location are to be used for EMERGENCY PURPOSES
ONLY. Should City receive telephone bills for long distance charges made
during the evening hours as a result of calls made by the cleaning staff, all
charges will be invoiced to the successful Contractor.
14 Any lost or found articles must be kept by the Contractor and forwarded to the
City Representative for the eventual return to the rightful owner.
15 The Contractor is to ensure that their employees conduct themselves in an
appropriate manner so as to not interfere with the normal course of their
duties, or the operations of the daycare’s. All staff must abide by the rules of
the facility and the City at all times.
16 The Contractor will provide a supervisor who must be available 24 hours a
day by pager or cellular phone. Costs for the supply and maintenance of the
pager / cellular phone are to be borne by the Contractor.
17 Bi-monthly inspections (or upon notification of deficiency) will take place with
the Contractors supervisor and the city representative.
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REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
18 All cleaning supplies and chemicals will be stored appropriately in designated
areas.
19 Invoicing must be itemized specifying the amount for each site and
Contractors must give pricing on each site when bidding.
20 Cleaning hours are to be after business hours of the respective facility to be
determined and agreed with the City representative.
21 Contractor to notify City Property Services staff immediately of any
dismissal/termination or hiring of new staff.
22 A log book must be maintained at each site and cleaning staff are to
acknowledge and respond in writing each time there is an entry.
23 Environmentally friendly – green products to be used at all times.
24 Notice of completion of periodic cleaning shall be noted in the log book for
each item and by the same token the Contractor shall inform the City
representative when the expected start date of periodic cleaning is to
commence.
25 Contractor to provide City Property Services staff with a schedule of daily
routines and number of hours per week to be spent on periodic cleaning.
26 Because of the potential that cleaning staff maybe required to deal with bodily
fluids (Blood, urine etc.), ALL cleaning staff are required to wear rubber latex
gloves (supplied by the Contractor) at all times and to use proper cleaning
procedures and germicidal disinfectant cleaner acceptable to the City.
27 ENERGY CONSERVATION:

In keeping with energy conservation, all unnecessary lighting will be
turned off. Cleaning within the buildings will be coordinated to coincide
with the systematic shutting down of lighting in the various locations.
PART 2: PRODUCTS
2.1 Materials
1 Use only cleaning material recommended by manufacturer of surface to be
cleaned, and as recommended by cleaning material manufacturer or City
PBGS Facility Supervisor.
2 Contractor must ensure that all products used in the workplace are classified
and labelled according to the Workplace Hazardous Materials Information
Systems (WHMIS). Contractor shall also provide proof that worker has had
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REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
proper education on WHMIS and all cleaning products stored by the
Contractor must also have Material Safety Data Sheets kept on site. Material
Safety Data Sheets shall not be older than three years at any time.
3 JANITORIAL SUPPLIES
The Contractor shall supply all materials, tools, cleaning supplies, and
equipment necessary to execute the work in a satisfactory manner.
4 SAMPLES
Samples of cleaning supplies from the Contractor's stock may be required by
the City Representatives for testing to ensure that all material is acceptable.
2.2 Disposal of Wastes
1 Do not dispose of waste or volatile materials, such as mineral spirits, oil or
paint thinner into waterways, storm or sanitary sewers.
2.3 Garbage and Waste Materials
1 Garbage and waste materials are to be kept to a minimum.
2 The burning of garbage is prohibited.
3 Remove all garbage from the work site at the end of the work day or shift or
as directed. Rubbish to be placed in designated areas. All doors and gates
are not to be left open or unattended at any time while removing garbage.
Recyclable materials are to be put into the appropriate container where
possible.
4 Store oily waste in approved receptacles to ensure maximum cleanliness and
safety.
5 Deposit greasy or oily rags and materials subject to spontaneous combustion
in approved receptacles and remove as required
6 Store volatile waste in covered containers, and remove from premises at end
of each working day.
2.4 Flammable and Combustible Liquids
1 The handling, storage and use of flammable and combustible liquids are to be
governed by the current National Fire Code of Canada.
2 Transfer of flammable and combustible liquids is prohibited within buildings or
jetties.
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REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
3 Transfer of flammable and combustible liquids will not be carried out in the
vicinity of open flames or any type of heat-producing devices.
4 Flammable liquids having a flash point below 38°C such as naphtha or
gasoline will not be used as solvents or cleaning agents.
5 Flammable and combustible waste liquids, for disposal, will be stored in
approved containers located in a safe ventilated area. Quantities are to be
kept to a minimum and the Fire Department is to be notified when disposal is
required.
2.5 Hazardous Substances
1 Work entailing the use of toxic or hazardous materials, chemicals and/or
explosives, otherwise creates a hazard to life, safety or health, will be in
accordance with the National Fire Code of Canada.
2 Provide adequate ventilation during use of volatile or noxious substances.
Use of building ventilation systems is not permitted for this purpose.
2.6 Equipment
1 Custodial personnel must be provided with sufficient labour-saving equipment
to enable them to carry out their respective tasks efficiently ( including ladders
, lifts etc.). Housekeeping equipment required to perform all duties will be
maintained and operational at all times or be immediately replaced.
Equipment must be neatly stored in areas provided and under no
circumstances are they to be left unattended.
PART 3: EXECUTION
Location Specific Requirements Day Cares and Libraries
* N = nightly, TW = twice-weekly, W = weekly, BW = bi-weekly, M = monthly, Q =
quarterly, SA = semi-annually
3.1.1
DESCRIPTION
Main Entrance, Reception and Vestibules
Clean and polish all bright metal work
Empty all waste receptacles, spot clean and reline with poly
Page 19 of 30
FREQUENCIES*
N
N
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
bags
Remove all collected trash to designated area
Empty recycling containers and spot clean
Entrances to lobbies (includes exterior terraces) to be
checked and kept free of all dirt and debris so they present
at all times a favorable appearance
Glass doors and all glass windows in entrances to be
cleaned on both sides
Furniture to be vacuumed
Carpets will be thoroughly vacuumed and spot-cleaned
Tile floors will be swept washed and rinsed using a neutral
detergent
Plaques, pictures and display cases dusted
All horizontal surfaces within reach will be dusted using a
treated dust cloth
Reception counter will be cleaned using appropriate cleaner
Main entrance door frames will be cleaned and polished
Wall Murals to be dusted
Wood Counter cleaned and polished
Clean all surfaces removing fingerprints, smudges and stains
Spot clean glass partitions on both sides including Plexiglas
with appropriate cleaner
Fully clean glass partitions and Plexiglas with appropriate
cleaner
Vacuum carpet
Sweep and wash floors
Spot clean walls
3.1.2 Corridors (Include drywall and fabric partition corridors)
Sweep and wash floors
Clean, disinfect and polish all drinking fountains
Empty all waste receptacles, spot clean and reline with poly
bags
Remove all collected trash to designated area
Empty recycling containers and spot clean
Carpets will be thoroughly vacuumed and spot-cleaned
Page 20 of 30
N
N
N
N
M
N
N
W
W
N
M
Q
N
N
N
W
N
N
N
N
N
N
N
N
N
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
Spot clean all horizontal and vertical surfaces removing
fingerprints, smudges and stains
All horizontal ledges within reach will be dusted using a
treated dust cloth
Dust all low reach areas
Dust all high reach areas
3.1.3 Offices/Work Stations Room / Play Rooms
Spot clean all walls, light switches and doors
Fully clean all walls, light switches and doors
Fully clean all walls, light switches and doors
Spot clean all partition glass
Fully clean all partition glass.
Hand dust, with a treated dust cloth all business equipment,
i.e. tops and sides of desks, clocks, plaques, tables,
telephones, computers, chairs, filing cabinets, closet and
stationery cupboard shelving and other furniture and
equipment, radiators, partitions, and ledges. Furniture will be
damp wiped or washed to remove finger marks or other soil
Sides of desks will be cleaned
Window ledges will be dusted or damp wiped
Finger marks or smudges will be removed from walls and
other painted surfaces. All bright work, including push-plates
and kick-plates will be cleaned
Carpets will be spot cleaned
All carpets (including area rugs) will be vacuumed in all areas.
All litter will be picked up from remainder of area
Areas of heavy traffic will be vacuumed more frequently as
required
All waste receptacles will be emptied and refuse removed to a
designated area in the building for disposal. Receptacles will
be washed and relined as necessary on a rotating basis
Remove all collected trash to designated area
Dust all high reach areas
Dust all low reach areas
Dusting of all vertical surfaces such as filing cabinets and
other equipment
Vacuum fabric office furniture including chairs, couches and
fabric partitions
Page 21 of 30
N
W
W
M
N
W
W
N
W
W
W
N
N
N
N
N
N
N
M
W
W
M
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
Dust all blinds
Wash and clean all partition glass and framing
Sweep and wash floors
3.1.4 Washrooms
Clean and sanitize fixtures (ensuring no buildup of residue)
mirrors, counters; polish chrome; mop floors; refill dispensers;
empty trash; replace liners
Wash and polish all mirrors, powder shelves, bright work and
stainless steel with appropriate cleaner
Empty and clean paper towel and sanitary disposal
receptacles where required
All partitions to be spot cleaned
Wash all rest room partitions completely
Spot clean all other surfaces
Floors to be swept, washed and disinfected
All components of washroom fixtures including seats (both
sides and seat to be left in up position when cleaning
completed), bowls, urinals, wash basins, to be cleaned and
disinfected
Body contact points in washrooms such as water taps,
receptacles and dispensers, door plates, handles, and flush
valves to be disinfected
Flush tanks, dispensers, receptacles, high ledges, shelves,
and all exposed piping to be dusted and cleaned
Walls, partitions, and doors to be
kept free of all finger marks,
smudges, dirt, graphics, etc.
Walls, partitions, and ceilings to be dusted
Refuse receptacles to be washed and disinfected.
Polyethylene (plastic bags) of correct size to be used and
supplied by the Contractor and disposed of when dirty, torn or
full
All toilet bowls and urinals to be de-scaled
Wash all ceramic tile walls by hand
Walls, partitions, and ceilings to be washed monthly
Baseboards, ledges, and corners to be kept clean
Plugged toilets and drains to be cleaned of any blockage
when immediately noticed or reported. If a plumber is
required to clear blockage or any other defect in washroom, a
Page 22 of 30
As Required
Q
N
N
N
N
N
W
N
N
N
N
N
N
N
N
W
M
M
N
As Noted
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
sign will be immediately put up stating “Out of Order”, and the
City representative notified
Partition and tile walls will be washed with clear water and
germicidal disinfectant cleaner quarterly on the dates
January, April, July and October
3.1.5 Staff Coffee Stations/Kitchens/Lunch Rooms and
Lounges
Empty all waste receptacles, spot clean and reline with poly
bags as required
Fully wash inside and outside of waste receptacles
Remove all collected trash to designated area
Empty recycling containers and spot clean
Clean and sanitize all sinks and wipe dry
Spot clean all horizontal and vertical surfaces removing
fingerprints, smudges and stains
Damp wipe and sanitize tables, chairs, and counters in lunch
room
Clean all table bases and chairs
Spot clean all cupboards and appliances in area
Sweep and wash floors
Spots and stains will be removed on all surfaces
Dust all low reach areas
Spot clean all walls, light switches and doors
Vacuum all cloth furniture
Wash all windows, and partition glass both sides
Venetian blinds to be dusted monthly
Vacuum carpet areas
Move appliances where applicable sweep and wash disinfect
floors
Clean all hood fans over stoves, interior and exterior
3.1.6 Janitor Closets/Equipment/Storage/Furnace Rooms
Clean room and arrange all equipment in janitor closet and
empty vacuum cleaner bags, check belts and sweep floor
To be kept neat and clean and sanitary at all times.
Materials both Corporation’s and Contractors are to be
neatly stored to present an example of high standard of work
efficiency. Fire prevention practices are to be as strict as
Page 23 of 30
As Noted
N
M
N
N
N
N
N
N
N
N
N
W
N
M
W
M
W
W
M
TW
TW
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
laid down and adhered to in all areas. Floors are to be swept
down and washed. W.H.M.I.S. book stored in a visible
location in this area
Floors are to be washed and scrubbed
Slop sinks to be washed and disinfected thoroughly
Walls to be cleaned and washed quarterly
No articles are to be stored within three feet of the furnace,
hot water tanks etc
3.1.7 Building Exterior
Clean glass in entrance doors on both sides
Keep the main and service entrances clear of debris, such
as paper, cartons, refuse, cans, dirt, etc.
Remove slush and sand accumulations around all the
entrances to maintain a clean and tidy appearance
Keep all entrances, vehicle or pedestrian, and walks clear of
debris
Sweep entrances
Keep polished and thoroughly cleaned all ornamental iron
work, metal entrance doors, and push bars of the building
Remove debris and clean all light wells, area ways, fire exits,
etc.
Clean exterior doors and frames
The following items are to be serviced in all areas of these
facilities and in the frequencies noted.
3.2.1 Miscellaneous Items
Litter will be picked up and disposed of from all areas of the
building
All water coolers, water fountains, to be washed and
disinfected. (Odour of disinfectant must not be
objectionable.)
Brass and metal door frames throughout the building to be
cleaned of finger marks
M
TW
Q
N
N
N
N
W
W
M
W
N
N
N
Door kick plates and hand plates to be washed using an
appropriate solution, and kept free of all finger and other
marks
Page 24 of 30
N
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
Glass exterior surfaces to be kept clean and washed
Stainless steel or polished metal borders around all cabinets
and notice boards to be dusted and cleaned
Door grills to be dusted
Brass and metal door frames throughout the building to be
cleaned and polished
High ledges, tops of partitions, pipes and other high areas to
be dusted
Air intake grills, air diffusers, and metal work to be vacuumed
Door grills to be washed with a mild soap solution
Air intake grills, air diffusers, and metal work to be washed as
required
Damp wipe all telephones with germicidal solution especially
ear and mouth pieces and telephone cradles
Note any building maintenance requirements and notify the
City Representatives
Clean cloak rooms, tops of shelves, etc.
Spot wash walls
Clean walls
Sweep and wash floors
Floors, Matting (Supplied by Others) Vacuumed
Matting to be lifted and floor to be swept and washed.
Matting to be replaced in configuration approved by the City
of Ottawa
3.2.2 Floors, Cushion Flooring/ Vinyl Tile, Linoleum
Washed nightly as directed by Facility Supervisor
N
M
M
M
M
W
Q
As Required
N
As Required
N
N
Q
N
N
N
N
3.2.3 Venetian Blinds/Curtains/Window Draperies/Vertical
Blinds Etc.
3.2.3.1 Venetian Blinds
Venetian blinds will be dusted between washes
Venetian blinds in cafeteria or kitchen areas will be washed
thoroughly
twice yearly on the dates April and October
Vinyl/plastic vertical and venetian blinds to be washed thoroughly
once
Page 25 of 30
M
SA
A
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
yearly on the date September
3.2.3.2 Curtains and Window Draperies/Valances
Drapes to be thoroughly vacuumed
3.2.3.3 Walls and Partitions
Interior walls and partitions to be spot cleaned of finger
marks, etc.
Ledges, mouldings, etc. to be dusted
Baseboards to be dusted and shall be kept free of mop
marks or streaks, wax accumulation or splash marks
Columns and frames to be dusted
Ceramic tile walls to be washed
Walls to be washed. April and October
Walls in high traffic areas (corridors, lunchrooms, kitchens,
dining areas) to be washed
Columns and frames to be washed and wiped dry in April
Q
N
M
W
M
M
SA
Q or As Required
A
3.2.4 Counters
Counter tops to be dusted
Counter tops to be washed and polished and left streak free
Facings to be kept free from dust, dirt and scuff marks at all times
Wooden counters to be cleaned and polished
N
N
W
N
3.2.5 Interior Glass and Mirrors
Interior glass doors to be spot cleaned
Interior glass partitions to be spot cleaned
All mirrors throughout the building will be kept clean and polished
at all times
Interior glass doors to be washed
Interior glass partitions to be washed four (4) times per year
3.2.6 Furniture and Fixtures
Bookcases to be dusted. Books are not to be removed
Upholstered furniture to be vacuumed
Exposed vertical surfaces of furniture to be dusted
Tops of lockers to be dusted. Vertical surfaces of lockers to
be kept free of all finger marks and smudges, scuff marks
Glass doors to be cleaned on both sides
Page 26 of 30
N
N
N
W
Q
M
As Required
M
M
W
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
Policing of locker rooms, lunchrooms, washrooms and
removing debris and any waste to be done on a regular
basis. Any objects of value (e.g. reports, equipment, articles
of clothing, etc.) should be given to a departmental
representative
3.2.7 Waste Receptacles
Waste paper receptacles to be emptied and cleaned
Waste paper receptacles to be lined with appropriate sized
poly liners supplied by the Contractor.
Garbage cans to be emptied and lined with appropriate size
poly plastic liners supplied by the Contractor. The
receptacles will be thoroughly washed and disinfected and
relined for further use
3.2.8 Emergency Fire Equipment
Clean interior of hose cabinets
Clean fire extinguishers. Tip ABC Extinguisher on end twice (to
mix fire extinguishing media).
Clean both sides of cabinet door glass
Dust wall hung equipment
Dust Fire alarm bells
M
N
As Required
As Required
M
M
M
W
M
3.2.9 Windows and Glass Blocks - All Interior and Exterior
Areas of Building
Dust all windows, frames and screens
Spot clean as required
N
N
Fully wash and clean all interior and exterior glass in building
including all glass blocks, windows, window frames, screens,
etc. May and October
SA
Dust, wash interior of all skylights
SA
Note: Should conditions exist where sand and or debris
accumulate between the windows the Contractor will remove
and or vacuum on a Weekly basis
W
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REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
3.3.0 Building Security
Special attention by the Contractor's Supervisor is required to ensure that areas which
are not occupied by staff during "silent hours", e.g. evening and graveyard shift, are
securely locked in order to prevent entry. Any failure of door locks to function, or any
indication that there has been a forced entry, shall be reported immediately to the City
representative.
Upon completion of work, the Contractor shall make certain that all lights and water taps
have been turned off and doors have been closed and locked except as otherwise
directed by the City representative.
An access control system is in use for all Daycare facilities. The system is designed to
permit access to authorized cardholders and provide an audit of all transaction.
The successful Contractor will be required to provide the names of employees who will
require access to the daycare facilities and confirm which facilities they require access
to. Some may need to have access to all, while others to specific sites.
Each card will be assigned to specific employees and are not transferable. Card holders
are not permitted to lend their card. Cards users will be responsible for all transaction
related to the use of their assigned cards. Your firm will be responsible to report any
change in card holders and to immediately report the loss of any cards issued to your
firm. Please take into consideration that the City will limit the amount of cards that you
may request.
3.4.0 Building Inspection
All major operations will be inspected upon completion. Performance will also be judged
through random inspection. Contractor and the City representatives will examine work
together, occasionally, at the discretion of the owner.
The supervision to be appointed by the Contractor insuring that each of the facilities is
inspected on a bi-monthly basis (or upon notification of deficiency) and that deficiencies
are remedied promptly.
Bi-Monthly Inspection reports will be assigned by the City Representative at each
daycare. The Contractor will acknowledge the report by delivering the inspection reports
Page 28 of 30
REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
to the City Representative. This will acknowledge that work has been completed. Any
deficiencies in the report will be corrected promptly.
3.5.0 Equipment
All necessary cleaning equipment, including floor scrubbing, waxing, polishing and
carpet steam cleaners, industrial type vacuum cleaners(equipped with beater bars),
spot removal kits, etc., needed for the performance of the work hereunder shall be
furnished by Contractor. Such equipment shall be of the size and type customarily
used in work of this kind and shall be approved by Owner. Equipment deemed by
owner from time to time to be of improper type or design, unsafe or inadequate for the
purpose intended, shall be replaced at the Contractor's cost with equipment approved
by Owner. Equipment will be maintained to perform the task for which it was designed
with top efficiency. Rubber safety guards, etc., will be maintained in good repair to
prevent damage to furniture, walls, etc.
3.6.0 Contractor’s Employees, Superintendent and Workers
The Contractor will exercise competent supervision of the work at all times through a
superintendent who must be acceptable to the City Representative, and have authority
to receive on behalf of the Contractor any order or communications relating to the work.
Any superintendent and worker who is not acceptable to the City Representative by
reason of incompetence, improper conduct, or being a security risk shall be removed
from the site of the work and replaced forthwith.
If the City shall at any time consider the number of workers, quantity of tools,
equipment, or proper materials or things, to be insufficient for the purpose of the said
work, the City may, in writing, order the Contractor to employ or provide such additional
workers, tools, materials, or things, as he may think necessary, and in case the
Contractor shall not, within three (3) days, or such longer period as the City may agree
to therewith, the City may provide and employ such additional workers, tools, materials,
equipment and things respectively or employ a subcontractor and pay such additional
things respectively and to such subcontractor such prices as he may think proper; and
all such amounts shall be repaid on demand by the Contractor.
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REQUEST FOR QUOTATION
JANITORIAL SERVICES – CARP AND HAZELDEAN LIBRARIES
RFQ No. 23715-91039-Q02
3.7.0 Liaison
Any faulty or non-serviceable equipment, light sockets, light switches, duplex outlet
plugs, door locks, broken windows, etc., discovered during cleaning shall be reported to
the Contractor's Supervisor or Foreman. He/she shall notify the City representative in
order that the trouble may be rectified. Liaison between the Contractor and the City
Representative must be maintained at all times.
3.8.0 Conditions of Work
The Contractor shall keep current, at all times, a list of the names of all men and women
employed at each location and a record of the rate of wages and of the amounts paid to
each, and shall from time-to-time, if demanded, furnish a certified copy of all pay sheets,
and records relating to the said work, and the originals shall be open at all times for
examination by the City.
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