Request for Service Proposal Brazeau County

Request for Service Proposal Brazeau County JANITORIAL SERVICES FOR BRAZEAU COUNTY ADMINISTRATION BUILDING AND PUBLIC WORKS FACILITY Issued: May 13, 2016 CLOSING DATE AND TIME: CLOSING DATE FOR QUESTIONS FROM BIDDERS: May 31, 2016@ 2:00 p.m. May 25, 2016@ 4:00 p.m. CLOSING LOCATION: Brazeau County Box 77 7401 Twp Road 494 Drayton Valley, AB T7A 1R1 Brazeau County Request for Janitorial Services P a g e 1

REQUEST FOR SERVICES This request for services provides interested contractors with sufficient information to enable them to prepare and submit proposals for consideration by Brazeau County to satisfy its need for the janitorial services for its administration building and public works facility located at 7401 Twp Road 494. Please refer all inquiries to: Mr. Micheal Kwirant Supervisor of Supplies and Services Brazeau County Box 77 Drayton Valley, AB T7A 1R1 Email: mkwirant@brazeau.ab.ca An addendum will be posted on APC (Alberta Purchasing Connection) website, answering any questions received. Rejection of Proposals Brazeau County reserves the right to reject any and all proposals received as a result of this request and to cancel this solicitation at any time prior to the execution of a contract. Incurring Costs Brazeau County is not liable for any costs or expenses incurred by contractors in the preparation or submission of their proposals or for attendance at any meetings related to this request for service prior to the issuance of a contract. Description of the Site Attached as Appendix C is a layout of the administration building and public works facility. Brazeau County recommends interested contractors to visit the site for a tour. To arrange this please contact the individual listed above. Questions from bidders will be answered until May 25, 2016 at 4:00 p.m. Response Date To be considered, proposals must be received at the issuing office on or before 2:00 p.m. on May 31, 2016. Contractors mailing proposals should allow sufficient mail delivery time to ensure timely receipt of their proposals. Late submissions will not be accepted. Proposals will be sealed and clearly marked BRAZEAU COUNTY REQUEST FOR JANITORIAL SERVICES. Public may attend proposal opening. Brazeau County Request for Janitorial Services P a g e 2

Contractor Responsibilities Each proposal must be signed by the individual representatives of the contractor who has contracting authority. That individual will be the sole point of contact with regard to contractual matters. Proposals Contractors will indicate their proposed hourly rate per person, number of individuals required and estimated hours of cleaning per month separately for the administration office and public works facility on the Appendix A- Response Format Contractor Qualifications Please indicate years in business and number of employees, as per page 16. Brazeau County Request for Janitorial Services P a g e 3

SCOPE OF THE WORK: LOBBIES: DESCRIPTION OF WORK FREQUENCY OF SERVICE a) All tiled floors and stairways are to be swept and damp mopped. This includes moving the furniture to sweep and mop behind and under the furniture. b) All entrance mats are to be vacuumed. c) All soft seating is to be vacuumed and treated for stains. Chair legs and bases are to be dusted. d) Glass lobby doors are to be cleaned with glass cleaner and left streak-free. e) All glass including windows, inside of elevator, stairwell and display cases are to be cleaned with glass cleaner and left streak-free. f) All furniture surfaces, window sills, ledges, cupboard doors, display items, wall hangings are to be hand-dusted. g) Trash receptacles are to be emptied and bag changed (if necessary). Receptacles are to be washed once a month. h) Light fixtures and bulbs are to be dusted and wiped. i) Drinking fountain is to be washed and disinfected. j) Front counter, light switches and door knobs are to be wiped with a disinfectant. Upper Lobby a) All floors are to be vacuumed. This includes moving the furniture to vacuum behind and under the furniture. b) All soft seating is to be vacuumed and treated for stains. Chair legs and bases are to be dusted. c) All glass is to be cleaned with glass cleaner and left streak-free. d) All furniture surfaces, window sills, ledges, cupboard doors, display items, wall hangings are to be hand-dusted. e) Trash receptacles are to be emptied and bag changed if necessary. Receptacles are to be washed as required. Monthly Twice a year Monthly Brazeau County Request for Janitorial Services P a g e 4

COUNCIL CHAMBER: DESCRIPTION OF WORK FREQUENCY OF SERVICE a) All tile, vinyl and laminate floors are to be swept and damp mopped. This includes moving the furniture to sweep and mop behind and under the furniture. b) Metal baseboards are to be wiped clean after mopping and left streak free. c) All carpeted areas are to be vacuumed. d) All cloth seating is to be vacuumed and treated for stains. e) All vinyl seating is to be wiped, including chair legs and bases. f) All furniture surfaces, window sills, ledges, cupboard doors, display items, wall hangings are to be hand-dusted. g) Trash receptacles are to be emptied and bag changed if necessary. Receptacles are to be washed as required. h) Light fixtures and bulbs are to be dusted and wiped. Monthly Monthly or as required Twice a year PEDWAY: DESCRIPTION OF WORK FREQUENCY OF SERVICE a) All tile, vinyl and cement floors are to be swept and damp mopped. b) Light fixtures and bulbs are to be dusted and wiped. c) Light switches and door knobs are to be wiped clean and disinfected d) All glass surfaces and wall are are to be cleaned with a glass cleaner and left streak-free. e) Security and exit doors to be washed and disinfected. Twice a year or more as needed Brazeau County Request for Janitorial Services P a g e 5

RECEPTION AREAS PHOTOCOPIER ROOMS OFFICES: DESCRIPTION OF WORK FREQUENCY OF SERVICE a) Plastic chair mats are to be damp mopped. b) All carpeted areas are to be vacuumed, including under desks where space permits. c) All cloth seating is to be vacuumed and treated for stains. Chair legs and bases are to be dusted. d) All vinyl seating is to be wiped, including chair legs and bases. e) All furniture surfaces, window sills, ledges, picture frames, cupboard doors, file cabinets, bookshelves are to be hand-dusted. f) Workstation open areas are to be dusted. Contractor will not move any paperwork from the desk top, only dust around it. g) Telephone handsets are to be wiped with an antibacterial wipe (ie Lysol wipe or isopropyl). Light switches and door knobs are to be disinfected and wiped clean. h) Trash receptacles are to be emptied and bag changed if necessary. Waste receptacles are to be washed and cleaned as required. i) Light fixtures and bulbs are to be dusted and wiped. j) All glass is to be cleaned with a glass cleaner and left streak-free. Monthly Monthly Twice a year Brazeau County Request for Janitorial Services P a g e 6

HALLWAYS: DESCRIPTION OF WORK FREQUENCY OF SERVICE a) All tile, vinyl and laminate floors are to be swept and damp mopped. Cleaning specifications are attached in Appendix B. b) All carpeted areas are to be vacuumed. c) Light fixtures and bulbs are to be dusted and wiped. d) Light switches and door knobs are to be wiped clean with disinfectant e) All glass surfaces are to be cleaned with a glass cleaner and left streakfree. f) All counter tops, window sills, ledges, picture frames, cupboard doors are to be dusted. g) Drinking fountains to be washed and disinfected. h) Security and exit doors to be washed with disinfectant Twice a year STAIRWELLS: DESCRIPTION OF WORK FREQUENCY OF SERVICE a) All tile, vinyl and cement floors are to be swept and damp mopped. b) Light fixtures and bulbs are to be dusted and wiped. c) Light switches and door knobs are to be wiped clean and disinfected d) All glass surfaces are to be cleaned with a glass cleaner and left streak-free. e) Hand railings are to be wiped clean and disinfected Twice a year Brazeau County Request for Janitorial Services P a g e 7

WASHROOMS: DESCRIPTION OF WORK FREQUENCY OF SERVICE a) All tile, vinyl and cement floors are to be swept and damp mopped. b) Light fixtures and bulbs are to be dusted and wiped. c) Light switches and door knobs are to be wiped clean and disinfected d) All glass surfaces are to be cleaned with a glass cleaner and left streak-free. e) All toilets are to be scrubbed and cleaned with a disinfectant cleaner. f) All sinks, faucets and stall door handles are to be scrubbed and cleaned with a disinfectant cleaner. g) Trash receptacles are to be emptied and bag changed if necessary, this includes waste receptacle inside stalls. Waste receptacles are to be washed and cleaned as required. h) Toilet tissue, paper towel and soap dispensers are to be refilled and wiped clean. i) Stall doors and walls and top ledges are to be wiped clean. Twice a year or as required Brazeau County Request for Janitorial Services P a g e 8

LOCKER ROOMS: DESCRIPTION OF WORK FREQUENCY OF SERVICE a) All tile, vinyl and cement floors are to be swept and damp mopped. b) Locker doors are to be wiped clean. c) Benches are to be wiped clean. d) Shower stalls are to be scrubbed and cleaned with a disinfectant cleaner. Shower curtains are to be wiped with a mildew-resistant cleaner. e) Trash receptacles are to be emptied and bag changed if necessary. Waste receptacles are to be washed and cleaned as required. f) All glass is to be cleaned with a glass cleaner and left streak-free. g) Light fixtures and bulbs are to be dusted and wiped. h) Light switches and door knobs are to be wiped clean and disinfected Monthly or as needed Twice a year Brazeau County Request for Janitorial Services P a g e 9

KITCHENS/LUNCH ROOMS DESCRIPTION OF WORK FREQUENCY OF SERVICE a) All tile, vinyl and cement floors are to be swept and damp mopped. b) Trash receptacles are to be emptied and bag changed if necessary. Waste receptacles are to be washed and cleaned as required. c) All sinks and faucets are to be scrubbed and cleaned with a disinfectant cleaner. d) All counter tops, cupboard doors, appliances are to be wiped with a disinfectant cleaner. e) Tidy supplies and dishes on counters. f) All window sills, ledges, picture frames, are to be dusted. g) All table tops are to be cleaned with a disinfectant cleaner. h) All carpeted areas are to be vacuumed. i) All cloth seating is to be vacuumed and treated for stains. Chair legs and bases are to be dusted. j) All furniture surfaces, window sills, ledges, picture frames, bookshelves are to be hand-dusted. k) All glass is to be cleaned with a glass cleaner and left streak-free. l) Light fixtures and bulbs are to be dusted and wiped. m) Light switches and door knobs are to be wiped clean and disinfected. Twice a week Monthly Twice a year Brazeau County Request for Janitorial Services P a g e 10

MEETING/TRAINING ROOMS: DESCRIPTION OF WORK FREQUENCY OF SERVICE a) All carpeted areas are to be vacuumed. b) All furniture surfaces, window sills, ledges, cupboard doors, display items, wall hangings are to be hand-dusted. c) Trash receptacles are to be emptied and bag changed if necessary. d) Light fixtures and bulbs are to be dusted and wiped. e) Light switches and door knobs are to be wiped clean and disinfected f) All glass is to be cleaned with a glass cleaner and left streak-free. g) All sinks and faucets are to be scrubbed and cleaned with a disinfectant cleaner. h) Clean and disinfect bottled water dispensers. or as required or as required Twice a year JANITORIAL STORAGE ROOMS: DESCRIPTION OF WORK FREQUENCY OF SERVICE a) Janitorial storage rooms and all areas provided for the use of the Contractor s cleaning equipment are to be maintained and left in an orderly condition at all times. Monthly COUNTY STORAGE ROOMS: DESCRIPTION OF WORK FREQUENCY OF SERVICE a) County storage rooms and basement file rooms may be dusted, swept and mopped as necessary. The Contractor may inspect these rooms and perform these duties as required, unless specifically asked by the County. As required MECHANICAL/UTILITY ROOMS: DESCRIPTION OF WORK FREQUENCY OF SERVICE a) These rooms may be dusted, swept and mopped as necessary. The Contractor may inspect these rooms and perform these duties as required, unless specifically asked by the County. Bi monthly Brazeau County Request for Janitorial Services P a g e 11

VACANT or LOCKED OFFICES: DESCRIPTION OF WORK FREQUENCY OF SERVICE a) Vacant or locked offices will not require cleaning unless specifically requested by the County. As requested RECYCLING/GARBAGE DISPOSAL: DESCRIPTION OF WORK FREQUENCY OF SERVICE a) All garbage bags and paper recycling will be deposited in the bins located in the shop yard, including recycling materials in the pedway. b) Empty beverage containers are the responsibility of the County to return. LINENS: DESCRIPTION OF WORK FREQUENCY OF SERVICE a) All tea towels and dishcloths shall be provided by the County and laundered by the Contractor and left in the appropriate areas. Twice weekly DISHES: DESCRIPTION OF WORK FREQUENCY OF SERVICE a) The Contractor will collect dishes from sinks in the administration building and place them in the dishwasher in the main floor lunch room. The Contractor will set the dishwasher to run and the County will be responsible to remove the clean dishes in the morning. The Contractor will not remove dishes from workstations. The dishwasher in the chamber kitchen is only to be used for dishes from the chamber kitchen. The County will be responsible to load and run the dishwasher in the shop. As required Brazeau County Request for Janitorial Services P a g e 12

WALLS, DOORS and CEILINGS: DESCRIPTION OF WORK FREQUENCY OF SERVICE a) All walls, doors and ceilings excluding stipple are to be washed or appropriately cleaned at least twice a year. Walls and doors adjacent to high traffic areas may require more frequent washing. Where drop ceilings exist, tiles and tracks may be cleaned using an upright mop, sweep or vacuum of some type. Twice a year WINDOW COVERINGS: DESCRIPTION OF WORK FREQUENCY OF SERVICE a) Window blinds must be vacuumed at least twice a year. Twice a year 2) Time of cleaning and staffing requirements a) Cleaning is to be carried out Monday through Thursday between the hours of 5:00 p.m. and 6:00 a.m. Cleaning following Friday office hours may be completed any time between Friday 5:00 p.m. and Monday 6:00 a.m. c) The County recognizes that evening use of the building is a common occurrence, and the Contractor will be required to work around such events and people. b) The Contractor will ensure they have the required amount of staff to complete all duties as outlined in the Scope of Work. c) The Contractor is aware that the Public Works Facility requires extra cleaning due to the nature of the work environment (shop and field staff). Sufficient time should be allotted for this. 3) Equipment and Supplies a) The Contractor will supply all cleaning equipment and supplies required to carry out the duties as specified. The County will approve the cleaning supplies. b) A vacuum cleaner with a power head attachment must be supplied by contractor and used on all carpeted areas. c) The County will supply paper towels and toilet tissue for bathroom and kitchen areas. The Contractor will be responsible to refill the dispensers in each applicable area. d) The County will supply all plastic bags for garbage and recycling. Brazeau County Request for Janitorial Services P a g e 13

e) The County will supply the liquid hand soap and hand sanitizer. The Contractor will be responsible to refill the dispensers in each applicable area. 4) Insurance and Liability Waiver a) The Contractor will provide, secure and maintain the following insurance: i) Workers Compensation Coverage which shall comply with the Province of Alberta laws. ii) Comprehensive general liability insurance including contractor liability coverage with a minimum limit of one million dollars per person and one million dollars for each occurrence for property damage. b) The Contractor will be made aware of the County s safety rules regarding the specific areas that they are working in. The Contractor shall receive a copy and adhere to the policies of the County s Safety Manual. Alberta Occupational Health and Safety Regulations & Code will also apply and take precedence over the County s Safety Manual, when possible conflicts occur. The Contractor and staff will be expected to participate in a safety orientation upon acceptance of their proposal. c) The Contractor will supply a copy of the insurance to be attached to this agreement; Brazeau County must be named as an additional insured party. d) The Contractor shall indemnify and save harmless the County, its employees and agents against any and all claims, demands, actions and costs whatsoever relating to damages to persons or property that may arise out of the Contractor s performance of this agreement except as may result through the willful damage by or negligence of the County. The County shall indemnify and save harmless the Contractor, its employees and agents against any and all claims, demands, actions and costs whatsoever relating to damages to persons or property that may arise out of the Contractor s performance of this agreement except as may result through the willful damage by or negligence of the Contractor. 5) Security Building access control must be exercised in complete cooperation with the County s procedure and alarm systems. (orientation to successful bidder will be provided at kick off meeting) a) Only those people employed by the contractor shall be allowed to enter the building for the purpose of carrying out the duties of this contract. No other unauthorized personnel shall be allowed to enter the building with the Contractor. b) Exterior security doors are to be left closed and locked at all times Brazeau County Request for Janitorial Services P a g e 14

c) Interior security doors are to be left closed at times when building is in use. These doors may be propped open when the building is vacant 6) Termination clause a) If the contractor is in material default in the performance of any of the contractor s obligations under this janitorial contract, the County will notify the contractor by email that the default must be corrected. If the contractor does not correct the default within 15 days after such receipt notice or if the contractor does not take reasonable steps to correct the default to the satisfaction of the client, the County may terminate this janitorial contract upon further notice to the contractor, without prejudice to any other rights or recourses of the client. 7) References a) References from two contracts and direct contacts phone numbers are required with similar contracts from the past three years are to be included in contractors tender package. 8) Contract compliance and Awarding Brazeau County reserves the following rights at their own discretion without prejudice: a) Brazeau County reserves the right to disqualify contractors that do not comply with requirements as set out by the contents of this service proposal package. b) Brazeau County reserves the right to choose a successful contractor based on merits deemed worthy by Brazeau County. c) Brazeau County reserves the right to make its decision to enter into a contract, not solely based on lowest price. Brazeau County Request for Janitorial Services P a g e 15

APPENDIX A RESPONSE FORMAT Brazeau County Request for Janitorial Services Proposal Contractor: of (Legal Name) (Business Address) Years in Business No. of Employees References (Please provide name and contact information of two professional references) 1) 2) The undersigned, having examined the Request for Service Proposal documents inclusive, all as prepared by Brazeau County, and having visited the site, hereby offer to enter into a Contract to perform the Work required for: Administration Offices PW Facility Hourly Rate per person Estimated person hours per month Total Team Hours per Month Total Monthly Cost Signed and submitted for and on behalf of: Company: Signature: Name and Title: (Please Print or Type) Dated at this day of, 2016. Brazeau County Request for Janitorial Services P a g e 16

APPENDIX C BUILDING FLOOR PLAN A108B A108 COUNCIL CHAMBERS A111 A108A A120 A119 A118 A117 A116 POPLAR RIDGE MEETING COMM SERV DIRECTOR CS ASST EXEC ASST CAO COUNCIL OFFICE KITCHEN STOR A109 A102 A101 ENTRY A110 A123 A121 AG FIELDMAN COMM COORD A124 Cynthia A133 MEETING A125 A132 A126 CPO LUNCH ROOM M A131 A130 F A129 MEETING ROOM-A A128 MEETING ROOM-B EOC A103 SAFE A113 A114 MALE RECEPTION A107 A106 LOBBY RECEPTION A155 PWI OP ASST ELEV S #1 ASST AG FIELD Parks and Rec A127 FEMALE A137 A136 A138 A135 FILING A105 A159 SUPER UTILITIES UTILITY LEAD & UTILITY OPERATOR(S) A139 UTILITY CLOSET A141 A140 BUCK CREEK MEETING ROOM LINDALE A154 A153 PROJECT MGR A152 A142 EC DEV COORD A146 F A147 M A148 PROMO PWI ADMIN ASST A150 EC DEV MANAGER A144 EC DEV/COMM ADMIN ASSIST A149 PWI SPARE PWI DIRECTOR ADMINISTRATION - MAIN FLOOR

S #2 A214 P&D MANAGER DEV OFFICER P&D ASSIST P&D ASSIST FIRE A212 M A210 PLOTTER LAMIN A208 A208B A206 A204 A202 SYSTEMS ANALYST SERVERS JANITOR CLOSET COPY P&D ADMIN ASSIST S #1 A215 A211 A201 A213 A203 P&D DIRECTOR P&D ED OFFICER CONTRACT DEV OFFICER P&D/CRS File Room A209 F GIS A207 IT MANAGER A205 MEETING ROOM A217 HR A216 RECORDS LEGISLATIVE MANAGEMENT COORD A219 TAXATION A225 A218 A220 CRS ADMIN ASSISTANT CRS DIRECTOR A221 AP A222 PAYROLL A223 FINANCIAL MANAGER A224 MUNICPAL COMMUNITY GRANTS COORD S #3 A D M I N I S T R A T I O N S E C O N D F L O O R

S #5 S27 S26 S25 CONST SUPER S24 ELEC. GEO ENG. SAFETY LOCKERS S22 S21 MAINT SUPER S18 MALE S19 FEMALE MAINT LEAD S20 S18A S19A SHOP SUPER S15 S17 SERV S13 S14 S #4 PURCHASING S10 MECHANICS S16 TOOL ROOM S11 PARTS ROOM S12 SHOP - MAIN FLOOR

S212 UPPER MECHANICAL S213 S #5 S210 JANITOR S209 AG AG S208 EXPANSION OFFICE STORAGE S207 EXPANSION OFFICE S214 S #4 S206 S205 FEMALE MALE S204 EXPANSION OFFICE S201 S203 Lodgepole S202 Violet Grove TRAINING ROOM LUNCH ROOM SHOP - SECOND FLOOR

2 3 METER ROOM B11A 16 BASEMENT VAULT BASEMENT STORAGE B14B FEMALE CHANGE ROOM B14A B13A MALE CHANGE ROOM B13B MULTIPURPOSE ROOM BASEMENT MECHANICAL B07 B05 BASEMENT STORAGE B02 JANITOR ROOM S #1 B16 B14 B13 B11 B09 ELEV S #2 B15 B08 B01 B12 B12 B06 B04 ELEVATOR ROOM BASEMENT STORAGE BASEMENT STORAGE ELECTRICAL B03 A D M I N I S T R A T I O N - B A S E M E N T