HELLENIC COMMUNITY OF OTTAWA 1315 PRINCE OF WALES DRIVE OTTAWA, ONTARIO REQUEST FOR PROPOSAL REFERENCE # HCO JS JANITORIAL SERVICES

Transcription

1 HELLENIC COMMUNITY OF OTTAWA 1315 PRINCE OF WALES DRIVE OTTAWA, ONTARIO REQUEST FOR PROPOSAL REFERENCE # HCO JS JANITORIAL SERVICES DATE OF ISSUE: MARCH 2, 2015 CLOSING DATE: MARCH 16, 2015

2 1. Introduction The Hellenic Community of Ottawa seeks a qualified Contractor to provide janitorial services for its property at 1315 Prince of Wales Drive, Ottawa, Ontario K2C 1N2. The contract term for the janitorial services identified in this RFP is for a finite term (April 1 st 2015 thru March 31 st 2018). The HCO conducts business as a Not-for-profit organization providing community and administrative services to its members and also operates a meeting and reception centre. Our goal is to maintain a high standard of cleanliness and attractiveness to ensure continued satisfaction to our members, staff, guests and clients. 2. About the HCO The Hellenic Community of Ottawa s mission is to support and grow the Greek community in Ottawa. By sharing in regular activities and special events, we ensure Greek culture stays a thriving part of Ottawa s cultural mosaic. We provide access to cultural and spiritual activities of all kinds for adults and children alike. From a Greek language school to dance classes and more, we make it easier for kids to grow up knowing their culture. Our programs for adults and seniors make it easier to keep ties strong. The HCO also runs a meeting and reception centre offering an ideal venue for cocktail receptions, special dinners, galas, testing and exam centres, convention facilities, and much more. 3. Scope of Work Services required cover all areas. Services as defined below are required seven (7) days a week with work hours to be scheduled from 9:00 A.M. daily. Property: Single story reception hall including kitchen and storage Second floor office area Basement meeting room (Senior s Centre) Link between Centre and Church 2 washrooms on main floor 4 washrooms lower level 1 washroom on 2 nd level Approximately 5 full time staff Hybrid of tile floor and carpeted areas 2

3 The offices are open five (5) days per week, the reception centre seven (7) days per week and Senior s Centre is utilized six (6) days per week. No cleaning is required for days that the HCO is closed, specifically for the offices and Senior s Centre. Services are not required for two weeks (14 days) beginning one day before Greekfest. Greekfest takes place in August starting the middle of the second week. Cleaning services re-commence on the Wednesday following the last day of the Festival. A tour of the building can be provided on request. The Contractor is expected to provide all labor, and equipment necessary to perform the work. The HCO will provide cleaning supplies, light tubes and bulbs, and consumables such as paper towels, toilet tissue, personal sanitary products and hand soaps. 4. Work Specifications A. Entrances, Exits and Lobbies and Exterior a) Floors will be swept, washed and rinsed using a neutral detergent. b) Walls All finger marks and smudges will be removed. c) All glass partitions and doors will be cleaned on both sides and metal wiped clean. d) All push plates and kick plates to be cleaned e) All walk-off mats to be thoroughly vacuumed. f) Sidewalks and entrance ways shall be free of paper and other debris/litter and cigarette butts after policing. g) Sidewalks and entrance ways shall be free of snow. Salt added as required. (Note: A snow clearing contract is in place although snow may not be cleared during light snowfalls) B. Washrooms a) Sweep and wash all flooring with germicidal disinfectant. b) All surfaces of wash basins and all exposed piping shall be free of dust, dirt spots and stains. c) All surfaces of flush tanks, toilet seats, bowls and urinals shall be disinfected. d) Plumbing fixtures shall be free of stains, soap build-up, dust and mould. e) All paper and garbage receptacles shall be emptied, plastic bags replaced and the exterior surface wiped clean. f) Replenish soap, toilet paper and paper towel as necessary. g) All sanitary receptacles shall be emptied and disposal bag replaced. Receptacles shall be free of odour, stains and finger marks. 3

4 h) All mirrors shall be clean. i) Walls, stall partitions and doors shall be free of dust, water streaks and hand marks. j) Dust and clean all air vents. a) Machine scrub all hard surface floors monthly. C. Reception Area including Coat Room and Link to Church a) Floors will be swept, washed and rinsed using a neutral detergent. b) Horizontal and vertical surfaces All finger marks and smudges will be removed. c) Furniture chairs and tables to be vacuumed and wiped clean. d) All ledges within reach to be dusted using treated dust cloth. e) All doors to be wiped clean and smudges removed including kick and push plates. f) Weather mats to be fully vacuumed. g) Baseboard to be wiped. h) All waste receptacles will be emptied and refuse removed to a designated location. Receptacles will be washed on rotating basis. a) Floors to be scrubbed monthly b) Dust all high reach areas monthly. c) Wash walls once every six months D. Stairs and Landings a) Stairs and landings shall be swept and washed with neutral detergent. b) Handrails shall be dusted and spot cleaned. c) Remove all finger marks and smudges from walls. d) Doors and door frames- Marks and smudges removed including kick and push plates and glass panes. a) Handrails to be washed weekly. b) All ledges or other surfaces not done daily to be cleaned weekly. 4

5 E. Air Vent and Diffusers a) Wash all ceiling vents and diffusers yearly. F. Lights & Light Fixtures a) Replace all burnt lights in all areas as required. b) Damp wipe and clean ceiling light fixtures yearly. G. Blinds and Curtains a) Wash venetian blinds yearly. b) Vacuum curtains yearly. H. Mechanical Rooms a) Dust mop all hard surface floors with treated mop monthly. b) Damp mop all hard surface floors monthly. I. Offices and Boardroom To be cleaned before 9:30 AM a) Empty all waste receptacles and remove trash to designated location. b) Vacuum all carpeting. c) Spot clean carpets with approved spot remover. d) Dust and spot clean all furniture, tables, filing cabinets, fixtures, equipment and accessories. e) Dust all low reach areas. f) Remove all finger marks from door, door frames, kick and push plates, hardware and glass panes. a) Dust all high reach areas monthly. b) Vacuum all fabric office furniture including partitions, chairs and couches monthly. c) Dust all venetian blinds monthly. 5

6 J. Banquet Hall a) Spot vacuum to remove visible soil. b) Horizontal and vertical surfaces All finger marks and smudges will be removed. c) Spot clean carpet stains with approved cleaning solution. d) Damp mop hard surface floors e) Vacuum all carpeting from wall to wall weekly. Event Cleaning To be accomplished after all events a) Remove all debris b) Vacuum all carpeting c) Damp mop all hard surface floors K. Kitchen a) Machine scrub all hard surface floors monthly L. Senior s Centre To be cleaned before 1:00 PM or after 7:00 PM a) Dust mop all hard surface floors with treated dust mop. b) Damp mop hard surface floors. c) Spot clean all horizontal and vertical surfaces removing finger marks, smudges and stains. d) Damp clean and sanitize table tops. e) Spot clean backs and seats of chairs. f) Vacuum all carpeting. g) Dust all low reach areas. a) Vacuum all fabric furniture weekly. b) Dust all high reach areas monthly. c) Wash seats, backs and legs of chairs monthly. 6

7 5. Equipment and Supplies All equipment required to carry out operations within the scope of this contract shall be provided by the Contractor. Equipment must be maintained in good operating condition and must conform to all safety standards in effect at the time of use. 6. Insurance The successful Contractor must be able to provide proof of insurance (not less than $2,000,000 liability coverage) for staff members assigned to perform duties on HCO property. The successful Contractor must also submit to the HCO a current Clearance Certificate from the Workplace Safety and Insurance Board (WSIB). 7. Security The Contractor shall be required to verify that criminal background checks have been conducted on all individuals working on or having access to the premises. Assignment of staff will be subject to approval by the HCO. 8. Confidential Information/Security Contractors shall be responsible for all keys or building access issued to him/her. Under no circumstances is this personalized access transferable to any other individual. All doors and windows shall be closed and locked upon completion of cleaning operations in the area. 9. Staff All persons employed to perform these services shall be employees of the Contractor, well trained in cleaning and basic sanitation. The Contractor shall be able to provide a sufficient number of employees to perform the required services efficiently and in a manner satisfactory to the HCO. If the HCO notifies the Contractor in writing that any person employed on this contract is incompetent, disorderly, in breach of identified security requirements or otherwise unsatisfactory, such person shall not again be employed in the execution of this contract without the written consent from the HCO. 10. Contract Term The period of contract will be from April 1 st, 2015 to March 31 st, The HCO reserves the right to exercise up to two (2) additional one-year extension option for this tender subject to satisfactory performance by the Contractor and provided that the contract pricing, and terms and conditions for the subsequent period are mutually acceptable to the HCO and the Contractor. The HCO reserves the right to terminate the contract at any time, providing 30 days written notice. 7

8 11. Payments Payment will be upon submittal of an invoice to the HCO on a net 30 basis. 12. RFP Schedule Date Activity Owner March 2, 2015 Issue RFP HCO March 9-13, 2015 Site visit upon request HCO/ Bidder March 16, :00 PM Deadline to respond to RFP Bidder March 19, 2015 Advise successful Bidder HCO April 1, 2015 Effective date Bidder 13. Proposal Content and Format The Bidder is requested to provide the following information in the proposal. Company details a) Company name and address b) Name of contact person to whom all enquiries can be directed c) Contact numbers d) Number of years in business Pricing a) The HCO requests that the Bidder provide a fee proposal and related expenses on the Scope of Work identified. 14. Terms of Proposal 14.1 Acceptance or Rejection of Proposals The HCO intends to simultaneously solicit other proposals for these requirements. The HCO reserves the right to accept any proposal or refuse all proposals. The HCO shall not be obligated in any manner to any of the Bidders to this Request for Proposal and will only be bound by a written agreement that is duly executed by the HCO and the successful Bidder. Proposals will not be opened prior to the specified closing date and time. Any Proposal received after the specified closing date and time will be returned unopened to the Bidder. By submitting a proposal, the Bidder agrees and assures that the specifications are understood and are adequate, and the Bidder accepts the terms and conditions herein. 8

9 The HCO retains complete discretion in deciding which Proposals meet the requirements set out in the RFP and what evidence will be considered adequate to indicate compliance with those requirements. In addition the HCO reserves the right in its sole discretion to: Withdraw the RFP at any time; Request in writing or orally clarification of any additional information concerning Proposals that are incomplete 14.2 Authorizations All proposals must be signed by a duly authorized officer, including a statement that the Bidder has examined and understood the RFP Acceptance of Terms of RFP All the terms and conditions set forth in this RFP are accepted and incorporated in the Proposal unless the Bidder specifically indicates otherwise Period of Validity of Proposal Proposals submitted must remain open for acceptance by the HCO for a period of not less than sixty (60) days from the specified closing date. 15. Evaluation of the Proposals All proposals will be rated on the basis of a points earned matrix that will involve an analysis of the complete Proposal including, but not limited to, such areas as: Contractor s ability to meet HCO s requirements to demonstrate the understanding of the assignment. Ability to meet specifications Ability to comply with RFP terms and conditions Ability to provide a team of professionals with experience, qualifications, etc. Contractor s recent references and examples of similar contracts in type and size. Cost for services (the lowest Bidder s price will not necessarily be awarded a contract for services) 16. Information for Bidders Questions or issues concerning the RFP and the overall process must be directed to the following: - EleniD@helleniccommunity.com or by phone ext

10 All written communication including must include the RFP number for reference. A signed original of the proposal must be submitted to: Hellenic Community of Ottawa Attention: General Manager 1315 Prince of Wales Drive Ottawa, ON K2C 1N2 In a sealed envelope by 04:00 P.M. Monday March 16, 2015 to be date stamped and accepted for consideration. Proposals received after the due date will be returned unopened. The HCO assumes no responsibility for delays caused by any package or mail delivery service. Additional time will not be granted to any single Bidder, however additional time may be granted to all Bidders when the HCO determines that circumstances require it. A return address as well as the reference number of the Request for Proposal (RFP HCO JS ) must be shown on the outside of the sealed envelope. 10