HomeMy WebLinkAboutCOD-022-13 Clarington REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: October 28, 2013 Resolution#: �� y-law#: N/A
Report#: COD-022-13 File#:
Subject: RFP2013-5 JANITORIAL SERVICES AT VARIOUS LOCATIONS
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-022-13 be received;
2. THAT the proposal received from Country Town Cleaning, Bowmanville, Ontario
being the most responsive bidder meeting all terms, conditions and specifications
of Request for Proposal RFP2013-5 be awarded the contract for the Janitorial
Services with a bid amount of$68,913.66 (net of H.S.T. Rebate);
3. THAT pending acceptable pricing and satisfactory service the Purchasing
Manager be authorized to extend the contract for an additional three years; and
4. THAT funding be provided from the current year's respective departments
Operating Budgets.
Submitted by: ; - Reviewed by
Marie Marano, H.B.Sc., C.M.O., Franklin Wu,
Director of Corporate Services Chief Administrative Officer
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CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379
REPORT NO.: COD-022-13 PAGE 2
1. BACKGROUND
1.1 Request for Proposal #RFP2013-5 was issued for janitorial services at various
locations within the Municipality of Clarington. The locations include: Hampton
Operations Centre, Orono Operations Centre, Depot 42, Parks Washrooms
(Rotary Park, Bowmanville Memorial Park and Orono Park), Animal Shelter,
Tourist Information Centre and Courtice Fire Station #4 - Durham Regional
Police Area.
1.2 The Request for Proposal was advertised electronically on the municipal website
and the Ontario Public Buyers Association (OPBA) website.
1.3 A total of sixteen (16) janitorial companies obtained the bid document. A total of
four (4) submissions were received in response to the request for proposal and
all bids were deemed compliant.
1.4 As stipulated in the proposal documents, proponents were evaluated based on
the following criteria:
• Company Background;
• References;
• Pricing/Cost;
• Employee Experience & Training;
• Janitorial Products; and
• Proposal Quality.
1.5 As per the Request for Proposal documents, the vendor selection would be made
on the basis of the written proposal, reference checks and an interview.
1.6 All submissions received were reviewed by the Municipality's evaluation team
consisting of staff from the Municipal Clerk's Department, Operations Department
and Corporate Services Department.
2. ANALYSIS
2.1 The evaluation committee reviewed the documents and scored the proposals in
accordance with the evaluation criteria. References were checked for the
proposals that met the minimum passing score. Based on their ratings, the
committee selected Cheema Cleaning Services Limited, Caledon, Ontario,
Country Town Cleaning, Bowmanville, Ontario and Green Care Janitorial
Systems Limited, Brampton, Ontario for an interview.
2.2 In the past, the Municipality has experienced difficulty securing the services of a
reliable and conscientious firm to provide an acceptable level of janitorial
services.
2.3 The primary concern for the evaluation committee was that the janitorial
company selected would perform the work requirements thoroughly as per the
specifications and frequency outlined in the scope of work requirements.
REPORT NO.: COD-022-13 PAGE 3
2.4 The proposals ranged in price for a one year term from $28,242.00 up to
$67,721.76. The rates are inclusive of all locations specified in the request for
proposal. The bid results are outlined as per Attachment 1.
2.5 The interview process revealed discrepancies between the written proposal and
actual allocation of staff and resources to complete the cleaning requirements.
The low bidders changed their staff allocation from their proposal after it was
made apparent that their staff could not be compensated at the Ontario Ministry
of Labour hourly minimum wage rate.
2.6 Upon completion of the bid submission evaluation the references of the three
high ranking firms were checked. Two of the firms received satisfactory
references from all firms contacted. One firm, Cheema Cleaning Services
Limited received two acceptable references while a third provided a negative
response to the reference check. Based on the submission evaluation scores
and the results of the reference checks the three firms were interviewed to
complete the ranking process. As a result the committee's recommendation is to
award the contract to the overall highest ranked firm; Country Town Cleaning,
Bowmanville.
2.7 Country Town Cleaning met all of the Municipality's requirements and has
allocated sufficient time to each location to ensure that it could be cleaned
properly.
2.8 The references provided by Country Town Cleaning, Bowmanville, Ontario were
good. In addition, Country Town Cleaning, Bowmanville, has provided janitorial
services to the Municipality for several years and the adherence to standards and
performance has been exceptional.
2.9 For information purposes, in 2005 the tendered contract price was approximately
$30,000.00. After two years of performance issues resulting in facilities
becoming filthy and unsanitary, performance issues were documented and
communicated in writing to the service provider in an effort to improve the service
level. In late 2008, it was determined that the vendor was unable to clean the
facilities in accordance with the specifications and the contract was terminated.
2.10 In order to maintain on-going service to the facilities following termination a short
term contract was negotiated and awarded to Country Town Cleaning to
complete the contract term. At that time and due to the poor service of the
previous contractor the facilities were in a grimy state due to lack of cleaning and
Country Town Cleaning had to work additional hours in order to bring the
facilities up to a satisfactory standard of cleanliness. That standard of cleanliness
was maintained and improved over the next 7 months.
2.11 During the short term agreement with Country Town Cleaning staff prepared and
issued a new competitive proposal.
REPORT NO.: COD-022-13 PAGE 4
2.12 In 2008, RFP2008-7 was issued for janitorial services at various locations and
the Municipality received seven bid submissions. The prices ranged from
$33,520.00 to $124,827.00. Country Town Cleaning was the highest ranked
bidder on the RFP evaluation with pricing in the mid range at $59,201.00 and was
awarded the contract in early 2009.
2.13 The work requirements have increased with the addition of new areas within the
facilities over the past 8 years. Therefore, the bid submissions that reflect lower
prices than some of those submitted in 2005 and 2008 give reason to question
the validity of the bids.
2.14 In order to verify the adequacy of the hours proposed for cleaning of each facility
the reference document, The Official/SSA 447 Cleaning Times written by John
Walker (2003) was used as a guide to determine adequacy of time/minutes to
complete tasks. The minutes are based on the facility square footage and
defined task (i.e., vacuuming, floor washing, etc.). Using the defined times
outlined in the above reference, the number of minutes were calculated for the
Hampton Operations Centre and the Animal Shelter. The Hampton Operations
Centre should take approximately 6 hours to clean (three days a week 18 hours)
and the Animal Shelter should take approximately 3.5 hours to clean (twice a
week 7 hours).
2.15 The low bidders allocated 7.5 hours per week for Hampton Operations Centre
and 4 hours per week for the Animal Shelter. Country Town Cleaning allocated
15 hours per week for Hampton Operations Centre and 9 hours per week for the
Animal Shelter. Given the work requirements as set out in the guideline noted
above and established during past contracts, any bid proposing a significantly
lower number of hours would be considered an unbalanced bid. For clarity, an
unbalanced bid is described in the Purchasing By-law as "meaning it contains a
lump sum or unit bid items that do not reflect reasonable actual costs plus a
reasonable proportionate share of the Bidder's anticipated profit, overhead costs
and other indirect cost". In an unbalanced bid situation provision is made for the
rejection of the bid. However, in this instance the evaluation of the bids identified
the imbalance of the bids and this was reflected in the ranking.
3. COMMENTS
3.1 Queries with respect to the department needs, specifications, etc. should be
referred to the Municipal Clerk, Director of Operations, Director of Emergency
and Fire Services, and Director of Corporate Services.
4. FINANCIAL
4.1 The Proposal submitted by the subject firm was in the amount of$68,913.66 (net
of H.S.T. Rebate) and is within the approved 2013 Current Operating Budgets.
4.2 The required funds are to be drawn from current year's respective departments
Operating Budgets.
REPORT NO.: COD-022-13 PAGE 5
5. CONCURRENCE
5.1 This report has been reviewed by Patti Barrie, Municipal Clerk, Fred Horvath,
Director of Operations, Gord Weir, Director of Emergency and Fire Services and
Marie Marano, Director of Corporate Services who concur with the
recommendation.
6. CONCLUSION
6.1 To award the contract to provide janitorial services to Country Town Cleaning,
Bowmanville, Ontario, being the highest ranked proposal meeting all terms,
conditions and specifications of the Request for Proposal RFP2013-5 Janitorial
Services at Various Locations.
CONFORMITY WITH STRATEGIC PLAN — Not Applicable
Staff Contact: Jerry Barber, Purchasing Manager
Attachments:
Attachment 1 - Bid Tabulation
List of interested parties to be advised of Council's decision: Not Applicable
Attachment 1
Report COD-022-13
THE MUNICIPALITY OF CLARINGTON
BID TABULATION
BIDDER Annual Contract Annual Contract
(H.S.T. Included) (Net of H.S.T. Rebate)
Country Town Cleaning $76,525.59 $68,913.66
Bowmanville, ON
*Green Care Janitorial Systems $34,083.06` $30,692.85*
Brampton, ON
*Cheema Cleaning Services $31,913.46* $28,739.06*
Caledon, ON
Gailland Corporation Did not meet minimum score requirements
Oshawa, ON
*insufficient staffing and time allocated to maintain facilities