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Request for Proposal
RFP15-1566
SUBJECT:
JANITORIAL SERVICES – TERRACE CAMPUS
DATE OF ISSUE: January 26, 2016
TO RESPOND BY: February 15, 2016 @ 1400 Hours (2:00 PM Pacific Time)
RESPOND TO: Leslie Burke Purchasing & Contracts University of Northern British Columbia 3333 University Way Prince George, BC V2N 4Z9
SIGNATURE AT ISSUE:
NOTE: MANDATORY SITE VISIT, FEBRUARY 2, 2016 – 10:00 A.M., RECEPTION DESK, UNBC TERRACE CAMPUS, 4837 KEITH AV
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RECEIPT CONFIRMATION FORM
REQUEST FOR PROPOSAL
RFP15-1566 JANITORIAL SERVICES
______________________________
Please complete this form and mail to:
Purchasing and Contracts University of Northern British Columbia 3333 University Way Prince George, BC V2N 4Z9
Att: Leslie Burke Email: [email protected]
Failure to return this form may result in no further communication regarding this Request for Proposal. COMPANY NAME:
ADDRESS:
CITY: PROV: POSTAL CODE:
CONTACT PERSON:
CONTACT CONTACT TELEPHONE: FAX: EMAIL: I have received a copy of the above noted Request for Proposal. ______ Yes, I intend to respond to this Request. Therefore, I will be at the
Mandatory Site Visit before it commences at 10:00am on Tuesday, February 2, 2016 at the Terrace campus.
______ No, I will not be responding.
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UNIVERSITY OF NORTHERN BRITISH COLUMBIA JANITORIAL SERVICES TABLE OF CONTENTS Scope of Commission Page 6 Responsibilities Page 7 Key Dates Page 8 Closing Date & Time Page 9 Site Tour Page 9 Proposal Documents Page 9 Withdrawal of Proposals Page 10 Submission of Proposals Page 10 Qualifications and Modifications Page 10 Selection Criteria Page 11 Contract Staffing Proposals Page 12 Right to Reject Page 12 Rights and Remedies Page 13 Assignability of Contract Page 13 Confidentiality Page 13 Mandatory Contractual Provisions Page 13 The University’s Authorized Representative Page 13 Amendments Page 14 Applicable Regulation Page 14
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TABLE OF CONTENTS (continued) Governing Law Page 14 Electrical Approval Page 14 Termination by the University Page 15 Termination by Either Party Page 15 Consequences of Termination Page 16 The University May Remedy Default Page 16 Key Holdback Page 16 Non-owned Equipment Page 16 Changes in the Scope of Work Page 16 Work Additional to the Contract Sum Page 17 Invoicing and Payment Page 17 Health and Safety Page 18 Indemnification Page 18 Insurance Page 19 Protection of Work and Property Page 20 Contractor's Responsibilities and Control of the Work Page 20 Supervision Page 21 Labour and Products Page 21 Sustainability Page 22 Cleanup and Final Cleaning of the Work Page 22 Rejected Work Page 23 TABLE OF CONTENTS (continued)
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Force Majeure Page 23 Employee Relations & Bargaining Unit Agreement Page 24 Uniform and I.D. Page 24 Freedom of Information Page 24 Specifications and Summary of Work Page 26 Frequency Schedule Page 48 SCHEDULE I – Pricing Page 52 SCHEDULE II – Contract Staffing Proposal Page 57 SCHEDULE III – Contractor Insurance Requirements Page 58 SCHEDULE IV – Contractor Union Agreements Page 60 SCHEDULE V – Safety & Security Program Page 61 SCHEDULE VI – Company History & Related Information Page 63 SCHEDULE VII – Equipment to be used on Campus Page 64 SCHEDULE VIII – Reference Information Page 65 SCHEDULE IX – Performance Measurements Page 66 SCHEDULE X – Risk Evaluation Page 67 SCHEDULE XI(A) – Proposal Response Form Page 68 SCHEDULE XI(B) – Proposal Signature(s) Page 69 APPENDIX I – Footage And Flooring Page 71
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REQUEST FOR PROPOSAL
Proposal Number: RFP15-1566 Closing Date: February 15, 2016 Commodity / Service: Closing Time: 2:00 PM PDT Janitorial Services for UNBC Terrace Campus Date of Request: January 26, 2016
PART I SCOPE OF COMMISSION: The University of Northern British Columbia (UNBC or University) invites Proposals to provide Janitorial Services at the UNBC Terrace campus as set out in the enclosed Janitorial Services Specifications and Summary of Work, Work Additional to Stipulated Price, Frequency Schedules and Contract Staffing Proposal. This Proposal for Janitorial Services shall cover a period of twenty-four (24) months from April 1, 2016 to March 31, 2018. Stipulated cost must remain firm for the first twenty-four (24) months of the contract. UNBC reserves the right to extend the proposed Contract by two additional one year optional extensions for a possible total of three or four years. Stipulated costs for such extensions will be subject to increase only by the annual labour rate of the contractor and/or as negotiated, accepted and approved by UNBC and the contractor. UNBC will consider entering into a contract for the implementation of the most acceptable proposal which will be determined having regard to the evaluation factors set out in this RFP. In addition, the acceptability of the contract terms and conditions upon which the respondent would be prepared to undertake the implementation of their proposal will be measured against the contract terms and conditions set forth in this RFP. This Proposal will remain open for acceptance until 2:00 PM PT February 15, 2016.
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DEFINITIONS
Hereinafter, each company receiving this Request for Proposal is referred to as a “Respondent”, and a Proponent’s Proposal in response to the Request for Proposal is referred to as a “Proposal”. The company with the successful Proposal is referred to as the “Contractor”. RESPONSIBILITIES There are options to choose from regarding which method you use to submit your quote. The first: Two (2) copies paper copy of the Proponent’s quote, can be submitted to the Issuing Office office (room 1085, 3333 University Way, Prince George BC, V2N 4Z9) before the closing date and time. The paper submissions may be replaced with the entire submission on a flash drive/USB stick or CD. The RFP number and description are to be clearly marked on the outside of the envelope. In the essence of SUSTAINABILITY, the following practices are suggested regarding your submission.
a)there is no need to include the front end of this document. The University has the original. b)to minimize the amount of paper used, do not submit anything that is not required or does not add value to your submission, where possible, duplex the pages. c)ensure if couriering the submission you leave enough time. Overnight or next day often means to Vancouver and requires an additional day to Prince George.
Alternatively: The Proponent’s quote can be uploaded at: https://unbc.bonfirehub.ca/opportunities/3625 It is strongly recommend that you give yourself sufficient time and at least ONE (1) hour before Closing Time to begin the uploading process and to finalize your submission. File size limit is 100mb. Multiple files can be uploaded if exceeding this limit. When using Bonfire, each item of Requested Information is instantly sealed and will only be visible by the University after the Closing Time. Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed. You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. Minimum system requirements: Internet Explorer 8/9/10+, Google Chrome, or Mozilla Firefox. Javascript must be enabled. If assistance is required during the upload, contact Bonfire at [email protected] for technical questions related to your submission. You can also visit the help forum at https://bonfirehub.zendesk.com/hc
Regardless of which of the two methods are used to submit the quote, the signature page, Schedule X must be signed and all information must be received prior to the closing date and time. NO FAXED OR EMAILED QUOTES WILL BE ACCEPTED BY THE UNIVERSITY
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It is the responsibility of each respondent to inquire about and clarify any requirements of this Request for Proposal which are not understood. All enquiries regarding the Proposal procedure and Contract Terms are to be directed to Leslie Burke, Purchasing Agent.
All inquiries MUST be faxed before the end of February 3, 2016 to:
ATTEN: Leslie Burke, Purchasing Agent [email protected] subject: RFP15-1566
Answers from the University of Northern British Columbia will be issued in written form and signed by the Purchasing Agent and then sent out as an addendum. Any Addenda shall be considered as part of the Proposal Documents. All Addendums will be posted on the UNBC Purchasing website listed as “Active Tenders & RFP’s”. In the event the University’s server is not available, or for any other situation the University deems reasonable, then the addendums will be faxed to parties registered as having returned the Receipt Confirmation form and/or submitted an inquiry on time. Any Respondent who does not submit the RECEIPT CONFIRMATION will not necessarily be sent any amendments or addenda No Respondent who signs and returns the Receipt Confirmation letter is obligated to submit a proposal. An oral presentation by one or more of the respondents may be required after written proposals are received and evaluated by the University. If the University feels that such a presentation is needed, the issuing office will schedule a time and place. Each respondent should be prepared to discuss it’s own qualifications as a supplier of janitorial services. The University will not be obligated in any way by the respondent's response to the Request for Proposal. The respondent's proposal and all supporting documents become the property of the University. All such documentation may be reproduced by the University, provided that such reproduction is made solely for internal use or for any purpose required by law. KEY DATES
Listed below are the important events and the target dates and times by which the events are expected to be completed:
A. Issue of Request for Proposal January 26, 2016 B. Return Receipt Confirmation Form see page 8 C. Mandatory Site Visit 10:00 AM February 2, 2016 D. Respondent’s Inquiries Up to the end of February 3, 2016 E. University’s Answers By the end of February 5, 2016 F. Due Date for Submission of Proposals February 15, 2016
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CLOSING DATE AND TIME Proposals, signed by the Respondent’s authorized representative, must be received by the Issuing Office, (room 1085, 3333 University Way, Prince George BC, V2N 4Z9 or through Bonfire) not later than 2:00 PM (1400 Hours) Pacific Time, February 15, 2016. The University will not accept submissions of any Proposals after the closing date and time. Any submissions received after the closing date and time shall be considered disqualified and will not be opened. Under no circumstances, regardless of weather conditions, transportation delays, or any other circumstances, will late submissions be accepted.
SITE TOUR A MANDATORY tour of the premises for the purpose of examining the existing site and on site difficulties will be conducted at 10:00 AM, February 2, 2016 from UNBC Terrace Campus, 4837 Keith Av. Please meet at the reception for a 10:00am start. All respondents will be required to sign that they are present for the mandatory site visit. Any respondent who is not represented at the Mandatory Site Visit will NOT be able to submit a proposal for consideration. Respondents must be on time. The University reserves the right to refuse any proposal from a respondent that was deemed to have arrived late, regardless of the reason, and missed the essence of the mandatory site tour. The purpose of this site visit is to provide access and viewing to the building. Questions may be asked to clarify information regarding the building and premises. Questions that cannot be answered during the site visit will be issued in an addendum. All other questions are to be submitted in writing as instructed herein. Respondents are expected to have reviewed this Request for Proposal prior to attending the Mandatory Site Visit. RESPONDENTS SUBMITTING PROPOSALS WHO HAVE NOT ATTENDED THE SITE VISIT WILL NOT BE CONSIDERED FOR AWARD. PROPOSAL DOCUMENTS 1. Respondents shall be responsible to ascertain that they are in possession of a full set of
Proposal documents when preparing their bids. 2. Addendums to the Proposal issued prior to closing of Bids shall be incorporated into the
proposal and become part of the Contract Documents. 3. Respondents finding discrepancies or ambiguities in or omissions from Proposal
Documents, or in doubt as to their meaning, shall at once notify the Purchasing Agent who will make a ruling and issue an addenda. Such notification shall be made no later than three (3) working days prior to closing of Bids.
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WITHDRAWAL OF PROPOSALS Proposals may be withdrawn. If a hard copy has been submitted, the proposal can be withdrawn personally, by written notice or by fax, provided such notice of withdrawal is received by UNBC prior to the Proposal closing time. In Bonfire, a proposal can be withdrawn and/or amended then resubmitted at any point before the closing date and time. SUBMISSION OF PROPOSALS The University of Northern British Columbia will not be responsible for any costs incurred by the Respondent which may result from the preparation or submission of the proposal documents pertaining to this Request for Proposal. Respondents are required to use the enclosed forms for submitting their proposals. TELEPHONE OR FACSIMILE or EMAIL PROPOSALS WILL NOT BE ACCEPTED. Part I, Schedules I, II, III, IV, V, VI, VII, VIII, IX, X and XI(A), XI(B), addenda, specifications, terms and conditions, and any attachments hereto shall become part of any contract entered into between the successful respondent and the University of Northern British Columbia. The itemized price list must be completed. Failure to do so may result in the rejection of the Proposal submitted by the Respondent. QUALIFICATIONS AND MODIFICATIONS: Proposals which contain qualifying conditions or otherwise fail to conform to these instructions may be disqualified or rejected. Amendments to Proposal - A Proposal submitted in accordance herewith may be amended in writing prior to the Closing Time provided that, if the amendment is to the Proposal Price, neither the Proposal Price nor the amended Proposal Price shall be set out in the amending document, but only the amount by which the Proposal Price is amended. A Proposal in Bonfire can be amended and resubmitted at any time PRIOR to the closing date and time. Please note in the case of faxed or electronic revisions to Proposals, UNBC assumes no responsibilities and the Respondent assumes ALL risks of using faxed or electronic communication for revisions. The faxed or electronic transmission must be received by the Office of the Purchasing Department prior to the Proposal closing time February 15, 2016 at 2:00 PM PT.
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Facsimile Amendments - Facsimile amendments to a Proposal will be considered as part of the Proposal if received by the University prior to the Closing Time. SELECTION CRITERIA The University will not necessarily accept the lowest price or any Proposal. Any implication that the lowest or any Proposal will be accepted is hereby expressly negated. The University will not be limited as to its criteria for evaluation of Proposals. The University may take into account whatever criteria and considerations it wishes to. These may include: 1. The quality of service, personnel and facilities of the Respondent organization, as
determined solely by the University. 2. The Respondent's relevant experience, qualifications and success in providing janitorial
services. 3. The Respondent's reputation for quality service. 4. The Respondent's capability and willingness to work in partnership with the University to
deliver and maintain all janitorial services and in an environmentally friendly manner. 5. The contractual terms proposed by the Respondent, which would govern any contract
relationship with the University. 6. The Respondent's capability to provide competitive services as outlined in Schedule II, that
best suit the needs of the University. 7. The Respondent's references from their three major accounts (preferably commercial). 8. The quality of the proposal, specifically:
Proposals that are prepared in a straight forward manner, and shall describe the Respondent's offering(s) and services capabilities in a format that is reasonably consistent, comprehensible, and appropriate to the purpose.
9. For the purpose of respondent selection, a "BEST VALUE" will be employed. 10. All acceptable proposals received will be evaluated on this basis utilizing point ratings
assigned below. 11. The following ratios will factor the various components to establish a total percentage
score: PRICE: 45% Points 45 SERVICE: 50% Points 50
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Company qualifications and after delivery services: a. evidence of good organization, management, environmental
and social responsibility
b. adequacy of resources to be applied to the project, including back-up resources available
c. references d. ability of proposed services to meet UNBC's requirements as determined by UNBC h. Quality Assurance Program including procedures for rectifying all problems COMPLIANCE: 5% Points 5 Compliance with instructions in the Proposal document. Completeness and thoroughness Please ensure you provide all information requested from; Specifications and Summary of
Work, Frequency Schedule, and Schedules I to XI(B)of this Request for Proposal. CONTRACT STAFFING PROPOSALS 1. The respondent shall provide a consistent and stable janitorial service at all times
throughout the period of the Contract. RIGHT TO REJECT 1. UNBC reserves the right to reject any or all bids and to accept any bid it considers
advantageous. The lowest or any Proposal may not necessarily be accepted if UNBC determines, at its sole discretion and after appropriate investigation and evaluation, that:
a. the Proposal must be cancelled due to financing problems or changing economic
circumstances b. information becomes available after Proposal closing which significantly changes the
scope or extent of the project c. the bids, or any of the bids, exceed the projected spending approval
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RIGHTS AND REMEDIES The duties and obligations imposed by the Proposal Documents and the rights and remedies available there under shall be in addition to and not a limitation of any duties, obligations, rights and remedies otherwise imposed or available by law. No action or failure to act by the parties to this Proposal shall constitute a waiver of any right or duty afforded any of thereunder the Contract, nor shall any such action or failure to act constitute an approval of or acquiescence in any breach thereunder, except as may be specifically agreed in writing. ASSIGNABILITY OF CONTRACT Neither the Contract nor any rights and obligations contained herein, or entered into, as a result of this Proposal may be assigned, subcontracted or otherwise transferred in whole or in part by the contractor without prior written consent of UNBC. CONFIDENTIALITY In accordance with the Freedom of Information and Protection of Privacy Act, all information regarding the items and conditions, financial and/or technical aspects of the Respondent's proposal which in the Respondent's opinion are of a proprietary or confidential nature, should be clearly marked "CONFIDENTIAL" at each relevant item or page. All information marked "CONFIDENTIAL" by the Respondent will be held in strict confidence, and shall not be revealed to another party without the consent of the Respondent. Similarly, information about the University obtained by a Respondent and declared by the University's representative to be CONFIDENTIAL must not be disclosed unless authorized by the University. It is agreed that these reciprocal obligations of confidentiality will survive the termination of any contract that might arise between the parties. MANDATORY CONTRACTUAL PROVISIONS The following terms and conditions are mandatory and shall be deemed to be incorporated. THE UNIVERSITY’S AUTHORIZED REPRESENTATIVES The only persons who are or shall be authorized to speak or act for the University in any way with respect to any contract resulting from this Request for Proposal are those whose positions or names have been specifically designated in the University’s Contract for Services.
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It is hereby declared and agreed by the Respondent that all Proposals submitted to the University by the Respondent have been prepared on the basis of its own knowledge of the nature of the work to be performed or of the goods to be supplied, the location, quality, and character of the equipment and facilities needed, as well as general and local conditions and all other such matters which can affect the Respondent’s performance under any contract between the parties that might result from the Respondent’s Proposal. The Respondent further agrees that it does not rely upon any information given or statements made by representatives of the University with regard to the Respondent’s Proposal or work to be performed. AMENDMENTS No amendment of a contract resulting from this proposal process shall be effective unless it is reduced to writing and executed by the University’s Purchasing Agent or Contract Administrator and by the individual signing the Respondent’s Proposal or another individual named by the Respondent as specified. APPLICABLE REGULATIONS All equipment provided shall comply with all applicable provincial and federal regulations. GOVERNING LAW Any contract resulting from this request for proposal shall be governed by and interpreted in accordance with the laws of the Province of British Columbia. ELECTRICAL APPROVAL All electrical equipment used at the University must have C.S.A. (Canadian Standards Association) or C.U.L / U.L.C. (Underwriters Laboratory of Canada) approval. Preference will be given to Respondents whose equipment has either of these approvals or who agree to cover the cost of gaining such approval, completing any necessary modifications required. The Respondent must state in its Proposal whether:
1) Equipment has C.S.A. or C.U.L. / U.L.C. approval
2) The Respondent agrees to arrange C.S.A. or C.U.L. / U.L.C. approval and cover the cost of approval and modifications
Unless a Respondent expressly and specifically provides otherwise in its written proposal received by the University in response to this Request for Proposal, the Respondents proposal shall automatically be deemed to include the Respondents agreement to provide equipment that has this approval or arrange C.S.A. or C.U.L. / U.C.L. approval and cover the cost of approval and modifications.
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TERMINATION BY THE UNIVERSITY This Agreement may be terminated by the University on immediate notice to the Contractor: (a) if the Contractor defaults in the payment of any amount due and payable to the University hereunder and such default remains unremedied for a period of TEN (10) days after notice or demand from the University; or (b) if the Contractor defaults in the performance or observance of any term or condition of this
Agreement or persistently or repeatedly defaults in the performance or observance of any term or condition of this Agreement, and in each case such default remains unremedied for a period of TWELVE (12) days after notice from the University, or in the case of a default which cannot reasonably be remedied within such period, the Contractor fails to take immediate, and diligently carry out, steps to remedy such default in accordance with instructions of the University; or
(c) if the Contractor is prevented or hindered from providing Service at the time or times
required by the University and in accordance with the terms and conditions of this Agreement due to any strike, lockout or other labour disturbance affecting employees of the Contractor, notwithstanding that any such strike, lockout or labour disturbance may constitute Force Majeure hereunder; or
(d) if the Contractor, through its actions, fails to maintain the security of the building and its
contents resulting in malicious damage and/or loss from theft. Any malicious damage or loss resulting from theft which occurs through the failure of the Contractor to maintain security arrangements shall be made good by, and at the expense of, the Contractor; or
(e) if the Contractor, through its actions, fails to maintain the safety of the staff and students;
or (f) if the Contractor fails to take immediate steps and to diligently carry out the removal from
the University buildings and structures of any unauthorized personnel and/or persons accessing the premises as a result of the Contractor’s actions and/or if the Contractor fails to take immediate steps and to diligently carry out the prevention of re-occurrence of unauthorized personnel and/or persons from accessing the premises as a result of the Contractor’s actions. The contractor is responsible for any and all people provided access to the buildings and structures as a result of this Agreement.
TERMINATION BY EITHER PARTY (a) This Agreement may be terminated by either party on immediate notice to the other if the
Building is wholly or partially damaged or destroyed to the extent that the operations of the Contractor hereunder are totally suspended as a result thereof for a period in excess of SIXTY (60) days.
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(b) This Agreement may be terminated by either party, on three (3) months notice to the other.
CONSEQUENCES OF TERMINATION If this Agreement is terminated as herein provided, the following provisions shall apply: (a) The Contractor shall cease forthwith the provision of Service and all its operations at the
University under this Agreement; (b) The Contractor shall surrender and vacate forthwith the UNBC Facilities: provided
however, that the Contractor shall remove promptly all its property located therein and shall immediately make good any damage occasioned thereby;
(c) The University shall pay to the Contractor the amounts due to the Contractor (if any). THE UNIVERSITY MAY REMEDY DEFAULT If the Contractor defaults in the observance or performance of any term, condition or proviso which is required to be observed or performed by it hereunder and fails to remedy such default within TWELVE (12) days after notice from the University, the University shall be entitled, but not obligated, to take such steps as may be available to it to remedy such default and the costs detailed in a written statement of costs, incurred by the University in connection therewith shall be paid by the Contractor to the University on demand. KEY HOLDBACK UNBC shall issue to the contractor the necessary keys required to complete the work. On expiry or termination of the contract the contractor shall return all keys to UNBC Security. In the event that all keys are not returned by the contractor, any resulting expense to re-key, change locks or replace keys to UNBC shall be paid by the Contractor. Key holdback will be $500.00 on final payment of contract. NON-OWNED EQUIPMENT The contractor is responsible for the receipt and storage on campus, of all his materials required for this contract and will be responsible also for its security and safety. UNBC will make no payments in compensation for the contractor's materials or equipment stolen, lost or damaged during the term of the contract. CHANGES IN THE SCOPE OF WORK 1. UNBC reserves the right without invalidating the contract to make changes by altering,
adding to, or deducting from the work. All such work shall be executed under the conditions of the contract. Any changes in the work must be initiated by written order and the contract sum will be adjusted as follows:
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2. The Contract sum adjustments shall be made on the basis of the prices specified in Pricing Schedule I of the proposal submission. All changes in the work must be authorized in writing by the Director of Facilities or designate with the Contract sum adjustments confirmed by the UNBC Purchasing, Contract and Risk Management Department in the form of a contract addendum.
3. The Value of a change shall be determined in one or more of the following methods: a. by estimate and acceptance in a lump sum; b. by unit prices set out in the Contract; c. by cost and a fixed or percentage fee. 4. When a change in the Work is proposed or required the contractor shall present to the
Director of Facilities or designate for approval his claim for a change in the Contract price with appropriate documentation in a form acceptable to the Director of Facilities or designate. The Director of Facilities or designate will, satisfy himself/herself as to the correctness of such claim, will provide written authorization to the contractor, and will ensure that a change order is issued to the contractor amending the Contract price as appropriate. The value of work performed in the change shall be included for payment with the regular certificates for payment.
WORK ADDITIONAL TO THE CONTRACT SUM The contractor shall provide the services described or referred to in this document at any time if required and as ordered by the Director of Facilities or designate. These services shall be provided based on approved Change Work Orders. The value for these services shall be as specified under Schedule II sections A – D of the proposal submission. For these services the contractor shall provide daily service reports for each work order, detailing the hours worked, number and type of employees, materials used, and a description of the work performed; these service reports must be certified by UNBC. INVOICING AND PAYMENT 1. Applications for payment on account shall be made monthly based on equal payments as
the Work progresses. 2. Applications for payment shall be dated the last day of the agreed monthly payment period
and the amount claimed shall be for the value, proportionate to the amount of the Contract, of work performed.
3. Cost and person hours to be identified as shown on the Contract, subject to the said
agreement. Payment will be made upon certification by UNBC that the work has been performed satisfactorily and in accordance with thirty (30) days of receipt of the invoice.
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4. Applications for payment for work additional to the contract sum shall be invoiced
separately from the monthly application referred to above. These separate applications for payment must detail the applicable Change Work Order(s).
5. UNBC reserves the right to deduct from the Payment of the invoice the value for: a. Work not completed b. Shoddy workmanship c. Administrative services provided by UNBC such as long distance telephone, fax and
photocopying use 6. This deduction would be assessed by UNBC Director of Facilities or designate and the
contractor's Manager or Supervisor and documented during any inspections. 7. The value of the deduction will be determined by using the established unit price for labour
and/or area.
HEALTH AND SAFETY 1. The presence or risk of hazards to the health or safety of people in the vicinity of the work
must be identified and actions must be taken to protect workers and other persons from such hazards.
2. The contractor is responsible for complying with Workers Compensation Board and the
Ministry of Labour laws, policies and procedures. 3. Prior to commencing the work, the contractor shall provide evidence of compliance with
the requirements of the Province of British Columbia with respect to workers' compensation insurance payments and proof in written form of account in good standing.
INDEMNITY 1. Notwithstanding the providing of insurance coverage by the University, the Contractor
hereby agrees to indemnify and save harmless the University, its successors, assigns and authorized representatives and each of them from and against any and all losses whether directly or vicariously caused or incurred, arising or resulting from the negligent services of the Contractor or any of his Sub-Contractors, and their respective servants, agents, employees, officers, directors, or shareholders under this Agreement, excepting always liability arising out of the negligent acts of the University, its successors, assigns and authorized representatives.
2. At the University's option, the Contractor shall, at his own expense, promptly assume the
defence of any claim, suit or other proceeding against the Contractor, his Sub-Contractors, and their respective servants, agents, employees, officers, directors, or shareholders under this Agreement.
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3. If some or any encumbrances of any kind or nature be placed upon or obtained against
the property of the University in, or as a result of any legal liability of the Contractor, his Sub-Contractors, and their respective servants, agents, employees, officers, directors, or shareholders, the Contractor shall forthwith cause the same to be discharged. In the event that the Contractor shall fail to remove the said encumbrances, then the University shall have the right to pay whatever moneys may be necessary to fully discharge any and all such encumbrances and all of its costs may be deducted from moneys otherwise payable to the Contractor, and the University shall furthermore be entitled to any additional costs that it may thereby incur.
INSURANCE 1. The contractor shall provide, at his own expense, Comprehensive General Liability
Insurance, inclusive limits of not less than $2,000,000.00. 2. UNBC is to be added as an additional insured under the contractor's liability insurance. The contractor must maintain said liability insurance for the duration of the
Contract and ensure that UNBC receives advance notice of any change in conditions or intent by insurer's to cancel.
3. Furthermore, coverage must be written in a form and with insurers acceptable to UNBC. 5. In addition, the contractor shall provide, maintain, and pay for, any additional insurance
which it is required by law to carry, or which it considers necessary to cover risks not otherwise specified by the University.
6. The contractor shall carry full employee liability insurance for the whole of the work in
accordance with the Worker's Compensation Act. 7. The contractor shall ensure that each employee is bonded to cover loss, theft or
destruction while in the care, custody and control of the contractor's employees. 8. See Schedule III - Contractor Insurance Requirements. 9. The successful contractor shall ensure that all individuals working on the University
property have a clean RCMP criminal records check (within the 12 months prior to the resulting contract or upon employment for any employment commencing after the term start of this contract). A copy of each criminal records check is to be submitted, each in its own sealed envelope, with the individuals name written on the outside and sent to the attention of the Director of Risk Management, University of Northern BC, 3333 University Way, Prince George BC, V2N 4Z9. Envelopes will be kept in a secure location and only opened in the event the individual is involved or suspected by the University or RCMP of being involved in a criminal activity, or in the event there is the occurrence of a criminal activity. The clean RCMP criminal records check must be received prior to payment of the contractor’s invoice(s) by UNBC.
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PROTECTION OF WORK AND PROPERTY 1. The contractor shall protect UNBC's property and equipment from damage and shall be
responsible for damage which may arise as the result of his operations under the Contract except damage which occurs as the result of:
1. errors in the Contract documents 2. acts or omissions by UNBC
2. Should the contractor in the performance of this Contract damage UNBC's property or equipment, the contractor shall be responsible for the making good of such damage at his expense.
CONTRACTOR'S RESPONSIBILITIES AND CONTROL OF THE WORK 1. The contractor shall have complete control of the Work and shall effectively direct and
supervise the Work so as to ensure conformance with the Contract documents. He shall be solely responsible for means, methods, techniques, sequences and procedures and for co-ordinating the various parts of the Work under the Contract.
2. The contractor shall be solely responsible for safety at the Place of the Work and for
compliance with the rules, regulations and practices required by safety legislation, including full compliance with all Workplace Hazardous Materials Information Systems (WHMIS) regulations.
3. The contractor shall review the Contract Documents and shall promptly report to the
Director of Facilities or designate any error, inconsistency or omission he may discover. Such review by the contractor shall be to the best of his knowledge, information and belief and in making such review the contractor does not assume any responsibility to UNBC for the accuracy of the review. The contractor shall not be liable for damage or costs resulting from such errors, inconsistencies or omissions in the Contract Documents which he did not discover. If the contractor does discover any error, inconsistency or omission in the Contract Documents he shall not proceed with the work affected until he has received corrected or missing information from UNBC.
4. The contractor shall prepare and update as required a schedule indicating the timing of
the major activities of the Work. The schedule shall be designed to ensure conformance with the required Contract time. The schedule shall be submitted to the Director of Facilities or designate for their information within a reasonable time from the date of Contract award. The contractor shall monitor the progress of the Work relative to the schedule and advise the Director of Facilities or designate of any revisions required as the result of delays indicating the results expected from the resultant change in schedule.
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SUPERVISION 1. The contractor shall provide a competent manager or supervisor. 2. The contractor's supervisory person shall be satisfactory to the Director of Facilities or
designate and if the individual is replaced the University’s Terrace Maintenance Representative shall be notified in advance.
3. The contractor's supervisory person shall represent the contractor at UNBC and
instructions given to the supervisor by the University’s Terrace Maintenance Representative shall be held to have been given to the contractor. Important instructions shall be confirmed to the contractor in writing; other instructions shall be so confirmed if requested.
3. The contractor shall provide 24 hour access to their supervisory person either via a
numeric pager, or cellular phone, the latter being preferred.
LABOUR AND PRODUCTS 1. Unless otherwise stipulated elsewhere in the Contract Documents, the contractor shall
provide and pay for labour, products, transportation and other facilities and services necessary for the performance of the Work in accordance with the Contract.
2. Products provided shall be new unless otherwise specified in the Contract Documents.
Products which are not specified shall be a quality best suited to the purpose required and their use subject to the approval of UNBC.
3. The contractor shall maintain good order and discipline among his employees engaged on
the Work and shall not employ on the Work anyone not skilled in the task assigned to him. 4. When required by UNBC, the contractor shall produce reasonable evidence to show that
any material, method or workmanship used conforms to the Contract Documents. 5. Persons in the employ of the contractor, or other persons doing or contracting to do the
whole or any part of the Work herein provided for, shall, during the continuance of the Work, be paid such wages and remunerations as are generally accepted by the Provincial Government, pursuant to the "Employment Standards Act".
6. Vacation with Pay: comply with the regulations of the Employment Standards Act. 7. Unemployment Insurance: comply with the regulations of the Unemployment Insurance
Commission of Canada. 8. Canada Pension Plan: comply with the regulations of the Canada Pension Plan.
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9. Workers' Compensation: Pay Workers' Compensation, Holiday Pay Allowance in effect, or to become effective, on employees engaged in work in connection with this contract, and hold the Purchaser harmless from claims and demands in connection therewith.
SUSTAINABILITY These procedures apply to the types of cleaning products used, types of equipment used and the methods and practices adopted, as well as thorough training of the contractor’s employees, and a commitment by the contractor to practice environmentally conscious cleaning and sanitation. The following green cleaning procedures are to be followed by the contractor to minimize the impact on the local environment and to emphasize and practice safe, low-impact cleaning chemicals and practices: 1. Educate, train, and motivate self and employees to work in an environmentally
responsible manner and ensure that all employees are aware of their responsibilities in implementing this policy.
2. Conserve energy, water, and other resources while maintaining a clean and sanitary environment.
3. Comply with all relevant current legislation and industry standards. 4. Use cleaning products that meet EcoLogo™, Green Seal™ and/or products with low-
volatile organic compounds (VOC) whenever available. 5. Use products with the highest available post-consumer recycled content. 6. Use equipment with good filtration. 7. Eliminate phosphates and aerosol products. 8. Use concentrated cleaning products when available. 9. Use chemicals that are automatically and accurately diluted using cold water. 10. Use products that are packed with recycled materials. 11. Constantly re-evaluate best practices in green cleaning products, practices and waste
disposal methods. USE OF THE WORK The contractor shall confine his apparatus, the storage of products, and the operations of his employees to the limits indicated by laws, ordinances, permits or the Contract Documents and shall not unreasonably encumber the premises or the normal operations within and around the premises with his products, or execution of the Work. CLEANUP AND FINAL CLEANING OF THE WORK (Upon Expiry of the Contract) The contractor shall maintain the Work in a tidy condition and free from the accumulation of waste products and debris, other than that caused by UNBC, other Contractors or their employees. Upon attaining Contract Termination the contractor shall remove his surplus products and equipment not required for the performance of the work. He shall also remove waste products and debris other than that caused by UNBC, other Contractors or their employees.
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REJECTED WORK 1. Defective work, whether the result of poor workmanship, use of defective products, or
damage through carelessness or other act or omission of the contractor and whether incorporated in the Work or not, which has been rejected by UNBC as failing to conform to the Contract Documents shall be removed promptly from UNBC by the contractor and replaced or re-executed promptly in accordance with the Contract Documents at the contractor's expense.
2. Other Contractor's work destroyed or damaged by such removals or replacements shall be
made good promptly at the contractor's expense. 3. If, in the opinion of UNBC, it is not expedient to correct defective work or work not
performed in accordance with the Contract Documents, UNBC may deduct from the monies otherwise due to the contractor the difference in value between the work as performed and that called for by the Contract Documents. The amount which will be deducted will be determined in the first instance by UNBC.
FORCE MAJEURE The contractor shall notify the University promptly of any material delay in performance of specified services and shall specify in writing to the University's Terrace Maintenance Representative the proposed revised performance date as soon as practicable after notice of delay. The contractor shall not be liable for delays in performance due to causes beyond its reasonable control, but it will be liable for delays due to its fault or negligence. In the event of any excusable delay the date of performance shall be extended for the period equal to the time cost by reason of such delay on written approval of the University’s Terrace Maintenance Representative. An equitable financial adjustment based on unit costs shall be negotiated between the contractor and University’s Terrace Maintenance Representative for the period of such or on performance. The University shall not be liable for any damage, breach of contract, or breach of covenant contained in this contract, due to causes beyond control of the University, and in particular, (but not so as to restrict the generality of the foregoing) it shall not be liable for damages or breach caused by act of God, acts of military or civil authorities, war, riot or civil disobedience, fire, explosion, strikes, lock outs or other labour unrest, including picketing, (whether lawful or not), nor shall it be liable for damages or breaches of covenant or contract caused by its being unable to obtain labour, materials, or facilities, and the University shall not, in any event, under any circumstances whatever, be liable for consequential damage or special damages to any person arising by reason of any of the aforesaid matters.
It is further expressly agreed by the parties that should legislation and/or budgetary direction of the Ministry of Advanced Education or Ministry of Finance or other duly constituted governmental authority adversely affect either party to this Agreement so as to frustrate the intent of this Agreement, or any part thereof, then this Agreement may, at the option of the
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party deeming itself adversely affected, be at an end and void, and, in such case neither party shall assess any Agreement or bring action for damages arising therefrom.
In any event, should the University be of the opinion that this Agreement cannot continue due to circumstances beyond its control and jurisdiction, it shall thereupon be, at the option of the University, terminated and at an end and no action of any sort shall be taken against the University as a result thereof. EMPLOYEE RELATIONS AND BARGAINING UNIT AGREEMENT 1. The University believes in the principles of employment and pay equity. 2. The Contractor shall not discriminate against any employee or applicant for employment
because or race, religion, sex, colour, national origin, age or political or economic opinions, or the disabled, in violation of any applicable law.
3. All policies of the Contractor's firm must comply with current Canadian Federal, Provincial
and Civic laws such as Income Tax, Unemployment Insurance, Canada Pension and employment standards.
WORKERS' COMPENSATION 4. The successful Respondents must register under the Workers' Compensation Act, as
required in the Province of British Columbia. UNIFORM AND I.D. Name badges are to be worn by all the contractor’s employees at all times while on campus. FREEDOM OF INFORMATION All responses to this Proposal will be subject to the Freedom of Information and Protection of Privacy Legislation. The Respondent acknowledges that the University is a public body subject to the Freedom of Information and Protection of Privacy Act (the Act). The Respondent shall review the Act and determine the categories of records which are excepted from disclosure under the Act. The Respondent shall clearly mark “Confidential” all information regarding the items an conditions, financial and/or technical aspects of the Respondent’s Proposal, which in the Respondent’s opinion are of a proprietary or confidential nature at the relevant item or page.
If the University receives a request for information under the Act which includes information provided by the Respondent, the University will give the Respondent notice of such request and the Respondent will respond to such notice within 20 days or less. If the Respondent does not
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respond to the notice from the University, the University will proceed to process the request for information. The University shall use all reasonable efforts to hold all information marked “Confidential” by the Respondent in strict confidence but shall not be liable for any inadvertent disclosure.
If the University’s response to a request under the Act is appealed to the Office of the Information and Privacy Commissioner, the Respondent shall have the burden of proof per section 57 (3) of the Act. The Respondent shall be responsible for all costs related to its confidentiality requirements. If the University declares and marks certain information about the University to be received by the Respondent as “Confidential”, the Respondent must not disclose such “Confidential” information to any third parties unless authorized to do so in writing by the University. The Respondent and The University agree that the reciprocal obligations of confidentiality will survive the termination of any contract that might arise between the parties.
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SUMMARY OF WORK I. GENERAL DESCRIPTION The Contractor shall provide a complete janitorial service for the stipulated price. Any work
which would normally be part of a complete janitorial service, regardless of whether or not it is specifically mentioned in this specification, shall nevertheless be carried out by the Contractor without extra charge. Work shall be carried out at least as often as indicated under the Frequency Schedule. All work shall be quality work according to the standards of the industry and to the complete satisfaction of UNBC. Any work which has been carried out but is unsatisfactory to UNBC must be repeated in a manner to ensure satisfactory results. UNBC may require the Contractor to change work methods or procedures or to stop any work at any time. Those items indicated "WHEN ORDERED" in the Frequency Schedule are not included in the basic price.
2. DEFINITIONS OF CONTRACT AREAS & SUPERVISOR For purposes of this contract, the following definitions apply: Respondent Refers to anyone submitting or considering submitting a submission in
response to this Request for Proposal. Owner Refers to the University of Northern British Columbia (University) (UNBC) . Contractor Refers to company contracted to provide janitorial service. The Work Refers to duties outlined in the specifications of this contract. As Required Refers to tasks which are performed by the Contractor regularly without
awaiting special orders; these duties form part of this contract and are included in the quotations provided by the Contractor and agreed to by the Owner.
Additional Work As Ordered Refers to additional tasks which are performed by the Contractor upon written
instruction on approved Service Requests; these duties do not form part of this contract, but will be performed at the regular and overtime rates stipulated in this contract.
3. CONTRACT AREAS The contract areas are as follows: 858.4 m2 321.62 m2 carpet, 379.16m2 vinyl, & 157.62m2 is concrete.
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20 offices mail room staff lounge 4 classrooms computer lab student lounge mens & womens washrooms 3 video conference rooms mech bay area and storage rooms Standard Finishes of Furnishings Typical finishes that will be encountered are as follows: Desks and tables: Primarily all will be finished in a durable plastic laminate finish. Some will
have PVC edging and others will have a solid wood edging. Office Chairs: All office chairs will be upholstered, including side chairs or guest chairs.
These chairs appear throughout in various spaces such as offices and meeting rooms.
Classroom Seating: All classroom chairs will be a durable textured plastic finish. Chairs will be
un-upholstered. Whiteboards and Chalkboards: Throughout all areas.. 4. DURATION OF WORK WEEK AND YEAR The bulk of the work will be done by the night shift crew which shall operate Sunday through Friday between 2200 hours and 0700 hours. The shift does not have to last the whole 9 hours, but it cannot commence before 2200 hours and must be completed before 0700 hours. Janitorial personnel will not be required to work any recognized Canadian or BC Statutory holidays. 5. CLEANING WHILE OCCUPIED All major cleaning services shall, where possible, take place during the night shift. Where
cleaning is scheduled for times when any building is occupied, and where such cleaning requires the temporary closure of areas, suitable signs and barricades shall be supplied and erected by the Contractor of the information and safety of the public. The closure of such areas shall not take place at such a time and in such a manner as to unnecessarily interfere with the operation of UNBC. Contractor's personnel completing this work must conduct themselves in a courteous and respectful manner at all times; any unacceptable behaviour will not be tolerated and may result in termination of this Agreement.
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6. MISCELLANEOUS SERVICE The Contractor shall respond promptly to requests for assistance that include but not
limited to: removal of non-routine waste materials, janitorial services of an emergency nature caused directly or indirectly by flooding, accidental spillage, non-scheduled janitorial service necessary to maintain classrooms and conference rooms in a satisfactory condition for all meetings. The Contractor shall render assistance to UNBC when problems of a minor nature occur. The service will form part of the complete janitorial service.
The Contractor will not be required to perform major repairs but must inform the
Supervisor of their need. 7. WASHROOMS AND WASH UP AREAS
A. All toilets, sinks, urinals, plumbing and washroom fixtures shall be washed with germicidal detergent as per Frequency Schedules.
B. Waste receptacles and sanitary napkin disposal bins shall be emptied as per
Frequency Schedules. Waxed bags will be used in napkin disposal bins. C. Soap dispensers, towel cabinets and toilet tissue holders shall be filled
continuously. If a serious loss consistently occurs due to vandalism or theft, the Supervisor shall be consulted. Any pattern of empty dispensers shall not be tolerated.
D. Toilets, urinals, hand basins and drinking fountains will not be used as slop sinks.
E. Toilets, sinks and other receptacles that are found plugged and cannot be cleared
shall be reported to the Supervisor immediately. F. After mopping wet floors with a disinfectant detergent solution as per Frequency
Schedules, the Contractor shall ensure that all floor drains are free of mop strings and dirt, and that drain traps are flushed with clear water.
G. All chrome, stainless steel and white enamel fixtures, all dispensers, countertops,
splashbacks and exposed plumbing, will be thoroughly cleaned and polished as per Frequency Schedules using a clean cloth and an approved germicidal detergent.
H. All walls, cubicles, doors (including grilles) and ledges will be cleaned as per
Frequency Schedules using a clean cloth and an approved disinfectant. I. The Contractor shall rigidly control the use of abrasive washroom cleaners. No loss
of enamel or metal finish will be tolerated.
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Results Expected:
All surfaces including exterior of fixtures, wash basins, flush tanks, toilet seats, urinals, exposed piping, walls, cubicles, dispensers, sanitary & waste receptacles and mirrors, to be free of dust, dirt, spots, stains fingermarks, lipstick smudges, water or cleaning solution streaks, odours, mold and clouding. Chrome, brass or similar finishings to be bright and shiny.
Floors, particularly corners, to be free of dirt, dust, black marks, loose paper, mop strings, water and mop marks, bases to be clean and floors disinfected, and all areas free of obnoxious odours. Floor shall have been rinsed and excess water removed; wall bases and other services to be free of watermarks and splashes.
8. STORE ROOMS
Damp mop floors, wash walls, wash and disinfect garbage containers after emptying, wash and disinfect sinks.
Results Expected: Store rooms designated for janitorial use shall be kept clean and free of offensive odours and debris at all times. All supplies, materials, tools and equipment contained therein shall be stored in an orderly manner. Mopped areas to be clean, free from dirt, surface stains, mop streaks, with all excess water removed. Walls to be uniformly clean, with no streaks, dirt spots or signs of skipped areas visible. Sinks and empty garbage containers to be clean and free of offensive odours. The Contractor shall ensure that all floor drains are free of mop strings and dirt, and that drain traps are flushed with clear water.
9. WALLS
Walls are to be cleaned in accordance with Frequency Schedules and kept free of graffiti, posters and tape. A. Painted, Textured Vinyl, Glazed Tile - Clean Walls, notice boards, doors (including
vents) using a clean rag and an approved solution. Finger marks and smudges must be removed from all areas including door jams.
B. Stained Doors - Prior to cleaning any stained doors or other wood trim the
Contractor shall obtain specific instructions on the type of cleaning solution to be used. Approval shall then be obtained from the Supervisor prior to the work proceeding.
C. Partitions (Hard Surfaced) - Clean using a clean cloth and an approved sanitizing
solution and wipe dry.
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D. Partitions (Fabric) - Dust tops and clean using materials, equipment and methods
recommended by the manufacturers. Approval shall be obtained from the Supervisor prior to the work proceeding.
E. Clean all wood or rubber base using a mild detergent and a clean cloth. F. When removing posters and tape, care must be taken to ensure paint or finish is
not removed.
Results Expected:
After spot washing, wall/partition surfaces, including appurtenances such as doors, trim, moldings, ledges, radiators, grilles, wood and metal to be free of stains, writings, markings, drawings, and posters, etc. After washing, wall surfaces including all appurtenances and glass to be free of fingermarks, and dirt spots of any kind. There are to be no streaks or signs of skipped areas, no visible marking where lower and upper portions of wall were separately washed, wall to be uniformly clean all over. No water spillage on floors or furniture will be tolerated. Any furniture, equipment, etc. moved during cleaning to be immediately replaced to original location.
After dusting, fabric partitions, tops to be free of dust, fingermarks and stains, no streaking to be visible. After vacuum dusting fabric to be free from dust, dirt and other debris, presenting an overall clean appearance.
10. GLASS/WINDOWS Glass and windows shall be cleaned as Frequency Schedules require.
A. Spot Cleaning - Clean using an approved glass cleaner and a dry towel. B. Washing - Clean using a sponge or window brush, squeegee and an approved
window washing solution. Sponge or brush all window surfaces and squeegee to dry. Use clean cloth to remove all water drips and leave all surfaces dry.
C. Area finishes around and below windows shall be kept free of streaks. D. Metal frames, handles, push-bars, etc. are included as glass. E. All windows with vertical blinds shall have the blinds dusted as per Frequency
Schedules. Clean using a soft bristle brush and dust each side. Do not use any type of cleaner or water solution on blinds.
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Results Expected:
After washing all glass surfaces must be free from fingerprints, smears, markings, posters, tape or mold. After washing all glass surfaces must be clean and free from dirt, streaks and water marks. Frames, sashes and sills must be clean and free from dirt and water marks. There must be no damage to either the glazing compound or any special anti-glaze coatings that may be present on the glass surfaces. There must be no damage to adjacent walls, building facings or shrubbery, arising from the window cleaning. After cleaning vertical blinds, all exposed surfaces to be free from dirt and dust and present an overall clean appearance. Slats (both sides), window frames and adjoining areas to be free of dust.
11. DRINKING FOUNTAINS Drinking fountains shall be thoroughly washed as per Frequency Schedules with a clean
cloth and an approved germicidal detergent. Results Expected All surfaces to be free from spots, stains, streaks and mold and all fountains to be
disinfected. Walls and floors, including bases, around fountains to be free from debris spots and water marks.
12. FURNITURE
A. Tops of study carrels shall be damp wiped using a clean cloth and an approved germicidal detergent.
B. Plastic upholstered furniture shall be damp wiped and washed with a weak neutral
detergent solution and rinsed with clear water. C. Classroom desks shall be damp wiped using a clean cloth and an approved
germicidal detergent. Office desk tops are not to be dusted or cleaned. D. Table Tops including all cafeteria tables and other furniture, including chair tops
and sides and audio visual carts, shall be damp wiped using a clean cloth and an approved germicidal detergent. Chair legs, feet, backs and bottoms, and other furniture shall be washed using a clean cloth and an approved germicidal detergent per Frequency Schedules. Where applicable, a cleaner-wax finish, approved by the Supervisor, is to be used prior to polishing.
E. Classroom furniture is to be realigned daily.
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F. Broken furniture is to be removed to a designated area. A written report on broken furniture is to be submitted to the Supervisor as to type and quantity of furniture broken and where it was found.
G. Shelving, cabinets and storage cupboards, shall be dusted using a cloth treated
with an approved germicidal material. Included in this task are all other horizontal ledges below two meters such as registers, window ledges and other surfaces where dust may accumulate (excluded are chalkboard/whiteboard ledges which are covered in another section).
H. Office and audio visual equipment shall be cleaned using a feather duster only,
treated with an approved germicidal material. Dust all exposed surfaces. I. Fabric upholstered furniture shall be vacuum dusted in an approved manner.
Results Expected:
After spot cleaning, all visible surfaces to be free from spills, dirt or debris of any kind. After dusting, all visible surfaces to be free from dust, fingermark and stains, no dust streaking to be visible. After damp wiping or washing, all surfaces specified to be clean and free from fingermarks, spots and stains with no dust or streak marks present. After polishing, surfaces to present a uniform sheen as close as possible to the original intended appearance (after consideration of age). After vacuum dusting, fabric upholstered surfaces to be free from dust, dirt and other debris, presenting an overall clean appearance. No equipment or teaching/student/working material is to be moved during these operations. Only visible surfaces are to be cleaned.
13. CARPETS
A. Carpets shall be vacuumed using an approved type vacuum cleaner. All areas of exposed carpet shall be vacuumed as per frequency schedule. Any carpet damage must be immediately reported to the Supervisor.
B. Carpets shall be spot-cleaned and chewing gum removed during cleaning. Spilled
material is to be cleaned up and treated in an approved manner. It will be necessary to determine in advance how the particular carpet or fabric is to be cleaned. The method shall be approved by the Supervisor prior to work being completed.
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C. Practices or procedures causing carpet damage, whether or not under the control of the Contractor, shall be reported to the Supervisor.
Results Expected:
After vacuuming, carpets and rugs shall be thoroughly clean and free of dust, dirt and
other debris. Chair and other area rugs to be cleaned; carpet and rug area around and under mat to be free of dust and dirt.
After spot cleaning carpet to be free from spots, spills, wheel marks, and gum. Where
these items cannot be removed by normal means the Contractor shall report such to the Supervisor.
Bare floors around carpets to be clean with no dust in corners, under furniture, behind
doors and radiators. All furniture moved during vacuuming operation to be returned to original locations. 14. DUST MOPPING
A. A dust control method must be used in sweeping operations. B. Dust mops shall be cleaned nightly. Mops shall not be shaken outside the
buildings. C. Sweeping mops shall be suspended clear of the floor when not in use. D. Dust mop using a clean treated dust mop, remove all surface dust and dirt. Use
only an approved mop treatment on resilient floors.
Results Expected:
After dust mopping, entire floor area to be free of dust dirt and debris including corners, crevices under registers, behind doors and under furniture.
15. DAMP MOPPING Damp mop all exposed floor surface. Wring out mop so that it does not drip. Use clean
strained mop and an approved germicidal detergent. Rinse floors with clean water and clean mop. Mop marks must not be visible. Use "Wet Floor" signs as needed and allow to dry. Spray buff to finish per Frequency Schedules.
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Results Expected:
Total floor area to be clean and free from dust, dirt, surface stains, mop streaks and loose mop strands. Do not splash walls, leave streaks on base or allow liquids to collect against or under furniture legs and cabinets.
16. SPRAY BUFFING Use a spray buff method with an approved slip resistant floor finish material by spray
buffing the traffic areas and re-applying finish in acceptable amounts. Floors and baseboards shall be dust mopped after spray buffing.
Results Expected: After spray buffing, no dust or dirt to be left on floor, no evidence of muddying or rippling
effect to exist. Bases and equipment to be free from spray residue and the floor is to present a uniform and overall appearance of cleanliness, including corners. Areas shall be free of scuff marks when spray buffing is completed.
17. APPLICATION OF FLOOR FINISH The Contractor shall rigidly control the application of floor finishes. On new work or where
the floors have been stripped, only one coat of finish shall be applied up to the base molding. Other applications of floor finish must not be closer than 6" from the base molding. Floor finish build-up along floor perimeters and the necessity of frequent stripping will not be tolerated. Stripping and refinishing shall be done as follows as required by surface condition:
A. Strip all floor finish. B. Seal with two (2) coats and refinish with up to six (6) coats of floor finish. C. Rinse and mop or vacuum dry total floor area. D. Areas inaccessible to machines are to be hand cleaned. E. All materials to be used must be approved by the Supervisor prior to use. F. Buff to complete process.
Results Expected:
After stripping, all dirt, finish build-up and stains shall be removed and no stains to exist. The complete floor area to be clean and free from dirt, water streaks, mop marks or mop strings. Prior to refinishing the floor must present an overall appearance of cleanliness
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and all bases, walls, and adjoining surfaces to be free from splashing, watermarks or markings from equipment.
After refinishing and buffing, the total floor area to be free from streaks, skipped areas, mop marks, or any evidence of improper workmanship. Finish must be evenly distributed with no accumulations at wall bases, or other fixtures and furniture. Floor finish residue on fixtures and furniture will not be tolerated. The total floor area shall be bright looking overall with a uniform shine and be free from brush marks after buffing. All furniture needing to be moved to access the floor area must be returned to original locations.
18. ENTRANCE HALLS/MATS During inclement weather, entrance and hall floors must be kept free of pooling at all
times. Entrance mats to be thoroughly vacuumed and dried. Results Expected: Pooling of water at entrances to be controlled such that safe conditions are maintained
and damage to finishes, furniture, structure and material/equipment is avoided. Entrance mats to be clean and dry and the floor thereunder to be clean and dry.
Threshold plates shall be clean and free from dirt, sand and debris. 19. CARPET AND UPHOLSTERY STEAM CLEANING The Contractor will be responsible for the steam cleaning of carpets and cloth upholstered
furniture as per Frequency Schedules. Contractor shall provide 48 hours notice to permit staff/personnel to lift all personal belongings prior to steam cleaning. This service shall be carried out as follows:
A. Use materials, equipment and methods recommended by manufacturers.
Approval of materials, equipment and methods must be obtained from the Supervisor prior to work proceeding. Different carpets or fabrics may require different methods of cleaning.
B. Move all furniture except file cabinets, storage cabinets and bookcases, and
vacuum total floor area prior to steam cleaning of carpets and replace as per 5.3. C. Provide waterproof/stainproof material placed under legs or pedestals of furniture,
set on damp carpet, remove after carpet has dried.
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D. Following steam cleaning carpets, wipe clean all wall or furniture surfaces that may have been spotted.
20. TELEPHONES Telephone units are to be cleaned with the mouth piece and handle section being wiped
as per Frequency Schedules with a non-harmful and non-allergenic disinfectant. 21. CHALKBOARDS/WHITEBOARDS
A. Chalkboards shall be cleaned using a "Hygenia" chalkboard cleaner unless marked "do not erase". The cleaners shall be provided by the Supervisor. Ledges shall be damp wiped using a clean cloth and an approved germicidal detergent.
B. Chalkboards/whiteboards shall be washed in strict accordance with manufacturers
directions. C. Tops of chalkboards/whiteboards shall be dusted as per Frequency Schedules. D. Chalk brushes shall not be cleaned in classrooms, offices, halls or outside
windows. E. Dust layer treated cloths shall not be used for the cleaning of
chalkboards/whiteboards. F. Chalkboard/whiteboard markers shall be distributed to classrooms and labs as
required and shall be provided from the UNBC Central Stores with a request approved by the Supervisor.
Results Expected: After cleaning, entire surface to be free from all chalkboard/whiteboard markings and excess chalkboard/whiteboard dust accumulations. After damp wiping, ledges to be free from dust, dirt, stains or debris of any kind and re-stocked with adequate chalkboard/whiteboard markers and brushes. After dusting, tops to be free from dust and dirt. After washing, surfaces to be free from dust, markings, stains and present a clean unused appearance.
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22. CHALK BRUSH CLEANING The Contractor shall be responsible for instituting and operating a system of chalk brush
cleaning and distribution. The system shall ensure that rooms using chalk brushes receive an adequate service of the removal of dirty brushes and their replacement with an adequate number of clean brushes. The cleaning of the brushes shall be the responsibility of the Contractor and must utilize an acceptable chalk brush cleaning machine supplied by the Contractor which will ensure the removal of chalk dust residue from the brushes and prevent the spreading of airborne chalk dust particles during the cleaning process. The brush cleaning machine and its location must be approved by the Supervisor.
23. COFFEE AREAS/LUNCHROOMS/LOUNGES A. All sinks and counters shall be washed as per Frequency Schedules.
B. Waste receptacles shall be emptied as per Frequency Schedules. Liners shall be replaced to ensure areas are kept germ and odour free.
C. Towel dispensers shall be filled continuously. If a serious loss consistently occurs
due to vandalism or theft, the Supervisor shall be consulted. Any pattern of empty dispensers shall not be tolerated.
D. Sinks will not be used as slop sinks. Sinks that are found plugged and cannot be
cleared shall be reported to the Supervisor immediately. E. All chrome, stainless steel and white enamel fixtures, all dispensers, countertops,
splashbacks and exposed plumbing, will be thoroughly cleaned and polished as per Frequency Schedules using a clean cloth and an approved germicidal detergent.
F. The Contractor shall rigidly control the use of abrasive cleaners. No loss of
enamel or metal finish will be tolerated. Results Expected:
All surfaces including exterior of sinks, counters, refrigerators (inside and out), microwaves, coffee fixtures to be free of dust, dirt, spots, spills, stains, fingermarks, water or cleaning solution streaks, odours, mold and clouding. Chrome, brass or similar finishings to be bright and shiny.
Floors, particularly corners, to be free of dirt, dust, black marks, loose paper, mop strings, water and mop marks, bases to be clean and floors disinfected, and all areas free of obnoxious odours. Floor shall have been rinsed and excess water removed; wall bases and other services to be free of watermarks and splashes.
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24. WASTE
A. The Supervisor may designate where waste receptacles shall be placed and may from time to time, change any or add to designated locations.
B. Plastic bags shall be used in all office waste receptacles and shall be thrown out and replaced as required.
C. Refuse containers in cafeterias, coffee rooms and snack bar areas shall be
washed with a germicide detergent inside and out once as per Frequency Schedules.
D. Refuse containers in art rooms shall be provided with plastic bag liners to be
provided by the contractor. Attention is drawn to the Occupational Health and Safety Regulations.
E. Ash trays located 20 meters from building emptied.
Results Expected:
All waste baskets/receptacles to be empty, clean and in the designated locations. Adjacent areas to be free from ashes or waste of any kind.
25. WASTE DISPOSAL Refuse, garbage and other waste shall be removed as per Frequency Schedules and
placed in the load-all garbage containers or compactors which will be provided and emptied by others. The location of the load-alls may be changed from time to time by the University; such re-locations will not relieve the Contractor from responsibility in this regard.
Results Expected: The Contractor shall keep this load-all area in a clean condition at all times. Any odour
producing refuse shall be sealed in plastic bags. The Contractor shall keep the exterior of the containers free of spills and stains. Bags of refuse, etc. left in or around buildings and not in proper load-all or recycling containers will not be tolerated. The Contractor shall ensure that materials other than those specified for recycling are not placed in containers designated for recycling. The Contractor shall routinely check the recycling containers, remove any inappropriate material and place it in the appropriate container.
26. COMPUTER LABS
The hazards in these rooms are comparable to offices. Computers and computer benches should be cleaned using a feather duster. Counters should be damp wiped.
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SUBMITTALS 1. CONTRACTOR'S SITE RECORDS Upon acceptance of an offer, the successful Contractor shall post in an area designated by
UNBC supervisor, a daily work sheet indicating areas, services involved, hours allocated and performed, and staff allotted to the task. The Contractor shall keep a record of all work. The Contractor shall arrange work schedule and the hours of cleaning operations to minimize disruption to the normal operation of UNBC.
2. WRITTEN REPORTS The Contractor shall submit to UNBC reports as are necessary or requested by the
University’s Terrace Maintenance Representative to verify that the requirements of the agreement (including the specification) are being fulfilled. Such reports are to include accurate list of Contractor's employees by name with full information regarding times worked and type of work, together with reports of building and equipment defects for the attention of UNBC. Reports are to be submitted on forms provided by and delivered to the University’s Terrace Maintenance Representative.
3. CONTRACTOR'S DAILY DIARY Diary: keep on site, from start of work, maintain a careful diary record of the progress of
Work. Keep diary open to inspection by the Director of Facilities or designate. Turn over a copy to the Director of Facilities or designate, if requested.
Record: pertinent information, including, but not limited to the following:
A. Start, progress and completion of the various parts of the Work. B. Record of employed work force. C. Delay causing materials, actions, or other events. D. List of unresolved questions. E. Any unusual conditions encountered and actions taken.
4. SUBMITTALS DURING PROGRESS OF WORK Items: without being limited to the following list, include:
A. Reports on any damage, on conditions or problems arising from the Work which may cause delays, and status and receipt of Owner's equipment or equipment supplied by others but installed under the Contract.
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B. Applicable permits as required to carry the work out. C. Operation and maintenance manuals (where required). D. Progress reports - to determine progress of work in relation with the initial contract
schedule and presented with application for payment. 5. SUBMITTALS BEFORE ISSUANCE OF FINAL INVOICE PAYMENT Items: without being limited to the following list, include:
A. Reconciliation of contemplated changes. B. Tagged keys issued by Owner to Contractor with a request to release the special
holdback described in the Contract Document. CONTRACTOR'S FACILITIES AND CONTROL 1. AREAS DESIGNED FOR CONTRACTOR'S USE Janitor cleaning and storage room will be designated, as appropriate for the Contractor's
use, by the University’s Terrace Maintenance Representative. This space is the responsibility of the Contractor for cleanliness.
2. PUBLIC SAFETY PRECAUTIONS Appropriate precautions are to be taken to ensure public safety in and around work areas
when activities such as window washing or major floor cleaning is taking place. At these times, adequate barricades and warning signs must be used.
3. PERSONNEL The Contractor shall provide adequate supervision of his/her work force at all times. The
Contractor's Manager shall be responsible for the correct planning and efficient provision of all services.
4. LABOUR COMPATIBILITY/TRAINING The Contractor shall remove from the work force, any and all personnel who, in the opinion
of the University’s Terrace Maintenance Representative or designate, are not compatible with UNBC staff, the student body, employees of other contractors who may be hired by UNBC, or have not proven to be capable of performing the duties assigned under the terms of the Contract.
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5. UNAUTHORIZED PERSONS The Contractor shall rigidly control the actions of employees while on UNBC property. No
employee shall bring into the building before, during, and/or after his/her working hours, any person other than authorized employees of the Contractor.
6. PAGING DEVICES The Contractor's supervisory staff shall provide and carry on their staff while on duty, a
telephone numeric paging device or cellular phone which will enable them to be contacted for any reason that may arise. Contractor shall provide device number to Terrace Maintenance representative.
7. ID BADGES All the Contractor's employees shall wear a Contractor identification badge stating their given
name. ID cards shall be verified by the University’s Terrace Maintenance Representative, as required, and as such the Contractor shall provide the University’s Terrace Maintenance Representative with a complete employee list and updates as required to ensure that security verifications can be completed.
8. LOST AND FOUND ARTICLES Found articles shall be left for the University’s Terrace Maintenance Representative each
day. 9. ENERGY CONSERVATION The Contractor shall control the usage of energy by:
A. scheduling the complete cleaning of individual rooms or floor areas to light only rooms or areas that are being cleaned;
B. turning lights out immediately after cleaning is completed.
10. LIAISON WITH UNBC
A. Regular inspection of the UNBC premises will be performed by the University’s Terrace Maintenance Representative and upon request be accompanied by the Contractor's Manager. Immediate action will be taken to correct deficiencies and to ensure that standards are maintained. The value of deficient work will be determined at this time, and provided to the Contractor in written format and deducted from the applicable invoice.
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B. The Contractor's Manager or Contractor's Supervisor shall consult, at minimum, weekly
with the Supervisor to discuss any problems or changes in the work and to ensure that timely follow-up action is taken.
C. The Contractor shall establish and follow a Quality Assurance Program for the purpose
of monitoring levels of cleanliness in each area, and to identify and correct deficiencies in the quality of services performed before the level of service becomes unacceptable to UNBC. Copies of the regular inspection and quality assurance reports shall be sent to the Director of Facilities or designate by the Contractor. If deficient work is not corrected to the satisfaction of the University, an adjustment to the invoice for the work performed during the period in question will be made.
3. SERVICES PROVIDED BY UNBC UNBC shall supply light, electricity, heat, water, hoses, and a janitor room required for the
performance of the Contractor's work required by this specification. SECURITY AND SAFETY 1. SECURITY
A. The Contractor shall ensure that windows and doors which may be opened or which are found opened in the course of the Work are closed and locked before leaving the room and that the room lights are switched off. Where automatic controls require bypassing to complete cleaning the Contractor shall be responsible for ensuring that such controls are placed back in the automatic mode once cleaning is complete.
B. The Contractor shall be responsible for maintaining such security arrangements as are
instituted by the UNBC staff for the protection of the buildings and their contents. The Contractor shall be responsible for closing and locking doors and windows and arming security system, as and where requested, and at such times as to coincide with the efficient operation of the buildings and their facilities. Any loss resulting from theft or malicious damage which occurs through the failure of the Contractor to maintain such security arrangements shall be made good by, and at the expense of, the Contractor.
C. After three occurrences, the Contractor shall be responsible for any expenses
associated with false security alarms that the contractor is deemed to be responsible for causing.
D. Under no circumstances shall the Contractor's personnel lend out keys or open doors for any personnel or persons, including UNBC staff who cannot verify that they are authorized to enter secure areas.
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2. FIRE SAFETY
A. The behaviour of employees and the use and storage of materials under the Contractor's control, shall conform to all WHIMIS regulations. All cleaners and chemicals stored and used by Contractor's employees must be labelled according to WHMIS regulations. Contractor must have a complete WHMIS directory.
B. Waxes, polishes and cleaning materials left on cloths and materials shall be safely
disposed of or stored in metal containers with self-closing, tight fitting metal lids until the material can be removed from the building.
C. Litter shall be removed to the large garbage containers situated at backend of UNBC
Terrace campus building.
D. Janitor storage closet shall be kept clean, neat and tidy at all times.
E. Floor mops shall be stored in a suspended position to allow free air circulation around the head of the mops.
F. There is a "NO SMOKING" policy at UNBC which prohibits smoking of any kind within
buildings. This policy must be strictly complied with.
G. The use of hot plates and other electric appliances is prohibited in cleaning equipment rooms.
MATERIALS AND EQUIPMENT 1. MATERIALS SUPPLIED BY CONTRACTOR Materials and equipment required to perform the work described under this Specification
except as otherwise noted in Item 2, below, shall be supplied by the Contractor, and shall meet with WHIMIS regulations. Materials will be delivered to UNBC Terrace campus during UNBC Terrace campus business hours.
2. DELETERIOUS MATERIALS Materials, equipment or operations used by the Contractor in performing the Work, shall
meet WHIMIS regulations and be of a type which will not have a deleterious effect upon the buildings, their furnishings and finishes, or persons using the same. The use of deleterious materials, equipment or operations is not approved.
3. CONTRACTOR'S LIABILITY IN USE OF DELETERIOUS MATERIALS The use of materials, equipment or operations by the Contractor which has the approval of
the Supervisor, shall not in any way release the Contractor from liability where the use (or
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misuse) of such materials and equipment has a deleterious effect upon the buildings, their furnishings and finishes, or where personal injury has resulted from the use of such materials and equipment.
The Contractor is reminded that while ample opportunity is afforded for use of any products
meeting WHIMIS regulations, it is the Contractor's sole responsibility to ensure that such products are compatible with the surface on which they are employed. Any damage resulting directly or indirectly from the use or misuse of such products shall be assessed against the Contractor.
If, in the opinion of the Contractor, accelerated deterioration of any portion of the buildings or
their contents will result from the Work under this specification because of a faulty construction or faulty materials of construction of finish, the Contractor shall, before commencing the Work, advise the Director of Facilities or designate in writing of such opinion, failing which the Contractor shall be liable to UNBC for the loss or damage to, or suffered by, UNBC as a result of such accelerated deterioration.
4. MATERIAL AND EQUIPMENT (GENERAL) Materials and equipment of any sort or kind required for the performance of work required by
this specification such as, without limitation, mopping tanks, scrubbing machines, polishing machines, vacuum cleaners, chalkboard/whiteboard eraser cleaners, brooms, mops (wet and dry), ladders, dusting cloths, pails, scrubbing brushes, cloths, scrapers, soaps, scouring materials, detergents, disinfectants, polishing materials (including waxes, applicators and metal polishes).
The University reserves the right to purchase elsewhere; 1) plastic garbage bags (all sizes),
2) Sanitary napkin bags, 3) hand towels, 4) toilet paper 5) liquid hand soap. These will be ordered, stored and dispersed by UNBC. The Contractor is to provide a complete list of all products, complete with costing, to UNBC.
All materials must meet WHIMIS regulations and shall be used in strict accordance with the
manufacturer’s printed directions. 5. DEODORANT The use of solid block or liquid deodorants are required for all urinals. The method to be
used must be approved by the Supervisor. These items must meet WHIMIS regulations and will be supplied by the Contractor. The Contractor will be responsible for all waterless urinals.
6. DETERGENTS
A. Detergents shall meet WHIMIS and environmental regulations which exist or later arise from governmental action or the policy of UNBC
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B. Detergents used in maintenance of lounge area, drinking fountains, washrooms, and lockers shall be a germicide detergent and shall meet hospital specifications and be approved by the Supervisor.
C. Detergents used in all other maintenance shall be those classified as being of a neutral
formulation and shall be non-streaking. 7. FLOOR FINISH STRIPPERS Floor finish strippers shall meet WHIMIS regulations and be of a detergent type approved by
the Director of Facilities or designate. 8. FURNITURE FINISHES AND POLISHES Furniture finishes and polishes must meet WHIMIS regulations and shall be non-oily or
greasy and shall be easily removable with neutral detergents. The Contractor must be granted approval from the Director of Facilities or designate prior to
use. 9. DUST CONTROL TREATMENT Dust control treatment of sweeping mops and dusters must meet WHIMIS regulations and
shall not leave a residue on cleaned surfaces. The treatment material must be approved by the Director of Facilities or designate.
10. FLOOR FINISHES
A. Floor finishes shall meet WHIMIS regulations and have the Canadian Standard Association approval of slip resistance and be so labelled and approved by the Director of Facilities or designate.
B. The application of floor finishes to the following areas shall be approved by the Director
of Facilities or designate: areas of ceramic and quarry tile, stair treads, wooden floors, ramps.
C. Floor finishes shall be easily removed with the use of a detergent stripper approved by
the Director of Facilities or designate. D. Floor finishes requiring other special strippers must have the approval of the Director of
Facilities or designate before application. 11. FLOOR SEALER
A. Resilient floor sealers must meet WHIMIS regulations, be water soluble after application and must be approved by the Director of Facilities or designate. Sealers considered to
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be of the permanent type shall not be used. Sealers shall be removable using an approved stripper.
B. Ceramic and quarry tile floor sealers must meet WHIMIS regulations and must be
approved by the Supervisor and be non-water soluble after application. The sealer must not form a noticeable surface film. Glazed tile shall not be sealed.
C. Floor sealers shall not be used until approved by the Director of Facilities or designate
as to the type and location. 12. DISINFECTANTS Disinfectants used must meet WHIMIS regulations, must be those approved for use in
hospitals and be approved by the Director of Facilities or designate.
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1. FREQUENCY SCHEDULES Services described in the Frequency Schedule and flagged "AS ORDERED" are not
included in the Basic Price and must be ordered in writing on approved Service Requests. All other services described in the Frequency Schedule are included in the stipulated price and must be carried out regularly without awaiting special orders.
2. LIGHT FIXTURE WASHING The Contractor may be responsible for the complete washing of lighting fixtures, AS
ORDERED on approved Service Requests. This service shall include the taking down and washing of removable parts such as, without limitation, glassware, diffusers, side pans, tubes and the washing in place of all fixed pans, hangers, etc.
3. WALL AND CEILING WASHING The Contractor will be responsible for total wall and ceiling washing as per Frequency
Schedule on approved Service Requests. This service shall not in any way relieve the Contractor of the responsibilities undertaken and covered in other sections of this specification or in the form of an agreement.
4. OTHER SERVICES The Contractor may be responsible for a variety of requirements, janitorial in nature,
including, but not limited to, those noted above. These services shall be provided if and when AS ORDERED by the University’s Maintenance Representative on approved Service Requests.
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FREQUENCY SCHEDULE
The following provides a list of janitorial services to include in the base price and that must be performed and as frequently as indicated.
Contractor to circle which days (SU,M,T,W,T,F) cleaning will be done if frequency is indicated as 2x/week, 3x/week, or weekly
Daily 2X Week
3X Week
Weekly Other Month or months
FLOORS 1. Sweep/dust mop all non-carpeted
floors X
2. Spot wash all non-carpeted floors X 3. Damp mop all non-carpeted floors X S,M,T,W,T,F S,M,T,W,T,F S,M,T,W,T,.F 4. Strip & refinish non-carpeted floors Semi-
Annually 5. Decrease/scrub concrete floors Semi-
Annually 6. Vacuum carpeted floors X S,M,T,W,T,F S,M,T,W,T,F S,M,T,W,T,.F 7. Remove spots/spills from carpeted
floors X
8. Steam clean carpeted floors Semi-Annually
Daily 2X Week
3X Week
Weekly Other Month or months
FURNITURE & FITMENTS 9. Damp wipe arms of chairs X S,M,T,W,T,F S,M,T,W,T,F S,M,T,W,T,.F 10. Damp wipe legs & feet of chairs Monthly 11. Vacuum – dust upholstered furniture Bi-Monthly 12. Steam clean upholstered chairs As
Required 13. Wash non-upholstered chairs Bi-Monthly 14. Dust, spot clean bookcases,
shelving, cabinets, credenzas, storage cupboards, lockers, locker tops
X
S,M,T,W,T,F S,M,T,W,T,F S,M,T,W,T,.F 15. Feather dust AV equipment, TV’s etc X S,M,T,W,T,F S,M,T,W,T,F S,M,T,W,T,.F 16. Damp wipe table tops X
Schedule II Contract Staffing Proposal
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17. Damp wipe table legs & feet Bi-Monthly 18. Dry wipe chalkboards/whiteboard
surfaces X
Daily 2X Week
3X Week
Weekly Other Month or months
DOORS/WALLS/VERTICAL SURFACES
19. Spot wash to nine feet monthly S,M,T,W,T,F S,M,T,W,T,F S,M,T,W,T,.F 20. Remove markings
X
21. Vacuum cement walls, floor to ceiling Annually 22. Spot wash doors X S,M,T,W,T,F S,M,T,W,T,F S,M,T,W,T,.F 23. Remove markings on doors/walls X 24. Wash doors Monthly 25. omitted 26. Spot wash kitchen area walls X 27. Spot Wash kitchen area walls to 9ft X X S,M,T,W,T,F S,M,T,W,T,F S,M,T,W,T,.F Daily 2X
Week 3X Week
Weekly
2X Week
3X Week
Weekly Other Month or months
COFFEE AREAS/LUNCHROOMS/ LOUNGES
28. Wash sinks, counters X 29. Empty waste receptacles; change
liners X
30 Clean inside of fridge As Ordered
31 Clean outside of fridge Monthly 32. Fill towel dispensers X 33. Clean & polish chrome, stainless
steel & enamel fixtures, all dispensers, countertops, splash backs & exposed plumbing, using clean cloth & approved germicidal detergent
X
S,M,T,W,T,F S,M,T,W,T,F S,M,T,W,T,.F ALL PUBLIC & PRIVATE
WASHROOMS – PORCELAIN FITTINGS & ATTACHMENTS, POLISHED METAL
34. Report & wash graffiti X
Schedule II Contract Staffing Proposal
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Daily 2X Week
3X Week
Weekly Other Month or months
35. Report damage in washrooms X 36. Wash ceramic/quarry floors X 37. Machine scrub ceramic/quarry floors Bi-Monthly 38. Clean with germicidal detergent &
restock all receptacles, dispensers, holders, etc
X
39. Clean with germicidal detergent, inside & out all sinks, toilet/shower seats, urinals, plumbing & fixtures
X
40. Remove liners, clean with germicidal detergent all sanitary & waste receptacles, replace all liners
X
41. omitted 42. Clean with germicidal detergent all
partitions, walls, enamel, tile & floors X
43. Clean all mirrors, bright work etc X 44. Remove markings from cubicles X X S,M,T,W,T,F S,M,T,W,T,F S,M,T,W,T,.F 45. Wash all water fountains with
germicidal detergent X
Daily 2X Week
3X Week
Weekly Other Month or months
WINDOWS, MIRRORS, PLEXIGLASS
46. Spot clean interior glass (including doors)
X
47. Wash interior glass (including doors) X As S,M,T,W,T,F S,M,T,W,T,F S,M,T,W,T,.F ordered
Wash clean all entrance doors (glass & frame)
X
48. Spot clean exterior glass X 49. Wash clean exterior glass (windows) Semi-
Annually
Schedule II Contract Staffing Proposal
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Daily 2X
Week 3X Week
Weekly Other Month or months
BLINDS 50. Dust, damp clean Bi-
Weekly
LIGHT FIXTURES, VENTS &
DIFFUSERS
51. Dust light fixtures, diffusers, lenses Bi-Monthly . vents, GENERAL 52. Empty, damp wipe all waste
receptacles/containers, changing liners as required on external & internal containers
X
53. Remove cardboard boxes only if marked “garbage” or “recycling” & store in recycling area
X
54. Empty blue recycle bins into recycle area
X
55. Empty white recycle boxes into recycle area
X S,M,T,W,T,F
56. Clean all horizontal ledges below nine ft, not excluding rads, baseboards, sills, whiteboards, partitions etc
X
57 Clean all metal kick plates, door knobs, push bars etc
X
58. Sweep 12 ft from external doors X
Schedule I Pricing
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Pricing 1. All prices proposed must be exclusive of taxes. If applicable, taxes such as GST and PST are to be
shown as separate line items. 2. The Proposal pricing to clean Areas below, as detailed in Specification and Summary of Work and
Frequency Schedule, shall be as follows: For 20 Offices $ per month For 4 Classrooms and Computer Lab $ per month For Mailroom, Staff Lounge, Student Lounge $ per month For Mens and Womens Washrooms $ per month For 3 Video conference Rooms $ per month For all other areas $ per month The total monthly fee for providing all services set out in Specification and Summary of Work and Frequency Schedule, shall be as follows:$___________________________
Schedule I Pricing
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Unit Costs Unit costs are to be used for the purpose of additions to, or deductions from, the contract and adjusting the contract price accordingly. The unit prices are to include all work specified to be carried out in the various types of building areas listed below. A. Types of Area 1) Offices $ /10 sq. meters 2) Classrooms $ /10 sq. meters 3) Computer Lab $ /10 sq. meters 4) Video conference Rooms $ /10 sq. meters 5) Washrooms $ /10 sq. meters 6) Hallways/Foyers $ /10 sq. meters
Schedule I Pricing
Page 54 ___________________________________________________________________________________________________
B. Function Sweeping Halls & Corridors $ /10 sq. meters Dust Mopping (unobstructed) $ /10 sq. meters Dust Mopping (obstructed) $ /10 sq. meters Damp Mopping (unobstructed) $ /10 sq. meters Damp Mopping (obstructed) $ /10 sq. meters Wet mop & rinse (unobstructed) $ /10 sq. meters Wet mop & rinse (obstructed) $ /10 sq. meters Machine scrubbing $ /10 sq. meters Hand scrubbing $ /10 sq. meters Strip & rewax (1 person) $ /10 sq. meters Spray Buffing (1 person obstructed) $ /10 sq. meters Carpet Vacuuming (unobstructed) $ /10 sq. meters Carpet Vacuuming (obstructed) $ /10 sq. meters General washroom cleaning $ /10 sq. meters Window washing $ /10 sq. meters Wall Washing $ /10 sq. meters
Schedule I Pricing
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C. Cost for Work Not Included in the Stipulated Price The following prices shall apply for work specified in the contract when requested by UNBC. 1) Regular Time Charges Hourly Rate: Heavy $ / hour per person Light $ / hour per person 2) Overtime Charges Hourly Rate: Heavy $ / hour per person Light $ / hour per person D. Costs for Work Not Included in the Stipulated Price The following unit prices shall apply for additional work when ordered by UNBC. 1) Light Fixture Washing $ per 4" unit 2) Ceiling Washing $ per 10 sq. meters 3) Carpet Cleaning $ per 10 sq. meters 4) Furniture Cleaning $ per unit furniture E. Rate Paid to Workers (Benefits not included) a) Janitor (heavy duty) $_____________/hour b) Other $_____________/hour
Schedule I Pricing
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The University reserves the right to source the following items with another supplier; however, if the University chooses to include the supply of facility supplies as or like those listed below, the contractor is to provide these and ensure there is an adequate supply available for use at all times. Facility supplies shall be broken out on the invoice by type and description and should be invoiced separately from the monthly stipulated price janitorial invoice. The following is a list of supplies. This list does not reflect any commitment by the University of products or quantities it intends to order. Additional items must receive the same pricing structure as is applied to the rest of the items listed below. The description of the products listed may change over the course of the term of this contract. No item is to be altered or substituted without written approval from the University’s Maintenance Representative in the form of a change order. . The pricing structure quoted on the items listed herein, is to be applied to any and all supplies requested by the University during the term of the contract resulting from this RFP. Below descriptive sizes maybe approximates. Item # Description Unit Price Canliners Regular, Black, Garbage Bags, Low Density, Polyethylene 1. 20” x 22”, see Tyco Plastics UX2022R 500/case $_______ 2. 26” x 36”, see Tyco Plastics UX2636R 250/case $_______ 3. 35” x 50”, see Tyco Plastics UX3550R 150/case $_______ 4. 42” x 48”, see Tyco Plastics UX4248R 125/case $_______ Feminine Hygiene 5. Liners, kraft, waxed, with gussets,
7-1/2” x 10-1/4” x 3-1/2” see Hospital Specialty Co. KL260 500/case $_______
6. Sanitary Napkins for vending, Maxi Thins, soft & thin, MT-4 250/case $_______ 7. Tampons for vending, Tampax, original,
regular, T500 500/case $_______ Paper Products 8. Bathroom Tissue, Scott, 2-ply, white
605 sheet, standard, 48040 40 rolls/case $_______ 9. Bathroom Tissue, Scott JRT, 2-ply,
Jumbo Jr, 1000 feet, white, 07805 12 rolls/case $_______ 10. Paper Towel, roll, 350 feet, natural,
see Fort James 26008 12 rolls/case $_______ 11. Paper Towel, Singlefold, prefer white,
See Fort James 20786 4000/case $_______ 12. Paper Towel, Scott, Scottfold, m/fold, white,
Scott 01950 3500/case $_______ Skin Care 13. Lotion Soap, 4l 4/case $_______ Urinal Block 14. Urinal Tab, see Sipco Industrial – TTU 12/case $_______
Schedule II Contract Staffing Proposal
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In order to ensure that the Contractor provides the complete Janitorial Service described please attach a detailed, proposed implementation plan, including, but not limited to, the staffing distribution, and the annual plan for the completion of all cycle cleaning requirements as specified:
Schedule III Contractor Insurance Requirements
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1. INSURANCE A. The contractor must maintain said liability insurance for the duration of the Contract. All the insurance
policies which the Contractor is required to obtain shall provide that the insurance shall not be cancelled, or materially changed in any way without the Insurer giving at least thirty (30) days prior written notice to the University.
B. Coverage must be written in a form and with insurers acceptable to the University. All insurance
which the Contractor is required to obtain in accordance with this Agreement shall be with Insurers registered in and licensed to underwrite such insurance in the Province of British Columbia. All such insurance shall be at no expense to the University.
C. In addition, the contractor shall provide, maintain, and pay for, any additional insurance which it is
required by law to carry, or which it considers necessary to cover risks not otherwise specified by the University.
D. The Contractor may take out such additional insurance as he may consider necessary and
desirable. All such additional insurance shall be at no expense to the University E. The Contractor, during the term of this Agreement, shall provide, maintain and pay for the following
insurance which shall be placed with such company or companies and in such form and amounts and with such deductibles as may be acceptable to the University:
i) Professional Errors and Omissions Liability Insurance protecting the Contractor, his insurable Sub-
Contractors and their respective servants, agents, employees, officers, directors, or shareholders against any loss or damages arising out of the professional services rendered by the Contractor, his Sub-Contractors, and their respective servants, agents, employees, officers, directors, or shareholders under this Agreement. Such insurance shall be for an adequate amount acceptable to the University, and shall in any event be not less than ONE MILLION DOLLARS ($1,000,000.00) inclusive of any one occurrence.
ii) Comprehensive General Liability Insurance, inclusive limits of not less than TWO MILLION
DOLLARS ($2,000,000.00). The University is to be added as an additional insured under the contractor's liability insurance.
F. The contractor shall carry full employee liability insurance for the whole of the work in accordance
with the Worker's Compensation Act.
G. The contractor shall ensure that each employee is bonded to cover loss, theft or destruction while in the care, custody and control of the contractor's employees.
H. The Contractor shall ascertain that all Sub-Contractors employed by him carry insurance in the form and
limits specified in (B) through (E) above.
Schedule III Contractor Insurance Requirements
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I. Evidence of insurance in such form as may be required shall be lodged with the University prior to the
commencement of any of the Contractor's services. 2. WORKER'S COMPENSATION BOARD
The Contractor shall furnish evidence of Worker's Compensation Board coverage for all employees, Sub-Contractors and their respective servants or agents that are employed by the Contractor for performance of the duties.
Schedule IV Contractor Union Agreements
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Contractor is to list all Union agreements to which Contractor is signatory presently, and their expiry dates. Agreement With: Expiry Date: ____________________________________ _____________________________ ____________________________________ _____________________________ ____________________________________ _____________________________
Schedule V Safety and Security Program
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Contractor's safety and security organization and techniques currently employed within the company, including: 1. Organization of the Contractor's safety and security functions, including organizational
responsibility/reporting: ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________
Schedule V Safety and Security Program
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2. Contractor has attached hereto a copy of its latest WCB Experience Rating Statement. ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________
Schedule VI Company History and Related Information
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1. Please give a brief history of your organization. Include number of employees, location of
head office, personnel assigned to this project, with their qualifications.
Schedule VII Equipment to be used on Campus
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List all equipment and the age of the equipment that will be used on campus. NOTE: A minimum of 1 heavy duty carpet steam cleaner will be required.
Schedule VIII Reference Information
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Firm Name Owner Address Contact Person Phone # 1. 2. 3. Please also not the time period work was done for the owner.
Schedule IX Performance Measurements
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The Contractor is to list their performance measurement tables as well as a detailed procedure including response time and remedy for all problems as reported to them by the UNBC Supervisor’s Office.
Schedule X Risk Evaluation
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The following section is not mandatory. This is the only information requested in this document that you are not required to provide a response to. The Risk Assessment Plan should address risks that may impact the successful delivery of this service if awarded the contract. This includes areas that may cause a work to not be completed on time, may increase costs, or may be a source of dissatisfaction for the University. The Respondent should rely on and use their past experience and knowledge of providing the service to identify these potential risks. Identify the impact of the risks and what could be done to mitigate the risk. Each risk should contain enough information to describe to a reader why the risk is a valid risk. The Respondent should also explain how it will avoid or minimize the risks from occurring or how it will manage unforeseen risks. If the Respondent has a unique method to minimize the risk, the Respondent should explain it in non-technical terms. The Risk Assessment plan gives the opportunity for the Respondent to differentiate its capabilities based on its ability to visualize, understand, and minimize risk to the University and the risk to a successful outcome of the service. An example(s) of other work may be used as part of the response. The example should be generic and not name individuals, or other companies, entities, projects or events. The Risk Assessment Plan may include either, or both, Controllable Risks and Non-Controllable Risks. Assessment of Controllable Risks: This includes risks, activities, or tasks that are controllable as the Contractor, or by entities/individuals that are contracted to by the Contractor. This includes things that are part of the technical scope of what the Contractor is being hired to do. This may also include risks that have already been minimized before the project begins due to the Respondent’s expertise. Assessment of Non-Controllable Risks: This includes risks, activities, or tasks that are not controllable as the Contractor. This may include risks that are controlled by the University, University’s agents or organizations, risks that are caused by outside agencies, or completely uncontrollable risks. Although these risks may not be controlled by the Contractor, the Respondent must identify a strategy that can be followed or used to mitigate these risks. The Risk Assessment Plan should be brief and concise. The Risk Assessment Plan must NOT exceed 2 pages.
Schedule XI(A) Proposal Response Form
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This proposal response form must be completed by each Respondent and forwarded to The University of Northern British Columbia. All requirements outlined in the Request for Proposal with their submission and any other documentation requested by UNBC, and any important information developed by the Respondent as part of its presentation, must accompany this form.
PROPOSAL We, ____________________________, having examined the Request for Proposal and all other information and documents included in the Request for Proposal, do hereby offer and agree to provide the services as described. 1. Receipt of the following addenda is acknowledged:
Addendum No._______________ Date: __________________ Addendum No._______________ Date: __________________ Addendum No._______________ Date: __________________
2. The University reserves the right to waive irregularities and informalities, to reject
proposals from Respondents found not to be responsive according to the terms of the invitation, and the right to reject all proposals.
Schedule XI(B) Proposal Signature(s)
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The undersigned agrees not to withdraw or modify this Proposal for a period of sixty (60) days from submission deadline. THIS PAGE MUST BE RETURNED WITH YOUR BID, FAILURE TO DO SO WILL RESULT IN YOUR BID BEING DISQUALIFIED. NAME OF FIRM: _________________________________________________ a)AUTHORIZING SIGNATURE: ______________________________________ ______________________________________ Print Name Official Capacity: _________________________________________________ Address: _________________________________________________ City: _________________________________________________ Province or State: _________________ Postal or Zip Code: ___________ Date: _________________________________________________ Telephone: _________________ Fax:________________________ Duly authorized officers of the Respondent(s) shall properly execute the Proposal as follows: If the Respondent is a corporation, the proposal shall be signed in the name and under the seal of the corporation by a duly authorized officer of the corporation, with the designation of hislher official capacity, and attested properly. The proposal shall show the place in which the corporation is chartered. If the Respondent is an individual, he or she shall sign the proposal in person or by representative and be witnessed, stating the name or style, if any, under which he or she is doing business. If the signing is by representative, his or her power of attorney or other authorization shall be stated, and a certified copy thereof shall be attached to the Proposal. If the Respondent is a joint venture or partnership, the proposal shall be signed by each of the persons or firms, which is a party to the joint venture agreement. A certified copy of the joint venture agreement shall be attached to the Proposal. A joint venture will not be accepted unless the joint venture agreement or some other signed and legally binding instrument is certified and attached to the proposal, containing provisions for one of the parties to the joint venture to be in full direction of the project and to exercise this direction through a single individual, to be appointed Manager of Operations with the consent of all parties to the joint venture agreement.
Schedule XI(B) Proposal Signature(s)
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On behalf of the company or enterprise submitting this bid, I hereby certify, under penalty of perjury, that the respondent is not affiliated with any other company or enterprise which is submitting a bid on this project, with the exception of: _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ The undersigned also certifies that the price of this bid has been determined independently of the price of any other respondent on this project except those so noted above. LEGAL/REGISTERED NAME OF FIRM (as shown on income tax return): ______________________________________________________ PER: ______________________________________________________ (Official of Firm) SIGNATURE: ______________________________________________________ DATE: ______________________________________________________
Appendix I Footage and Flooring
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The following is information regarding specific square footage and type of flooring for different spaces.
Flooring
ROOM #
AREA m2 COMMENT
Tile 101 6.30 Vestibule Vinyl 102 51.70 Concourse Carpet 103 60.40 Classroom Carpet 104 51.40 Classroom Vinyl 105 63.30 Computer Lab Vinyl 106 10.00 Lan Room Carpet 107 30.90 Classroom Carpet 108 13.00 Office Vinyl 109 25.60 Student Lounge Vinyl 110 26.40 Corridor
Carpet 111 35.60 Video Conference # 1
Carpet 112 51.00 Video Conference # 2
Tile 114 10.10 Washroom Tile 115 8.40 Washroom Vinyl 116 4.00 H/C Washrm Vinyl 117 36.10 Corridor Carpet 119 15.70 Reception
Flooring ROOM
# AREA
m2 COMMENT Carpet 121 15.40 Office Carpet 122 12.50 Copy Area Carpet 123 11.50 Office Carpet 124 10.40 Office Carpet 125 10.40 Office Carpet 126 10.40 Office Carpet 127 10.40 Office Carpet 128 12.40 Office Carpet 129 10.50 Office Carpet 130 20.80 Office Carpet 131 10.90 Office
Appendix I Footage and Flooring
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Carpet 132 10.90 Office Carpet 133 10.90 Office Carpet 134 10.90 Office Carpet 135 12.00 Office Carpet 136 12.00 Office Carpet 137 8.00 Office Carpet 138 11.70 Office Carpet 139 12.40 Office Vinyl 140 10.90 Mailroom Vinyl 141 42.30 Corridor Vinyl 143 2.80 Vestibule Vinyl 144 17.80 Corridor Vinyl 145 8.30 Corridor Carpet 146 15.00 Office Vinyl 147 81.50 Classroom Vinyl 148 7.50 Storage Vinyl 149 4.30 Janitor Vinyl 150 4.30 H/C Washrm Vinyl 151 11.40 Washroom Vinyl 152 16.90 Washroom Vinyl 153 13.80 Storage Concrete 154 3.10 Storage Concrete 160 76.90 Storage Carpet 161 8.50 Storage Concrete 162 2.30 Elect Concrete 163 7.60 Elect Concrete 164 26.10 Mech Concrete 165 15.00 Storage Concrete 166 35.80 Storage
Flooring ROOM
# AREA
m2 COMMENT Vinyl 139A 23.80 Staff Lounge Vinyl 147A 3.20 Janitor
