INVITATION TO TENDER Janitorial Contract

Transcription

1 THE CORPORATION OF THE VILLAGE OF ALERT BAY 15 Maple Road- Bag Service 2800, Alert Bay, British Columbia V0N 1A0 TEL: (250) FAX: (250) Web: INVITATION TO TENDER Janitorial Contract The Corporation of the Village of Alert Bay is inviting tenders for janitorial maintenance services required at the Village Office building located at 15 Maple Road in Alert Bay, BC and ad hoc locations as required over a threeyear term. Sealed Tenders clearly marked Tender Village Office, will be accepted until 4:30 PM on Friday, April 20, 2018 at the office of the Village of Alert Bay, 15 Maple Road, Bag Service 2800, Alert Bay, BC, V0N 1A0. Tender documents and further information are available online at the Village of Alert Bay website at on the BC Bid website at on the Civic Info website at and at the office of the Village of Alert Bay at the above address during regular office hours. The Corporation of the Village of Alert Bay reserves the right to accept or reject any or all Tenders and to waive any informality in the Tenders received, in each case without giving any notice. The Corporation of the Village of Alert Bay reserves the right to accept the Tender which it deems most advantageous. Faxed submissions will not be accepted. The lowest or any Tender will not be necessarily accepted. For further information please contact: Jana Zamyslicka, Deputy Chief Administrative Officer T: E: deputy@alertbay.ca

2 INTRODUCTION The Corporation of the Village of Alert Bay is inviting tenders for the janitorial maintenance services required at the Village Office building located at 15 Maple Road in Alert Bay, BC. The Successful Tenderer(s) will provide the qualified staff to carry out the janitorial services and the duties as outlined in these specifications, over a three-year term. Full details of the services required are described in detail in the attached sample agreement. CLOSING TIME 1. Sealed Tenders clearly marked Tender Village Office for the services contained herein and addressed to: Corporation of the Village of Alert Bay 15 Maple Road Bag Service 2800 Alert Bay, BC, V0N 1A0 will be received at these offices until 4:30 PM on Friday, April 20, 2018 (herein called the Closing Time ) 2. Faxed Tenders or faxed amendments to Tenders will not be considered or accepted. 3. Tenders will not be opened in public. SUBMISSION REQUIREMENTS 4. Tenders will include a completed Tender Form(s) (provided) and should be enclosed in a sealed envelope. Any Tender received after the Tender Closing Time will not be considered or accepted and will, upon request of the Tenderer, be returned to the Tenderer. 5. Tenders will be for the service in its entirety and partial or incomplete submissions will not be considered. Each Tender should be dated, show the full legal name and business address of the Tenderer, and be signed with the usual signature of the person or persons authorized to bind the Tenderer. The name of each signatory should be typed or clearly imprinted below each signature. In the case of a corporation, the corporate seal should be affixed to the Tender and the Province of Incorporation should be stated. AGREEMENT DOCUMENTS 6. Tenderers will carefully examine the attached Agreement document and will fully inform themselves as to all existing conditions and limitations that will affect the execution of the Agreement. No consideration will be given, after the submission of the Tender, to any claim that there was any misunderstanding with respect to the conditions imposed by the Agreement. 7. Oral discussions will not become a part of the Agreement document or modify the Agreement unless confirmed by addenda as set out in Section 12. Addenda.

3 IRREVOCABILITY OF TENDERS 8. Tenders must be irrevocable and open for acceptance by the Village of Alert Bay for a period of 60 calendars days after the Tender Closing Time, even if the Tender of another Tenderer is accepted by the Village. NOTICE OF AWARD 9. The successful Tenderer will be notified of acceptance of its Tender by notification in writing delivered to the address on the Tender Form ( Notice of Award ). No other communication will constitute acceptance of any Tender. TENDERER S QUALIFICATIONS 10. Tenderers and their Subcontractors may be required to submit further information or evidence relating to its qualifications or experience or relating to any other matter considered relevant by the Village in the evaluation of Tenders. 11. Tenderers must provide information as outlined on the Tender Submission Form. Tenderers must also provide reference contact information. ADDENDA 12. If the Village determines that an amendment is required to this Tender, the Village will provide a written addendum that will form part of this Tender. Amendments to the Tender will not be considered three (3) days prior to the Tender Closing Time. No amendment of any kind to this Tender is effective unless it is posted in a formal written addendum on the Village s website. ACCEPTANCE OR REJECTION OF TENDERS 13. The Village reserves the right to accept or reject any or all Tenders, to evaluate Tenders on any basis whatsoever, and to accept any Tender it considers most advantageous to the Village. 14. The Village may waive any non-compliance with these Tender Specifications. 15. In no event will the Village be responsible for the costs of preparation or submission of a Tender. 16. The lowest or any Tender will not necessarily be accepted. The Village reserves the right in its absolute discretion to accept the Tender which it deems most advantageous to itself.

4 17. Without limiting the generality of the foregoing, the Village may evaluate Tenders by reference to any one or more of the following: SUBMISSIONS incomplete or conditional Tender; prices omitted or unbalanced; prices over budgeted amount; evidence of inadequate experience or capacity to perform the duties outlined in the Agreement; evidence of previous failure to perform adequately on similar work; evidence of poor public relations skills or of discourteous or disrespectful dealings with the public, and unsigned Tender. 18. All submissions become the property of the Village and will not be returned to the Tenderer. All submissions will be held in confidence by the Village unless otherwise required by law. Tenderers should be aware the Village is a public body defined by and subject to the Freedom of Information and Protection of Privacy Act of British Columbia. NEGOTIATING 19. The Village reserves the right to enter into negotiations with the selected successful Tenderer, prior to award of the Agreement, for making amendments to the Agreement document as required for the Agreement to be compatible with the project, the schedule and budget, including amendments to the Services included in the Agreement or the manner in which the work will be undertaken. LOCATIONS 20. The Village Office building is located at 15 Maple Road in Alert Bay, BC. Ad hoc janitorial locations may include but are not limited to: - Public Works building - Transfer Station building - Campground washrooms - Small Craft Harbour Washrooms - Community Hall - Airport building - Visitor Centre building

5 WORK SCHEDULE 21. The work schedule of the successful Contractor will be as outlined in the Schedule A, Services and Schedule C, Service Schedule, in the attached sample Agreement document. DUTIES OF THE CONTRACTOR 22. The duties of the successful Tenderer will be as outlined in the attached sample Agreement document. REMUNERATION 23. Remuneration will be as per the accepted Tendered amounts on the Tender Form. TERM 24. The Term will be as outlined in the attached sample Agreement document. INQUIRIES 25. All inquiries regarding this Agreement and this Invitation to Tender should be directed to the Village Representative, Jana Zamyslicka, Deputy Chief Administrative Officer at Inquiries should be made no later than three (3) days before the Tender Closing Time. 27. Before submitting a Tender, Tenderers may examine the sites of the work either personally or through an authorized representative and satisfy themselves as to the local conditions and nature of the work. The Tenderer is fully responsible for obtaining all information required for the preparation of their Tender and the execution of the work. 28. If the Tenderer finds discrepancies in or omissions from the Tender Specifications and/or the Agreement document or has any doubt as to the meaning or intent of any part thereof, the Tenderer will immediately inform the Village Representative. 29. Where the Tender Form or Agreement numbers are referenced in both words and figures, in the case of discrepancy between the two, the amount in words shall govern.

6 TENDER FORM s Village of Alert Bay Office Building (Please complete and submit the following pages) Tender of: (hereinafter referred to as the Tenderer ) To: Corporation of the Village of Alert Bay 15 Maple Road Bag Service 2800 Alert Bay, BC, V0N 1A0 (hereinafter referred to as the Village ) In response to the Invitation to Tender for the s Tender and the Tender Specifications, the Tenderer has carefully examined the scope of the proposed Service, the work specifications and will provide all necessary labour, material, equipment, supervision and all other factors as required to complete the Service as called for by these documents and in accordance with the Village requirements, for the prices tendered. The Tenderer further agrees that prices tendered are all-inclusive (excluding applicable Federal and Provincial taxes) and allow for any escalation of the Tenderer s costs following the Tender Period. The Successful Tenderer will not be entitled to extra payment for any such escalation, with respect to the executed Agreement. If awarded an Agreement for the Service, the Tenderer agrees to deliver to the Village within ten (10) calendar days after receipt of Notice of Award: - GST/HST Registration number (if applicable) - Duly executed Agreement in duplicate The Tenderer acknowledges receipt of the following addendum(s) covering revisions to the Tender Documents. Addendum No. Addendum No. Dated Dated This Tender is irrevocable until June 20, 2018.

7 TENDER FORM s Village of Alert Bay Office Building Please specify Tenderer s experience in similar work: Please specify equipment to be used and capacities: Please specify experience and relevant training of all on site personnel: Please list a minimum of three references:

8 TENDER FORM s Village of Alert Bay Office Building Please provide a partial-annual and annual rate for the services required throughout the term of the agreement. The Tenderer(s) agrees that all prices shown are inclusive of all works, personnel, costs, charges, etc. (plus applicable taxes) as specified in the Tender Specifications: Janitorial Services May To December Jan To December Jan To December The following rates will apply when required and authorized by the Village to perform additional work outside the regular duties as outlined in the Agreement (plus applicable taxes) and will be payable upon receipt of invoice: Labourer HOURLY RATE

9 TENDER FORM s Village of Alert Bay Office Building Tendering Firm: Mailing Address: CONTRACTOR INFORMATION Phone: Submitted By: GST No.: Signature of Authorized Representative PRINT NAME:

10 SAMPLE CONTRACT THE CORPORATION OF THE VILLAGE OF ALERT BAY s THIS AGREEMENT dated for reference this day of, BETWEEN: THE CORPORATION OF THE VILLAGE OF ALERT BAY 15 MAPLE ROAD Bag Service 2800 ALERT BAY BC V0N1A0 (hereinafter referred to as the Village ) AND: CONTRACTOR NAME ADDRESS ADDRESS (hereinafter referred to as the Contractor ) for the regular janitorial maintenance services of the Village Office building located at 15 Maple Road in Alert Bay, BC and other locations as required from time to time. RESPONSIBILITIES OF CONTRACTOR 1. The Contractor will provide services as described in Schedule A, ( the Services ), in accordance with this Agreement. Services must be provided during the term described in Section 29 (the Term ). 2. The Contractor will deal with the public and the Village in a courteous and respectful manner and will ensure that its agents and employees deal with the public and the Village in a courteous and respectful manner. 3. The Contractor will be solely responsible for the operation and maintenance of any equipment whatsoever used, rented, leased, or owned by the Contractor in his business and for the effective execution of this Agreement. 4. The Contractor will be solely responsible for all Employment Insurance, Canada Pension, Income Tax and any other applicable assessments or deductions levied by Federal, Provincial or Municipal Governments or any agency thereof. RESPONSIBILITIES OF CONTRACTOR (cont.) 5. The Contractor will report immediately and in writing any workplace injury or occupational illness specified under Section 172 of the Workers Compensation Act to the Village. 6. The Contractor will follow safety procedures as laid out in WorkSafe BC regulations.

11 Contractors, their employees or agents not complying with health and safety expectations will be required to stop work and will not be allowed to resume work until the safety requirements are met. 7. The Village will perform a hazard assessment of the worksite(s) before Services outlined in this Agreement commence. The Village and the Contractor will review the hazard assessment on a regular basis. The Contractor will notify the Village immediately of any additional worksite(s) hazards not identified in the hazard assessment. GENERAL PROVISIONS 8. The Contractor will not assign this Agreement or any part thereof without written authority by the Village. 9. The Contractor is and will be an independent Contractor and nothing contained herein will be construed to create a partnership, joint venture or agency, and neither party hereto will be responsible for the debts or obligations of the other party. 10. This Agreement will be represented on behalf of the Village by the Corporate Officer or the Chief Financial Officer. 11. This Agreement constitutes the entire Agreement between the parties hereto and no representations, warranties, understanding or Agreements, oral or otherwise, exist between the parties hereto except as expressly set out in this Agreement. 12. This Agreement will be governed by and construed in accordance with the laws of the Province of British Columbia. 13. Services not included in this Agreement for which compensation is requested must have prior written approval of the Village. Notwithstanding this provision, the Contractor is authorized by this Agreement to act in an emergency situation. 14. Unless written authorization has been issued by the Village, Village owned equipment will not be utilized by the Contractor for use other than those specified under the clauses of this Agreement. When authorized to utilize Village-owned equipment, the Contractor will do so in a safe and proper manner. GENERAL PROVISIONS (cont.) 15. Any damage to Village-owned equipment and/or properties caused by the Contractor s misuse or negligence will be at the cost of the Contractor. Upon determination of costs, the Contractor will be billed for damages. If not paid within thirty (30) days, the Village will deduct the required amount due from future remuneration until the amount owing is paid in full. 16. Any liability claims resulting from the Contractor s misuse of Village-owned equipment will be the responsibility of the Contractor. 17. Notwithstanding the Contractor s responsibilities, the Village maintains the overall authority for management and control of the Service or location of the Service. Nothing in this Agreement grants the Contractor any interest in the Service or location of the Service and the Village may, in its discretion, retain others to carry out work on and around the location of the Service.

12 18. Any provision of this Agreement that is deemed to be held unenforceable or invalid for any reason will be severed from the Agreement and all remaining provisions of the Agreement will remain in full force and effect. INSURANCE 19. The Contractor will indemnify and save harmless the Village from all fines, suits, proceedings, claims, demands, or actions of any kind or nature or from anyone whomsoever, arising out of or resulting from any negligent acts, errors or omissions of the Contractor, its officers, employees, agents or subcontractors in the performance of their services and duties in regard to this Agreement. 20. The Village is responsible for providing WorksafeBC coverage for the Contractor. 21. It is understood and agreed that the Village will not be liable for any loss or damage to the Contractor s Equipment including loss of use. TERMINATION 22. This Agreement may be terminated at any time by either party without cause upon giving ninety (90) days written notice to the respective party to the address herein contained. 23. If the Village determines that the Contractor is non-compliant with any section contained in this Agreement, an Official Notice of Non-Compliance may be issued. Notwithstanding Section 26, if an infraction has not been resolved within five (5) working days of the issuance of an Official Notice of Non-Compliance, another Official Notice of Non- Compliance may be issued. 24. Upon the delivery of a third Official Notice of Non-Compliance, termination will be immediate. The third Official Notice of Non-Compliance will contain notification and details regarding the termination. Non-Compliance notices will be delivered in writing from the Village to the Contractor either in person, or by mailing to the address listed on the first page of this Agreement. 25. Non-compliant notices may be issued in relation to any one or multiple terms within this Agreement. The issuance of second and third Official Notice of Non- Compliance may or may not be related to a previous infraction. 26. The Village may immediately terminate this Agreement if the Contractor or its agents or employees does one or more of the following: is intoxicated; uses foul, profane, vulgar or obscene language; solicits gratuities or tips from the public for services performed hereunder; willfully or recklessly disregards the safety of persons or operational requirements; acts in a manner which may constitute a public nuisance or disorderly conduct; participates in any unauthorized sales at the site; is dishonest or fails to record incidents and infractions in a proper manner; fails to deal with the public and the Village in a courteous and respectful manner as outlined in Section 2; fails to comply with WorkSafe BC requirements as outlined in any section

13 REMUNERATION of this agreement, fails to comply with Insurance requirements as outlined in Sections inclusive, 27. The Village agrees to pay the Contractor at the rates outlined in Schedule B attached hereto and forming part of this Agreement. 28. The Village assumes responsibility for the payment of applicable GST to the Contractor provided that the Contractor is a GST registrant. The Contractor will complete the GST information sheet provided by the Village and will advise the Village immediately of any change to the Contractor s status as a GST registrant during the Term of this Agreement. TERM 29. The Term of this Agreement will be from the 1st day of May 2018 to and including the 31st day of December The Contractor may request a twenty-four-month extension to the Term of the Agreement provided the request is received by the Village at least one hundred and twenty days, prior to the expiry of the Term. The Village will have complete discretion in determining whether it wishes to consider entering into an Amendment of Agreement. If the Contractor s Agreement extension request contains proposed changes other than a twenty-four-month extension, the Village will advise the Contractor whether it wishes to enter into negotiations for an Amendment of Agreement. If the Village enters into negotiations with the Contractor for an Amendment of Agreement, the Village may abandon the negotiations with the Contractor at any point in time, and the Village will not in any way be construed as granting to the Contractor any right of renewal of this Agreement at the expiration of the Term, nor will the Village be responsible for any costs incurred by the Contractor to either supply the request or negotiate an Amendment of Agreement. Notwithstanding any suggestion to the contrary in this section, the Village will have no contractual obligations whatsoever to the Contractor in connection with a new Agreement, the negotiation of a new Agreement or a request by the Contractor to enter a new Agreement, until and unless a new Agreement is executed by the Village and the Contractor, and no duty of fairness, procedural or otherwise, is created by this section or owed by the Village to the Contractor in respect of the matters contemplated under this section.

14 IN WITNESS WHEREOF the parties have hereunto set their hands and seals on the day of, SIGNED, SEALED AND DELIVERED IN THE PRESENCE OF: THE VILLAGE OF ALERT BAY Witness Signature Mayor Michael Berry PRINT NAME: Corporate Officer Jana Zamyslicka SIGNED, SEALED AND DELIVERED IN THE PRESENCE OF: CONTRACTOR COMPANY Witness Signature PRINT NAME: Contractor - Name

15 SCHEDULE A SERVICES The Contractor will maintain the Village Office building in accordance with the following terms and the attached Schedule C, Service Schedule, attached hereto and forming part of this Agreement. TIME OF CLEANING The Contractor will perform all duties outside of regular business hours. Regular business hours are Monday through Friday, 8 AM - 5 PM, except statutory holidays. The Contractor will determine a schedule for the semi-annual services in coordination with the Village. EQUIPMENT AND SUPPLIES The Village will provide supplies to the Contractor such as paper towel, tissue paper, hand soaps, deodorant pucks, garbage bags, light bulbs, etc. The Contractor will provide the Village with a list of items required to perform the duties so that the Village can order and supply janitorial materials to the Contractor in a timely manner. The Village will supply cleaning equipment including: a commercial grade vacuum cleaner with powerhead, brooms, mops, dusters and any other equipment as necessary to properly carry out the Services. The Contractor will notify the Village if equipment service or replacement is necessary. The Village will supply storage space for the supplies and equipment. REFUSE AND RECYCLING The Contractor will disposal of all refuse and recycling in the on-site solid waste and recycling bins. Only Village Office building produced refuse/recycling is to be disposed of in the disposal bins. SECURITY A key fob for the Village Office building will be issued to the Contractor by the Village. The Contractor will use the Village Office as a primary point of access to the building, including when accessing the post office. Under no circumstance will this key fob be duplicated by the Contractor. Under no circumstances will the Contractor permit entry to unauthorized persons. The Contractor will ensure to follow the last person out procedure (ensure that interior doors are locked, windows are closed, etc.) upon exiting the Village Office building.

16 The Contractor and its employees will not, under any circumstance, tamper with or utilize any Village owned computer equipment. REPORTING The Contractor will immediately report to the Village Representative any issues observed with the building including safety concerns, maintenance issues, etc. The Village will provide the Contractor with written communications related to sufficiency of work, areas to be addressed, areas of concern, etc.

17 SCHEDULE B REMUNERATION SCHEDULE The Village agrees to pay the Contractor at the remuneration rates outlined below, plus applicable taxes, payable in equal monthly instalments, upon receipt invoice, throughout the Term of this Agreement: Janitorial Services May To December Jan To December Jan To December The following rates will apply when required and authorized by the Village to perform additional work outside the regular duties as outlined in the Agreement (plus applicable taxes) and will be payable upon receipt of invoice: Labourer HOURLY RATE The Contractor will submit invoices on the 10th and 25th of each month, with responding payment to be made by the Village on the 15th and 1st of each month, respectively.

18 SCHEDULE C SERVICE SCHEDULE DAILY dust mop/sweep (using a dust-controlled method) the entire floor: (Monday damp mop all floors and buff floors as required or as directed; Friday, Post remove gum and foreign residue from the entire floor area; Office only) dust and spot clean all furniture and fixtures, doors, windowsills and ledges; empty all waste baskets and place contents in containers ready for disposal, replace plastic bags of correct size in waste baskets when dirty or torn; wash and disinfect washrooms floors and all fixtures; replenish paper towels, toilet tissue, hand soap, deodorant blocks, and otherwise as required; clean all washrooms mirrors; spot clean all doors, door and window frames, kick plates, walls, etc.; clean front entrance and lobby door glass, spot clean side lights and front windows; all mats to be removed and cleaned on both sides; vacuum all carpets, remove spots and stains as required; wash all lunchroom furniture, counter tops, etc. spot clean cupboard doors, etc. clean and disinfect telephones; remove cobwebs inside and outside. WEEKLY wash and spray buff public lobby floors; (Friday or clean and polish all interior and exterior ornamental metal; weekends, wash with a mild detergent and buff all interior and exterior signs; Village Office and wash, wax and polish counter tops and fronts; main lobby) clean interior glass doors; all notice boards to be cleaned; descale toilet bowls and urinals; wash all entrance glass in and out, including sidelight and transom glass; damp wipe exterior of waste baskets; dust baseboards and quarter round, wipe clean of mop streaks and polish marks and spot clean; clean and polish furniture. Village Office: the open offices of the municipal hall complex shall be vacuumed and dusted at least once per week at any time between the hours of 5PM Friday night and 7AM Monday morning. Village Office: the offices that need to be cleaned will be left unlocked for his/her ability to enter and performs the assigned duties. Village Office: the offices that are locked will be left untouched for that week. Village Office: any correspondence or materials left on the desks or furniture shall not be touched and the dusting shall be done in such a way as not to disturb any correspondence or materials. Village Office: dusting shall include window sills and baseboard ledges. MONTHLY all floors to be spray buffed; dust and damp wipe all tops of sorting cases and other high fixtures. scrub and refinish all floors except for Post Office working floor area; NOTE: inclement weather conditions and other circumstances will at times necessitate additional floor cleaning to be carried out, the Contractor will do so, without additional cost of being specifically requested; i.e.: Scrub and refinish; Wash lobby windows in and out;

19 Dust and clean all air intake grills & exhaust grills; Wash all window sills; OTHER DUTIES Village Office: carpets are to be shampooed twice per year Strip and wax floors with three coats of wax annually or as needed; Scrub and refinish Post Office working area floors in the months of September, November, January and March; Wash all glass windows, both sides, in the months of: May, August, November and February; Wash all glass partitions, in the months of: July, November and March. Wash door grills in the months of: November and May; Wash and disinfect waste baskets from November through May; Dust all wood paneling monthly from November through May; Clean all venetian blinds in the month of June; Clean lock box fronts in the month of November; Strip and refinish all floors in the month of May; Clean all light fixtures, including light bulbs and fluorescent tubes in the month of June; Keep grounds clean, in good appearance and free of obstacles or other hazards to ensure the safety of the public and Post Office and Village employees, the foregoing includes sweeping and hosing of sidewalks, paved areas and loading platforms; removing and disposing of debris; The Village will be responsible for clearing ice and snow from the grounds where necessary; All hazardous materials, cleaning compounds, etc. are to be stored and handled in such a manner as to not present a danger to the Village or Post Office employees or members of the public.