REQUEST FOR PROPOSAL (RFP) No. 07-rfp-CN.629 Janitorial Services

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REQUEST FOR PROPOSAL (RFP) No. 07-rfp-CN.629 Janitorial Services

  1. 1. REQUEST FOR PROPOSAL (RFP) No. 07-rfp-CN.629 Janitorial Services Issued by Manitoba Lotteries Corporation Purchasing Department RFP Issue Date: Saturday, March 24, 2007 Submission Deadline: Friday, April 13, 2007 4:00 p.m. CST (local Winnipeg time)
  2. 2. Manitoba Lotteries Corporation Page 2 of 31 07-rfp-CN.629– Janitorial Services March 24, 2007 TABLE OF CONTENTS 1.0 INTRODUCTION 1.1 Manitoba Lotteries Corporation Background 4 1.2 Purpose 4 1.3 Term or Duration of Proposed Contract/Agreement 4 1.4 Scope of Work 4 2.0 INSTRUCTION TO BIDDERS 2.1 Definitions 4 2.2 Target Dates 5 2.3 Request for Clarification, Enquiries, and Additional Information 5 2.4 Response Requirements of Proposal 5 2.5 Format of Proposal 5 2.6 Proposal Certification 6 2.7 Submission of Proposal 6 2.8 Irrevocability of Proposal 6 2.9 Acceptance of Proposal 7 2.10 Preparation Costs of Proposal 7 2.11 Site Visit(s) 7 3.0 PROPOSAL EVALUATION, SELECTION & AWARD 3.1 Basis of Evaluation 7 3.2 Selection Committee 7 3.3 Evaluation Criteria 7 3.4 Notification of Outcome 8 3.5 Issuance of Contract/Agreement 8 4.0 MLC RIGHTS & PRIVILEGES 4.1 RFP Issuance Rights 8 4.2 Waiver of Deficiencies and Rejection of Non-Compliance 8 4.3 Negotiation 8 4.4 Privileges 8 4.5 Awarding Rights 9 4.6 Contract/Agreement Provisions 9 5.0 TERMS AND CONDITIONS 5.1 Assignment 9 5.2 Cancellation 9 5.3 Confidentiality 9 5.4 Conflict of Interest 10 5.5 News Releases and Advertising 10 5.6 Province of Manitoba Held Harmless 10 5.7 Independent Contractor Relationship 10 5.8 Liability 10 5.9 Indemnity 10 5.10 Insurance 11 5.11 Respect of Legislation 11 5.12 Fiscal Funding Out 11 5.13 Severability 12 5.14 Personnel 12 5.15 Security Investigation 12 5.16 Suspension of Work 12 5.17 Liens, Claims and Encumbrances 12 5.18 Infringements 12 5.19 Ownership of Materials 12 5.20 Unforeseeable Event 13
  3. 3. Manitoba Lotteries Corporation Page 3 of 31 07-rfp-CN.629 – Janitorial Services March 24, 2007 6.0 BIDDER INFORMATION QUALIFICATIONS 6.1 Bidder Qualifications 13 6.2 Bidder Experience & Company Profile 13 6.3 References 13 6.4 Bidder’s Sustainable Development Policy 14 7.0 SERVICE SPECIFICATIONS AND REQUIREMENTS 7.1 Overview 14 7.2 Building Information 14 7.3 General Requirements 14 7.4 Cleaning Requirements 15 7.5 Equipment Requirements 16 7.6 Cleaning Supplies and Products 16 7.6.1 Cleaning Supplies 16 7.6.2 Products 17 7.7 WHMIS Requirements 17 7.8 Additional Janitorial Services 17 7.9 Contract Implementation 17 8.0 COST 8.1 Financial Proposal 17 8.2 Permissions, Permits, Licenses and Insurance 18 8.3 Currency & Taxes 18 8.4 Payment Terms 18 APPENDIX A – BIDDER CERTIFICATION FORM APPENDIX B – BIDDER RESPONSE FORM APPENDIX C – WORK INSTRUCTIONS APPENDIX D – CONTRACTOR CLEANING LOG
  4. 4. Manitoba Lotteries Corporation Page 4 of 31 07-rfp-CN.629– Janitorial Services March 24, 2007 1.0 INTRODUCTION 1.1 Manitoba Lotteries Corporation Background Manitoba Lotteries Corporation (MLC) is a provincial Crown corporation responsible for conducting and managing gaming in the province. MLC operates Club Regent and McPhillips Street Station casinos and the provincial Video Lottery Terminal (VLT) network. MLC is also responsible for the sale of Break open tickets and bingo paper as well as the distribution of lottery tickets for the Western Canada Lottery Corporation and the Interprovincial Lottery Corporation. Net revenue from gaming operations goes to the Province of Manitoba to support government programming in areas such as health, education, social and community services and economic development. Manitoba Lotteries Corporation is committed to supporting the principles of sustainable development as identified in the Province of Manitoba’s Sustainable Development Act (Chapter S270) (See http://web2gov.mb.ca/laws/statutes/ccsm/s270e.php). MLC recognizes that its development can impact on, and is dependent upon the well being of the economic, social and environmental structure in which it operates. As such, with the help of MLC’s stakeholders, Manitoba Lotteries Corporation shall integrate economic, social and environmental considerations in the decision-making process across all of its business activities. 1.2 Purpose The purpose of this Request for Proposal (RFP) is to identify and evaluate Bidders and their proposals capable of meeting MLC’s requirements for the supply of janitorial services as required for our Corporate Campus in a sustainable, cost effective and timely manner. The janitorial services requested include general office cleaning. Proposals should be submitted per the outlined process and requirements and provide MLC with detailed features, costs and delivery capabilities for the specified goods and/or services. 1.3 Term or Duration of Proposed Contract/Agreement MLC is proposing a 36-month contract term plus MLC’s option to extend the contract for two additional 12 month periods subject to a favorable MLC review. The contract is to commence May 01, 2007. The prices quoted by bidders shall be firm for the length of the contract. 1.4 Scope of Work We request proposals which will provide MLC with detailed features, costs, services, and a delivery schedule for janitorial as required by our Corporate Campus as listed: Corporate Offices 830 Empress Street Daily Corporate Offices 842 Arena Road Daily Human Resources/ Training Centre 981-983 St James Street Daily 2.0 PROCESS AND REQUIREMENTS 2.1 Definitions “SUBMISSION DEADLINE” means the date and time after which the Manitoba Lotteries Corporation shall no longer accept proposals in response to this RFP “PROPOSAL” refers to responses to this RFP including all attachments, clarifications, and presentation materials provided by the Bidder. “REQUEST FOR PROPOSAL or RFP” refers to this document, and any addenda and clarifications that may be issued in respect of this RFP. “SHORT LISTED BIDDER” refers to the Bidders identified by the RFP Selection Committee as the most qualified proposals for the requirements. These Bidders may be contacted for further clarification, presentation and/or demonstrations in order to provide additional information on which the Selection Committee can base an award recommendation.
  5. 5. Manitoba Lotteries Corporation Page 5 of 31 07-rfp-CN.629 – Janitorial Services March 24, 2007 2.2 Target Dates The Bidder is advised that the target dates for the RFP process are as follows: • March 24, 2007 MLC Issues RFP • March 29, 2007 Site Visit • April 02, 2007 Proponent Questions Due (if any) • April 05, 2007 (4:00 p.m. CDT) MLC Responds to Proponent Questions • April 13, 2007 Submission Deadline MLC reserves the right to make revisions dependent upon circumstance. 2.3 Requests for Clarification Enquiries, and Additional Information The following communication procedures have been established in order to safeguard the integrity of the competitive bid process, commencing with the RFP issuance date and ending with either the: a) award of a Contract or issue of an agreement, b) cancellation or withdrawal of the RFP, c) lapsing of a Proponent’s proposal Requests for clarification or additional information on any portion of this RFP shall be submitted in writing by April 02, 2007, no later than 4:00 p.m Winnipeg time. Clarification requests received after this deadline may be ineligible for a response. MLC’s responses to clarifications or additional information will be posted on the MLC Bid Opportunities web page at www.mlc.mb.ca/bidopps. All requests for enquiries, clarification and/or additional information regarding any aspect of the RFP may be sent by either facsimile or e-mail and are to be directed only to the individual specified below: Manitoba Lotteries Corporation Chuck Bright, Purchasing Agent 830 Empress Street Telephone (204) 957-2500 (ext.1497) Winnipeg, Manitoba Facsimile (204) 784-9441 R3G 3H3 E-mail Address: rfprequest@mlc.mb.ca 2.4 Response Requirements of Proposal The Bidder will examine each clause and specification. The Bidder shall include in their proposal sufficient information to allow a thorough evaluation of their proposal. Any proposal that is conditional, or that proposes to impose conditions on MLC that are inconsistent with the requirements of this RFP, may be rejected at the discretion of MLC. Submission of a proposal indicates intended compliance with all terms, conditions and requirements described in this RFP, unless clearly stated otherwise. 2.5 Format of Proposal The following format and sequence should be followed in order to provide consistency in Bidder responses and to ensure each proposal receives full consideration during evaluation. All pages should be numbered. • Covering letter • Bidder Certification Form, completed and signed • Table of Contents, including page numbers • Executive summary of key features of the proposal (one or two pages) • A complete response to the requirements listed following the same order as the RFP Table of Contents. The Bidder should confirm understanding and compliance and/or provide answers for each relevant clause. Any attachments shall reference the applicable numbered clause.
  6. 6. Manitoba Lotteries Corporation Page 6 of 31 07-rfp-CN.629– Janitorial Services March 24, 2007 The purpose of this format is to ensure each Bidder responds to the RFP in an identical manner. Complete responses to each relevant clause are essential as evaluation ratings are based on the content and information provided by the Bidder. The responses are a major part of the RFP evaluation process and incomplete responses may result in a loss of points and/or potential disqualification of the proposal. 2.6 Proposal Certification Each proposal shall include a signed copy of the proposal certification, Appendix A – Bidder Certification Form. The certification shall be signed by an official having the authority to bind the Bidder. The proposal shall not be considered valid unless a completed Bidder Certification Form is signed and attached to proposal. 2.7 Submission of Proposal Each Bidder is requested to submit one (1) original proposal (identified as “Original”) to MLC by April 13, 2007 no later than 4:00 p.m. Winnipeg time. Proposals or partial proposals received after this time shall not be considered. Submission Address, Facsimile Number and E-Mail Address: “RFP #07-rfp-CN.629 Janitorial Services” Attention: Chuck Bright, Purchasing Agent Manitoba Lotteries Corporation 830 Empress Street Winnipeg, Manitoba, Canada R3G 3H3 Fax: 784-9441 e-mail: brightc@mlc.mb.ca Bids may be submitted by courier, personal delivery, facsimile transmission, e-mail in PDF format, or sent through Canada Post. Bids submitted by courier, personal delivery or Canada Post should be enclosed in a sealed envelope or package clearly addressed, marked to the attention of the person or office indicated below, and labeled with the Bid reference number(s) and the Bidder’s name and address. If the Bid is submitted by facsimile transmission, it should have a cover sheet clearly indicating the Bid reference number(s) and the Bidder’s name and address, and marked to the attention of the person or office indicated below. If the Bid is submitted by e-mail, it must be sent in PDF format. MLC is not responsible if it fails to receive a Bid submitted by facsimile transmission or e-mail before the Submission Deadline due to a mechanical or system problem, failure or non-availability (regardless of whether the problem, failure or non-availability was caused by MLC’s or the Bidder’s machines or systems), or due to any other reason. Bids submitted by facsimile transmission or e-mail will be deemed to have been received on the date and at the time indicated by MLC’s equipment or computer system, as applicable. Bidders are responsible for ensuring that MLC has received their Bid and that the Bid has been received by MLC prior to the Submission Deadline. Bids submitted by e-mail which are not in PDF format will not be accepted. 2.8 Irrevocability of Proposal By submission of a clear and detailed written notice, the Bidder may amend or withdraw its proposal without penalty prior to the closing date and time. Upon closing time, all proposals become irrevocable.
  7. 7. Manitoba Lotteries Corporation Page 7 of 31 07-rfp-CN.629 – Janitorial Services March 24, 2007 2.9 Acceptance of Proposal Bidder’s proposal shall remain firm and open for acceptance for a period of at least three (3) months after the RFP closing date (from April 13, 2007 to July 13, 2007). MLC’s acceptance of any proposal shall not release the next three ranking Bidders from their proposal until: a) a Contract/ Agreement, including any required bonds, insurance and other documents have been executed, or b) The proposals have lapsed. 2.10 Preparation Costs of Proposal Any and all costs incurred in the preparation of the Bidder’s proposal and any other activities related to said proposal shall be borne by the Bidder. The rejection of any proposal at MLC’s discretion shall not render MLC liable for incurring any costs or damages. Any and all Bidders’ proposals shall become the property of MLC and shall not be returned to the Bidder. 2.11 Site Visit(s) Site visits for the following location(s) will be held on Thursday March 29, 2007 as follows: 1) 8:30 a.m. at 830 Empress Street 2) 9:00 a.m. at 842 Arena Road 3) 9:30 a.m. at 981/983 St James Street Bidders are strongly encouraged to attend the scheduled site visits at the designated times in order to confirm the scope of work and working conditions. It is recommended that all Bidders arrive 15 minutes early to sign in and coordinate with MLC’s purchasing representative at each designated site. Bidders that arrive late may not be allowed to participate in the site visit. The Bidder is solely responsible for any errors, omissions and misunderstanding resulting from failure to attend the site visit. 3.0 PROPOSAL EVALUATION, SELECTION & AWARD 3.1 Basis of Evaluation The primary basis of evaluation of the Bidder’s proposal shall be their written submission(s) to the RFP. The Bidder shall ensure all components of this RFP are addressed. 3.2 Selection Committee Evaluation of proposals shall be by a Selection Committee comprised of representatives from the appropriate internal customer department(s) and the Purchasing Department. 3.3 Evaluation Criteria MLC shall apply uniform criteria and principles of fairness in the selection of the successful Bidder(s). MLC shall only select Bidder(s) who have submitted acceptable proposals. Proposals deemed non- compliant shall not be considered. Those items identified as “shall have” are mandatory items and items identified as “should have” are those that MLC feels would improve overall functionality. Bidders are instructed to address each requirement specifically and any attachments shall reference the applicable numbered selection. Answers that are more complete will assist MLC in choosing the best solution to meet our needs.
  8. 8. Manitoba Lotteries Corporation Page 8 of 31 07-rfp-CN.629– Janitorial Services March 24, 2007 Offers shall be screened by reference to the Mandatory Criteria. Any offer that in MLC’s opinion fails to meet the Mandatory Criteria requirements shall be deemed non-compliant and shall not be considered further. The offer(s) that meet all the mandatory criteria and is lowest in price, shall be considered for the award of a contract Mandatory Criteria: 6.1 Qualifications 6.3 References 8.0 Cost Appendix A – Bidder Certification Form (completed and signed) Offers meeting the Mandatory Criteria shall be evaluated by the Selection Committee. Each offer shall be evaluated and scored by reference to the rated criteria requirements. 3.4 Notification of Outcome Each Bidder whose proposal is not selected shall be notified in writing at the address given in the proposal. 3.5 Issuance of Contract/ Agreement Where a MLC written Contract/ Agreement is not issued, then the undertakings, specifications, terms and conditions of the RFP, the proposal of the selected Bidder and all correspondences of clarification shall form part of the Contract/ Agreement, except as negotiated and provided therein. MLC incurs no obligation towards any Bidder until a Letter of Acceptance/Acknowledgement and a purchase order used by MLC forms a Contract/ Agreement. 4.0 MLC RFP RIGHTS & PRIVILEGES 4.1 RFP Issuance Rights MLC may amend, cancel or withdraw this RFP at any time. MLC may issue another RFP subsequently for the same or similar purposes. Such notices will be posted on the Bid Opportunities web page (see section 2.3). 4.2 Waiver of Deficiencies and Rejection of Non-Compliance MLC reserves the right to waive minor deficiencies or non-compliances in any proposal. The decision as to whether a deficiency or non-compliance is deemed minor and may be waived, or shall require the rejection of a proposal, shall be solely within the discretion of MLC. Bidders are instructed that failure to comply with, or respond to, any part of this RFP may result in the rejection of a proposal as non- responsive. 4.3 Negotiation MLC may, prior to and after Contract/ Agreement award, negotiate changes to the scope of work, specifications or any conditions with the successful Bidder without having any duty or obligation to advise any other Bidder or to allow them to vary their proposal fees as a result of such changes. MLC shall have no liability to any other Bidder as a result of such negotiations or modifications. 4.4 Privileges MLC is under no obligation to either accept or award to the lowest proposal or any of the proposals submitted. MLC reserves the right to reject any proposal at any time without further explanation or to accept any proposal considered advantageous to MLC.
  9. 9. Manitoba Lotteries Corporation Page 9 of 31 07-rfp-CN.629 – Janitorial Services March 24, 2007 4.5 Awarding Rights No award may result from this RFP process. If this RFP process results in an award, then MLC reserves the right to award any Contract/ Agreement, in whole or in part, and may accept goods and /or services from one or more Bidders in such quantities as shall be advantageous to MLC. 4.6 Contract/ Agreement Provisions MLC may, as needs arise, add, modify, replace or delete one or more of the specifications, goods, services or locations provided for in the Contract/ Agreement. The Bidder agrees to conform to these amendments within a reasonable time. Such amendments shall not render the entire Contract/ Agreement, or any part thereof, void, invalid, terminated or subject to renegotiation. Only substantial amendments may be considered for adjustments to the existing Contract/ Agreement price(s). All price adjustments shall be substantiated, based on fair market value, mutually agreed upon and confirmed by both parties in writing. MLC may, at its discretion, request an extension of the Contract/ Agreement and its rates, terms and conditions for a period of time specified by MLC, prior to the expiration of the Contract. 5.0 TERMS AND CONDITIONS 5.1 Assignment The Bidder shall have sole responsibility for the quality, liability, coordination and completion of all work outlined in this endeavor. MLC considers the Bidder to be the sole contact regarding all Contract/ Agreement matters. The Bidder shall be prohibited from assigning, transferring and conveying, subletting or otherwise disposing of any Contract/ Agreement of its rights, title or interest therein, or its power to execute such Contract/ Agreement without the previous written approval of MLC. The Bidder shall include with the proposal the names of sub-contractors, the extent of the work that is affected by each and a brief description of prior experience in managing the proposed sub-contractors. MLC shall have the right to review, approve or disapprove prior to any change of sub-contract, or the addition of sub-contract, by the successful Bidder during the term of the Contract/ Agreement. 5.2 Cancellation MLC reserves the right at its exclusive option to immediately and without further notice, cancel any resulting Contract/ Agreement, or part thereof, without further liability of any kind for: a) Failure by the Bidder to complete the Contract/ Agreement in a timely fashion; b) Failure by the Bidder to supply goods and/or services in accordance with the specifications, terms or conditions of the Contract/ Agreement; or c) Any Act of God event which lasts longer than thirty (30) days. MLC may at any time, without cause, cancel the Contract/ Agreement upon giving thirty (30) days cancellation notice. Should termination occur, the Bidder shall be compensated for the satisfactorily completed work up the date of termination and not thereafter. Any compensation shall be based upon the Bidder providing supporting documentation satisfactory to MLC. 5.3 Confidentiality The contents of this RFP and any other information received by the Bidder relating to the RFP gained through the RFP process or otherwise, shall be treated in strict confidentiality. The Bidder shall not disclose any of this information in whole or in part to anyone not specifically involved in the preparation of the Bidder’s proposal, unless written consent is secured from MLC prior to the said disclosure. The
  10. 10. Manitoba Lotteries Corporation Page 10 of 31 07-rfp-CN.629– Janitorial Services March 24, 2007 obligation of each Bidder to maintain confidentiality shall survive the expiration or the acceptance/rejection of their proposal and/or any resulting Contract/ Agreement(s) to supply the requirements of this RFP. 5.4 Conflict of Interest By the submission of a sealed proposal, the Bidder declares that the Bidder has no financial interest, directly or indirectly, in the business of any third party that would be or be seen to be conflict of interest in carrying out the requirements of this RFP. In the event an interest is acquired or the Bidder should be found to be in a potential conflict of interest during the performance of the requirements of this proposal, the Bidder shall be required to cure the conflict forthwith to MLC’s satisfaction, or shall be disentitled to any compensation under the Contract/ Agreement to supply the requirements of this RFP. 5.5 News Releases and Advertising News releases shall not be permitted regarding the awarding of, or terms and conditions of, any Contract/ Agreement without prior written approval of MLC. Bidder(s) shall not be permitted to use the name, logos or advertise association with MLC for any purpose without prior written approval of MLC. 5.6 Province of Manitoba Held Harmless The successful Bidder shall hold harmless the Province of Manitoba and MLC, officers of the corporation and members of the Board, their agents or employees from liability of any nature arising out of a claim or suit regarding the public liability, personal injury, property damage or worker’s compensation resulting from or that may arise out of the Bidder’s operations under the terms of any proposal or Contract/ Agreement. 5.7 Independent Contractor Relationship This RFP and any subsequent Contract/ Agreement is not intended to, nor shall create an employer- employee, principal-agent or a partnership relationship between MLC and the Bidder. The Bidder, as an independent contractor, shall be solely responsible for all matters relating to the statutory deductions of all taxes, employment insurance and Canada Pension and all licenses and permits which maybe or become required to perform the requirements of this RFP. The Bidder shall be solely responsible for all matters relating to leave, remuneration, Workers’ Compensation, insurance premiums and discipline. 5.8 Liability MLC shall not be liable for any injury to the Bidder, or to any officers, employees or agents of the Bidder, or for any damage to, or loss of property of the Bidder, or to the officers, employees or agents of the Bidder, caused by, or in any way related to the provision or delivery of the services or the terms of the Contract/ Agreement. Above clause does not apply if the injury, damage or loss was caused by the wrongful or negligent act of an officer or employee of MLC while acting within the scope of his or her employment. 5.9 Indemnity The Bidder shall use due care in the performance of the obligations under the Contract/ Agreement to ensure that no person is injured, no property is damaged or lost and no rights are infringed upon. The Bidder shall be solely responsible for: a) Any injury to persons (including death), damage or loss to property or infringement of rights caused by, or related to, the performance of the services or any term of the Contract/
  11. 11. Manitoba Lotteries Corporation Page 11 of 31 07-rfp-CN.629 – Janitorial Services March 24, 2007 Agreement, or the breach of any term or condition of the Contract/ Agreement by the Bidder, or the officers, employees, subcontractors or agents of the Bidder; and b) Any omission or wrongful or negligent act of the Bidder, or of the officers, employees, subcontractors or agents of the Bidder; and shall save harmless and indemnity MLC, its officers, employees and agents from and against all claims, liabilities and demands with respect to clauses (a) and (b). 5.10 Insurance The Bidder shall effect and maintain, at its own expense, throughout the term of the Contract/ Agreement: a) Comprehensive general liability insurance covering claims for injury, death or damage to property arising out of the Bidder or its officers, employees or agents providing services under the Contract/ Agreement, or as a result of any negligent acts or omissions of the Bidder or its officers, employees or agents. Such insurance shall provide coverage of not less than 2 million dollars ($2,000,000.00) per occurrence. b) Errors and omissions liability insurance covering errors, omissions or negligent provision of services under the Contract/ Agreement by the Bidder or its officers, employees or agents. Such insurance shall provide coverage of not less than 1 million dollars ($1,000,000.00) per occurrence. Without limiting or restricting the generality of the insurance above, such insurance shall: a) Name MLC, its officers, employees and agents as additional insured with respect to the services provided under the Contract/ Agreement; b) Be maintained for not less than twelve (12) months after completion of the services if the insurance policy is written on a claims-made basis, c) Require the insurer to give MLC at least thirty (30) days prior written notice if it intends to cancel or significantly reduce the coverage under the policy By setting the foregoing minimum coverage, MLC does not represent that such amount is adequate to cover all possible claims or losses of this kind and expressly disclaims such a representation. The Bidder acknowledges that it is solely responsible for determining the adequacy of its insurance coverage. The Bidder shall also, at its own expense, effect and maintain for the duration of its services all other insurance(s) required by law. All required insurance shall be underwritten by insurers acceptable to MLC. The Bidder shall be registered and in good standing with Workers’ Compensation Board of Manitoba, where applicable. Bidder shall provide MLC with supporting documentation for all applicable requirement(s) described herein, prior to commencement of any and all awarded undertakings. 5.11 Respect of Legislation The Bidder shall commit themselves to respect all legislation governing their sector of activity and those of their sub-contractors, including the current municipal, provincial, federal and international laws governing regulations and licensing requirements, and those likely to be modified or enacted during execution of the Contract/ Agreement. The laws of the Province of Manitoba shall govern any Agreement/ Contract resulting from this RFP and the Courts of Manitoba shall have sole and exclusive jurisdiction over any dispute or lawsuit. 5.12 Fiscal Funding Out Any Contract/ Agreement(s) resulting from this RFP document shall terminate without penalty at the end of MLC’s fiscal year (March 31) in the event that funds are not appropriated for the ensuring fiscal year. If funds are appropriated for a portion of the fiscal year, all Contract/ Agreement shall terminate without penalty at the end of the term for which funds were appropriated.
  12. 12. Manitoba Lotteries Corporation Page 12 of 31 07-rfp-CN.629– Janitorial Services March 24, 2007 5.13 Severability If any term, condition or requirement of this proposal is held invalid, unenforceable or illegal for any reason, the remainder of the Agreement/Contract shall continue to be valid and enforceable. 5.14 Personnel The Bidder warrants that its employees, agents and sub-contractors are competent and have the necessary skill training and qualifications to carry out the services in accordance with the RFP. The Bidder’s employees, agents or sub-contractors shall perform all responsibilities in a conscientious, respectful, expeditious and workmanlike fashion. The Bidder shall provide all necessary equipment and shall provide all necessary equipment and shall maintain said equipment in good and proper working condition. MLC may at any time by written notification to the Bidder require a particular person(s) employed or contracted by the Bidder be removed from this project. The Bidder shall immediately replace any such person(s) with a suitably qualified and skilled replacement as shall be acceptable to MLC. 5.15 Security Investigation All persons employed on MLC premises, in locations deemed security sensitive, shall have security clearance. The successful Bidder, their employees, agents and subcontractors may be subject to a security investigation. All information obtained shall be treated in strict confidentiality. 5.16 Suspension of Work MLC may at any time, in its sole discretion, suspend the work for a specified or unspecified time by written notice to the successful Bidder. Upon receiving notice of suspension, the successful Bidder shall immediately suspend all operations except those, which in MLC’s opinion are necessary to preserve, care for and protect the work. The successful Bidder shall only be entitled reimbursement for its reasonable, proper and actual expenses incurred in protecting, caring for and preserving the work. In the event that work is suspended as a result of the Bidder not performing as contracted, MLC in its sole discretion, reserves the right to withhold, in whole or part, any payment due the Bidder until the breach has been rectified to the full satisfaction of MLC. If the Bidder cannot rectify the breach to MLC’s satisfaction, MLC reserves the right to remedy the solution in the manner of its own choosing and at the Bidder’s expense. 5.17 Liens, Claims and Encumbrances Bidder warrants and represents that all the goods, materials and/or services supplied shall be free and clear of all liens, claims and encumbrances of any kind. 5.18 Infringements Bidder warrants that MLC’s purchase, installation and/ or use of the goods and/or services covered hereby shall not result in any claim of infringement, or actual infringement of any patent, trademark, copyright, franchise or other intellectual property right. Bidder shall indemnify and hold MLC harmless from and against all claims, losses, expenses, damages, causes of action and liabilities of every kind and nature, including without limitation reasonable attorney’s fees (without waiver of Bidder’s obligation to indemnify MLC hereunder), arising from or out of any breach of the foregoing warranty. 5.19 Ownership of Materials All material, information and data, in any form, provided to, or prepared by the successful Bidder pursuant to this Contract/ Agreement, together with all designs or materials capable of intellectual property protection, prepared, developed or created by the Bidder, its employees or agents during the performance of and/or pursuant to this Contract/ Agreement shall automatically become the property of
  13. 13. Manitoba Lotteries Corporation Page 13 of 31 07-rfp-CN.629 – Janitorial Services March 24, 2007 MLC. The successful Bidder may be entitled to copies of outcomes, but shall require MLC’s written consent for future use of any kind. Immediately upon completion of services and /or termination of the successful Bidder’s engagement, the Bidder shall deliver to MLC all elements aforementioned in the preceding paragraph without limitation. 5.20 Unforeseeable Event An unforeseeable event is anything which is beyond the control of the parties affected and which, by exercise of reasonable diligence by the parties aforementioned, could not be avoided including, but not limited to, the following: • Fire • Explosion • Action of the elements • Strikes • Rationing of materials • Adverse government decision; or • Act of God. • Neither the Bidder nor MLC shall be liable to the other for any delay in, or failure of, performance under the proposal due to an unforeseeable event. Any such delay in or failure or performance shall not constitute default or give rise to any liability for damages or either party. The existence of such causes of such delay or failure shall extend the period for performance to such extent as determined by MLC to enable complete performance by the Bidder provided reasonable diligence is exercised after the causes of delay or failure have been removed. 6.0 BIDDER INFORMATION AND QUALIFICATION 6.1 Bidder Qualifications (Mandatory) The bidder shall: • Be in good standing under The Corporations Act (Manitoba), or properly registered under The Business Names Registration Act (Manitoba), or otherwise properly registered, licensed or permitted by law to carry on business in Manitoba. • Be financially capable of carrying out the terms of the contract. • Have a written workplace safety and health program in accordance with The Workplace Safety and Health Act (Manitoba), if applicable. 6.2 Bidder Experience & Profile The Bidder shall provide: • A brief profile and history of the company • A brief description of services of a comparable scope provided to MLC and/or other companies within the past three (3) years. • Provide the contact name and current position of the person whom will be responsible for overseeing MLC contract requirements, in addition we ask you identify this individual past experience and skill set and how this would be beneficial in the execution of this contract. 6.3 References (Mandatory) Bidder shall provide a list of no less than three (3) references and descriptions of clients who have purchased goods and/or services of comparable scope, from the Bidder within the past three (3) years. MLC may contact these references; therefore include organization name, address, telephone number, contact person (name and title), date(s) when goods and/or service was provided, and a short narrative description.
  14. 14. Manitoba Lotteries Corporation Page 14 of 31 07-rfp-CN.629– Janitorial Services March 24, 2007 6.4 Bidder’s Sustainable Development Policy The Bidder is encouraged to provide information regarding their business activities that support sustainability in general terms with specific environmental improvements associated with the services to be offered to MLC. The Bidder should provide an overview of their commitment to sustainability. 7.0 CLEANING SPECIFICATIONS AND REQUIREMENTS 7.1 Overview The janitorial services requested include general office cleaning. This section provides an overview of all the tasks required to maintain the facilities in a neat and professional manner. A number of the tasks in this Specification Section are explained further in appendix C – Work Instructions. Information regarding the services, supplies and equipment required to perform the duties specified in this RFP are to be provided by the bidder. The information must include environmental considerations associated with the selected supplies and equipment. Bidder Response Forms are included with the RFP as Appendix B. 7.2 MLC Building Information The table below lists the current sites and square footage of the buildings to be maintained. Manitoba Lotteries Approximate Estimated Regular Corporation Square Footage Occupancy Office Hours Locations Corporate Office 830 Empress Street, Winnipeg, 20,100 75 Mon – Fri 8 AM – 5 PM Manitoba Corporate Office 842 Arena Road, Winnipeg, 30,536 100 Mon – Fri 8 AM – 5 PM Manitoba Training Centre/Human Resources 983/981 St. James Street, Winnipeg, 12,187 45 Mon – Fri 8 AM – 5 PM Manitoba 7.3 General Requirements Bidder shall clean MLC facilities in the evening hours, Monday to Friday inclusive. The cleaning time slots begin at 6:00 p.m. and terminate at 6:00 a.m. at all sites. Bidder shall maintain a Contractor Cleaning Log (Appendix D), which is to be completed on a daily basis indicating the work accomplished and addressing any situations or unusual occurrences or requirements. The Contractor Cleaning Logs shall be kept organized in a binder at each janitorial storage area to allow the Corporate Cleaning Supervisor to review work completed and identify areas requiring action. The contractor shall carry out such other daily, weekly, monthly, quarterly, biyearly or specific janitorial services as may be found necessary for the buildings and as requested by the Corporate Cleaning Supervisor.
  15. 15. Manitoba Lotteries Corporation Page 15 of 31 07-rfp-CN.629 – Janitorial Services March 24, 2007 7.4 Cleaning Requirements The services required are as follows: Cleaning Task Daily Weekly Monthly Quarterly Bi-Yearly Floors: Vacuum all carpets × Spot clean carpet × Wash/sweep warehouse floor × Wash tile & non-carpeted areas × Stripping, waxing, and re-sealing × Restrooms: Empty waste and sanitary containers, damp × wipe and install new bags. Clean sinks, toilets, and urinals × Clean partitions / door × Polish glass mirrors and hardware × Cleaning Task Daily Weekly Monthly Quarterly Bi-Yearly Restrooms: • Refill, as required hand soap, toilet × paper, paper roll towel and feminine hygiene dispensers. Wash vents × Clean Floor drains × Replace air freshener cartridges and (batteries × if required) Kitchens: Wash counter appliances × Wipe tables, countertops & seating areas × Dishwasher loading & unloading × Wipe fridge, vending machines, and × dishwasher Dispose garbage × Manage recycled products × Wipe interior of fridge × Doors, walls, partitions: Wash entrance doors × spot clean walls × Dust ledges, door jams, window sills × Polish interior door hardware, and kick plates × Dust pictures, diplomas, wall clocks, ventilating × louvers Dust Venetian and vertical blinds × Vacuum drapery, partitions, and carpeted walls × Boardrooms, offices & work stations:
  16. 16. Manitoba Lotteries Corporation Page 16 of 31 07-rfp-CN.629– Janitorial Services March 24, 2007 Cleaning Task Daily Weekly Monthly Quarterly Bi-Yearly Dust desk tops, file and overhead cabinet × surfaces Wipe Phones × Dispose garbage × Manage recycled products × Vacuum upholstered furniture × Wipe and polish furniture i.e., plastic, woods, × and chromes Wash resilient floors × Wash waste baskets × Exterior: Remove debris and litter × Empty waste containers (as required) × Wash waste containers and re-line × Empty ashtrays × Wash ashtrays × Report graffiti, vandalism and burnt out exterior × safety lighting Other: Maintain designated janitorial storage area × 7.5 Equipment Requirements All equipment required to complete services shall be supplied by the contractor. It is the contractor’s sole responsibility to maintain all equipment it requires to fulfill its obligations under the contract. It is the Contractor’s responsibility to ensure the equipment used in conjunction with this contract is safe. 7.6 Cleaning Supplies and Products 7.6.1 Cleaning Supplies All cleaning supplies required to complete services shall be supplied by the contractor. The contractor shall use environmental friendly cleaning products as define below: For cleaning products defined as all purpose/hard surface, industrial cleaner, toilet bowl, floor cleaner/degreaser, glass, carpet cleaner, spot and stain remover, the products shall meet the equivalent to or be certified by standard CCD-146, CCD-147, and CCD-148 Environmental Choice. For cleaning products defined as graffiti remover, drain cleaner, floor stripper, floor wax, and re-sealers the contractor shall disclose information regarding the hazardous ingredients present and the following: • The biodegradability of total product • Percent VOC in product • pH • Fragrance • Type of dye • Oral toxicity of product • Presence of optical brightener • Third party certification if available • No product shall contain ozone depleting substances. Floor sealers and finishes shall meet the flooring manufacturers’ requirements and be applied via approved methods. All cleaning products used at MLC should not contain hazardous ingredients (defined by the Canadian Environmental Protection Act) and therefore any unused or wasted cleaning product should not be
  17. 17. Manitoba Lotteries Corporation Page 17 of 31 07-rfp-CN.629 – Janitorial Services March 24, 2007 designated as a hazardous waste (as defined by the Canadian Environmental Protection Act and the Federal Transportation of Dangerous Goods Act). The successful bidder may be asked to provide cleaning product samples from time to time during the length of the contract. MLC reserves the right to reject any product. 7.6.2 Products The following products shall be supplied by the contractor. The contractor shall use environmental friendly products as define below and the products shall fit current dispensers. • Hand soap shall meet Environmental Choice standard CCD-104. • White toilet paper – SCA Main Street Brand 3” core jumbo roll (2 ply 100% recycled material with 20% post consumer waste paper content). • White non perforated paper roll towel – Kimberly Clarke Brand (1 ply 100% recycled content with 40% post consumer waste paper content). • Feminine hygiene products 7.7 WHMIS Requirements Contractor’s staff shall be trained to perform their duties in compliance with the associated legislation. A WHMIS compliant MSDS binder must be stored and accessible at the MLC locations. The contractor shall supply two (2) copies of the MSDS binder for each location within ten (10) working days of the contract award. One of the copies of the MSDS binder will be positioned in a mutually agreed location at each MLC site. 7.8 Additional Janitorial Services Activities such as building renovations may result in the need for additional janitorial services from time to time. Any additional cleaning services requested, will be treated as separate purchases and are not covered under this RFP. However, the bidders are asked to provide information on their ability to provide additional services. 7.9 Contract Implementation Bidder shall indicate in number of working days that are required to implement and to commence janitorial services upon the date of receipt of MLC Contract award. 8.0 COST (Mandatory) 8.1 Financial Proposal Bidders are requested to supply a firm price for a fixed duration to perform the janitorial services at each MLC location (830 Empress Street, 842 Arena Road, and 983/981 St. James Street). The price(s) quoted by the Contractor shall be firm for the length of the resulting Contract/ Agreement(s). All costs are to be included in the quoted monthly fee. MLC will provide coin operated dispensers for feminine hygiene products. Bidders are requested to supply a cost per hour rate for completing additional janitorial service. Costs shall be shown as outlined in Appendix B Bidder Response Form.
  18. 18. Manitoba Lotteries Corporation Page 18 of 31 07-rfp-CN.629– Janitorial Services March 24, 2007 8.2 Permissions, Permits, Licenses, and Insurance Contractor shall obtain and/or pay for all permissions, permits, licenses, and insurance required by MLC, MGCC, the Municipality, the Province of Manitoba or any other authority having jurisdiction where the awarded undertaking(s) is/are to be performed. 8.3 Currency & Taxes (Mandatory) All pricing is requested to be in Canadian funds. A detailed cost breakdown shall be provided with GST and Manitoba PST (if applicable) shown separately. If the Bidder is non-resident and legally authorized to collect GST and Manitoba PST, the Bidder is requested to provide MLC with their GST or Manitoba PST registration numbers with their proposal. MLC is required to pay all applicable federal and Manitoba provincial sales taxes and does not have exempt status. 8.4 Payment Terms The Bidder shall specify invoice terms and any applicable discounts for early payment. MLC standard payment terms are net thirty (30) days. Contractor will invoice each site on a monthly basis. There will be a specific billing format to be established with the contractor to provide continuity with MLC receiving and billing procedures. If the Income Tax Act (Canada) requires MLC to withhold a percentage of any amounts pursuant to any resulting Contract/ Agreement, and remit such percentage to Revenue Canada, MLC shall be entitled to so withhold and remit.
  19. 19. Manitoba Lotteries Corporation Page 19 of 31 07-rfp-CN.629 – Janitorial Services March 24, 2007 REQUEST FOR PROPOSAL (RFP) 07-rfp-CN.629 (Janitorial Services) APPENDIX A – BIDDER CERTIFICATION FORM
  20. 20. Manitoba Lotteries Corporation Page 20 of 31 07-rfp-CN.629– Janitorial Services March 24, 2007 APPENDIX A - BIDDER CERTIFICATION FORM I certify that I have the authority to bind the Bidder, indicated below, to the specifications, requirements, rights privileges, terms and conditions imposed in this RFP and offered in the Bidder’s proposal. By my signature on this document, the Bidder: Agrees to all of the RFP specifications, requirements, rights, privileges, terms and conditions. Agrees to all the RFP specifications, requirements, rights, privileges, terms and conditions, with minor amendments, as noted in the proposal. Does not agree to the RFP specifications, requirements, rights, privileges, terms and conditions. I understand that by not agreeing to the RFP specifications, requirements, rights, privileges, terms and conditions, with the exception of minor amendments, the Bidder’s proposal may result in being rejected as non-responsive. I further state that in making this proposal, neither the indicated Bidder nor the represented business entity have consulted with others, either directly, entered into any agreements or otherwise taken any action for the purpose of restricting or circumventing competition and that the Bidder has not knowingly made any false statements in it’s proposal of background statement. Name (Signature) Name (Printed) Title Business Entity Submitting Proposal Date
  21. 21. Manitoba Lotteries Corporation Page 21 of 31 07-rfp-CN.629 – Janitorial Services March 24, 2007 REQUEST FOR PROPOSAL (RFP) 07-rfp-CN.629 (Janitorial Services) APPENDIX B – BIDDER RESPONSE FORM Note: The purpose of Appendix B – Bidder Response Form is to ensure Bidders respond to the RFP in an identical manner. Bidders choosing to duplicate this form on their own computer system shall ensure that the MLC form is not changed in any manner. Complete answers are essential as evaluation ratings are based on the content and information provided by Bidders. The answers to the questions are a major part of the RFP evaluation process and incomplete and incomplete responses shall result in a loss of points and/or potential disqualification of the bid. Please complete each section and attach additional information if space is not sufficient. Any attachments shall reference the applicable numbered section.
  22. 22. Manitoba Lotteries Corporation Page 22 of 31 07-rfp-CN.629– Janitorial Services March 24, 2007 COMPANY NAME & ADDRESS Company Name Address Postal/Zip City/Town Province/State Code Telephone Facsimile E-mail Address 2.0 Process & Requirements Is bid in compliance with all clauses and requirements in this section? Yes No If no, explain the variance(s) in detail: 3.0 Proposal Evaluation, Selection & Award Is bid in compliance with all clauses and requirements in this section? Yes No If no, explain the variance(s) in detail: 4.0 MLC RFP Rights & Privileges Is bid in compliance with all clauses and requirements in this section? Yes No If no, explain the variance(s) in detail: 5.0 Terms & Conditions Is bid in compliance with all clauses and requirements in this section? Yes No If no, explain the variance(s) in detail: 6.1 Bidder Qualifications (Mandatory) Is your company in good standing under The Corporations Act (Manitoba), or properly registered under The Business Names Registration Act (Manitoba), or otherwise properly registered, licensed or permitted by law to carry on business in Manitoba? Yes No Comments: Is your company financially capable of carrying out the terms of the contract? Yes No Comments: Does your company have a written workplace safety and health program in accordance with The Workplace Safety and Health Act (Manitoba), if applicable? Yes No Comments: 6.2 Bidder Experience & Company Profile Is a brief profile and history of the company provided? Yes No Comments:
  23. 23. Manitoba Lotteries Corporation Page 23 of 31 07-rfp-CN.629 – Janitorial Services March 24, 2007 Is a brief description of any goods/services of a comparable scope provided to MLC and/or for other companies within the past 3 years provided? Yes No Comments: Provide the contact name and current position of the person whom will be responsible for overseeing MLC contract requirements? Yes No Comments: Identify the individuals passed experience and skill set and how this would be beneficial in the execution of this contract? Yes No Comments: 6.3 References (Mandatory) Is a list of no less than three (3) references and descriptions of clients who have purchased goods and/or services of a comparable scope, from the bidder within the past three years provided? Yes No Comments: 6.4 Bidder’s Sustainable Development Policy Is information regarding business activities that support sustainability in general terms and with specific environmental improvements associated with the goods or services being offered to MLC provided? Yes No Comments: 7.0 Cleaning Specifications and Requirements Is bid in compliance with all clauses and requirements in this section? Yes No If no, explain the variance(s) in detail: 7.9 Contract Implementation Indicate the number of working days required to implement and to commence janitorial services upon the receipt of MLC contract award? Yes No Number of working days required: 8.0 Cost (Mandatory) Is bid in compliance with all clauses and requirements in this section? Yes No If no, explain the variance(s) in detail:
  24. 24. Manitoba Lotteries Corporation Page 24 of 31 07-rfp-CN.629– Janitorial Services March 24, 2007 8.1 Financial Proposal (Mandatory) Year 1: Qty MLC Service Locations: Monthly Cost Extended Cost 12 months 830 Empress Street 12 months 842 Arena Road 12 months 981-983 St James Street Sub-Total PST GST Total Year 2: Qty MLC Service Locations: Monthly Cost Extended Cost 12 months 830 Empress Street 12 months 842 Arena Road 12 months 981-983 St James Street Sub-Total PST GST Total Year 3: Qty MLC Service Locations: Monthly Cost Extended Cost 12 months 830 Empress Street 12 months 842 Arena Road 12 months 981-983 St James Street Sub-Total PST GST Total First 12 Month Optional Period (Year 4) Qty MLC Service Locations: Monthly Cost Extended Cost 12 months 830 Empress Street 12 months 842 Arena Road 12 months 981-983 St James Street Sub-Total PST GST Total Second 12 Month Optional Period (Year 5): Qty MLC Service Locations: Monthly Cost Extended Cost 12 months 830 Empress Street 12 months 842 Arena Road 12 months 981-983 St James Street Sub-Total PST GST Total
  25. 25. Manitoba Lotteries Corporation Page 25 of 31 07-rfp-CN.629 – Janitorial Services March 24, 2007 Additional Janitorial Services Hourly Labour Rates Description of Work Year 1 Year 2 Year 3 First 12 Second 12 Hourly Rate Hourly Rate Hourly Rate Month Optional Month Optional Period (Year 4) Period (Year 5) Hourly Rate Hourly Rate Large clean-ups-per person Monday to Friday 8:00 a.m. to 5:00 p.m. Large clean-ups-per person Monday to Friday 5:00 p.m. to 8:00 a.m. Large clean-ups-per person Saturday & Sunday 8:00 a.m. to 5:00 p.m. Large clean-ups-per person Saturday & Sunday 5:00 p.m. to 8:00 a.m.
  26. 26. Manitoba Lotteries Corporation Page 26 of 31 07-rfp-CN.629– Janitorial Services March 24, 2007 REQUEST FOR PROPOSAL (RFP) 07-rfp-CN.629 (Janitorial Services) APPENDIX C – Work Instruction
  27. 27. Manitoba Lotteries Corporation Page 27 of 31 07-rfp-CN.629 – Janitorial Services March 24, 2007 1) Sweep or Dust Mopping – consists of the removal of loose soil and/or debris from resilient floor surfaces, generally using a dust cloth or dust mop. 2) Wet Mop or Wash – consists of applying a cleaning solution to the floor, agitating it with the mop to clean off marks or encrusted soil, removing the solution by mop or wet vacuum, rinsing and drying floor. All reusable mop heads shall be laundered on a regular basis. 3) Damp Mop – consists of applying a clean mop, well wrung-out of solution, with the purpose of removing light dust and spillage left after sweeping or dust mopping. 4) Spray Buffing – consists of spraying on a clean resilient floor, a spray and/or buffing solution, using a floor machine and an abrasion pad to clean off black marks and scuffing, and to polish the surface. Care shall be taken not to spray solution on baseboards or furniture. Spray buffing is followed by a dust mopping to remove fine dust generated during the former process. 5) Strip & Refinish flooring - consists of the following: • All furniture shall be moved in order to clean under pedestal • Stripping compound shall be used as per manufacturer’s label • All wax and build-up shall be removed • Floor shall be rinsed clean and clear • One coat sealer minimum shall be applied • At least two coats of high quality finish shall be applied which shall be suitable for the area being covered. Corridors and entrances, etc. shall receive at least three coats of finish • Baseboards and furniture legs shall be cleaned 6) Vacuuming – consists of vacuuming all carpet surfaces plus using a crevice tool to clean corners, around furniture and along baseboards, etc. Daily vacuuming will consist of complete hallways, office traffic lanes and desk wells and the pick-up of litter in the remaining areas to present a clean appearance. Once weekly, vacuuming will consist of vacuuming the complete carpeted area as previously described and the lifting and vacuuming under and replacement of plastic carpet protection mats under desk chairs. 7) Spot clean carpets - consists of assessing the type of the type of stain and the type of carpet to select the proper treatment. All stains (location and size) that cannot be removed should be recorded in the daily log 8) Sealing and/or finishing a floor – consists of the application of one coat of a floor sealer (after stripping) right up to the baseboards. Finishing comprises of 2 or 3 coats. Each of the 2 or 3 coats of floor finish shall be cross hatched (applied across in opposite directions) with only the final coat applied up to the baseboards. Baseboards shall not be covered with finish and shall be wiped clean of all splash marks following sealing and finishing application. 9) Waste and recycling programs – Contractor shall participate in MLC’s waste and recycling programs. Materials placed in recycling bins shall be gathered and deposited in the designated recycling pick up areas as identified at each site. Garbage shall be deposited in plastic garbage bags and placed in outdoor garbage collection bins. Waste is not to be stored in designated janitor storage areas under any circumstances. Recycling bins and garbage containers shall be kept clean and lined if required. Garbage bags required for the waste program must be supplied by the contractor. Clear bags are required for the collection of materials associated with the recycling program. 10) Drain maintenance - Pour a pail (1 gallon) of clean hot water into all floor drains. 11) Security - Lock all doors and windows upon leaving. Set alarms and telephone security if applicable. Report any unusual occurrences immediately. Report to MLC Security Department as required. Specific security procedures will be directed to the successful contractor. 12) Contractor shall maintain all storage areas and janitorial rooms in a neat and organized manner, free of clutter and debris. Cleaning cloths are to be kept clean and laundered on a regular basis. Contractor shall not leave wet mops standing pails of water/cleaner at any time. After use, the mop
  28. 28. Manitoba Lotteries Corporation Page 28 of 31 07-rfp-CN.629– Janitorial Services March 24, 2007 heads must be thoroughly rinsed thoroughly of any cleaning solution and dirt, rung out and hung to dry to prevent bacteria growth. Mop heads must be replaced when needed. 13) The service providers will not be allowed to bring unauthorized persons into the building. As noted in 5.15 of the Janitorial Services RFP all persons employed on MLC premises shall have security clearance.
  29. 29. Manitoba Lotteries Corporation Page 29 of 31 07-rfp-CN.629 – Janitorial Services March 24, 2007 REQUEST FOR PROPOSAL (RFP) 07-rfp-CN.629 (Janitorial Services) APPENDIX D – Contractor Cleaning Log
  30. 30. Manitoba Lotteries Corporation Page 30 of 31 07-rfp-CN.629– Janitorial Services March 24, 2007 Contractor Cleaning Log Date: Location: Cleaning Staff Names: Check mark for the services completed Cleaning Task Daily Weekly Monthly Quarterly Bi-Yearly Floors: Vacuum all carpets Supply & maintain mats Spot clean carpet Wash/sweep warehouse floor Wash tile & non-carpeted areas Stripping, waxing, and re-sealing Restrooms: Empty waste and sanitary containers, damp wipe and install new bags. Clean sinks, toilets, and urinals Clean partitions / door Polish glass mirrors and hardware Restrooms: Refill hand soap, toilet paper, paper roll towel, and Feminine hygiene dispensers. Wash vents Clean Floor drains Replace air freshener cartridges and (batteries if required) Kitchens: Wash counter appliances Wipe tables, countertops & seating areas Dishwasher loading & unloading Wipe fridge, vending machines, and dishwasher Dispose garbage Manage recycled products Wipe interior of fridge Doors, walls, partitions: Wash entrance doors spot clean walls Dust ledges, door jams, window sills Polish interior door hardware, and kick plates Dust pictures, diplomas, wall clocks, ventilating louvers Dust Venetian and vertical blinds Vacuum drapery, partitions, and carpeted walls Boardrooms, offices & work stations: Dust desk tops, file and overhead cabinet surfaces Wipe Phones Dispose garbage Manage recycled products
  31. 31. Manitoba Lotteries Corporation Page 31 of 31 07-rfp-CN.629 – Janitorial Services March 24, 2007 Cleaning Task Daily Weekly Monthly Quarterly Bi-Yearly Vacuum upholstered furniture Wipe and polish furniture i.e., plastic, woods, and chromes Wash resilient floors Wash waste baskets Exterior: Remove debris and litter Empty waste containers (as required) Wash waste containers and re-line Empty ashtrays Wash ashtrays Report graffiti, vandalism and burnt out exterior safety lighting Other: Maintain designated janitorial storage area Issues and comments: Notes to MLC Cleaning Supervisor:

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