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HomeMy WebLinkAboutFCS-11-178 - Q11-044 - Janitorial ServicesREPORT TO:Committee of the Whole DATE OF MEETING: 2011-10-24 SUBMITTED BY: Larry Gordon, Director of Supply Services, 2214 PREPARED BY: Steve Rudak, Buyer, 2213 WARD(S) INVOLVED: 9 DATE OF REPORT: 2011-09-21 REPORT NO.: FCS-11-178 SUBJECT: Q11-044 Janitorial Services Kitchener Memorial Auditorium RECOMMENDATION: That Quotation Q11-044 Janitorial Services Kitchener Memorial Auditorium, be awarded to McQueen Maintenance Inc., Georgetown,Ontario, at their quoted price of $106,420., plus H.S.T. of $13,834.60, for a total of $120,254.60, with an option to renew for three (3) additional twelve (12) month terms. BACKGROUND: The Kitchener Memorial Auditorium Complex (Dom Cardillo Arena) is currently cleaned by part- time staff after Kitchener Rangers games and other events. There have been a number of issues related to part-time staff and cleaning in general so it was decided to investigate the potential to contract out for post event cleaning. The Aud staff are recommending contracting out for the following reasons: Part-time staff turnover and absenteeism Challenging to maintain the 24 hr part-time maximum during busy weeks Difficult to find staff willing to work late at night Inconsistent quality of work requiring repeat cleaning in some areas Cleaning The Aud after a major event typically takes ten to twelve part-time staff members up to ten hours. The average cost of cleaning the Dom Cardillo stands, main concourse and support areas with part-time staff is $1,675. per event. This cost does not include re-cleaning which varies from event. The estimated spend to contract out the cleaning is $1,773. per event, based on 60 events per year. ï ·÷ ó ï Contracting out this service will add value by providing a high level of cleaning of suites and other ancillary spaces. Utilizing contracted cleaners will eliminate problems as outlined and will result in improved overall cleanliness of the venue. REPORT: The Quotation was advertised publicly on the City of Kitchener website and the Internet through the Ontario Public Buyers Electronic Tendering Information System. Forty-six (46) potential bidders downloaded tender documents, thirteen (13) vendors attended the pre-bid meeting on August 17, 2011, and by the closing date of August 31, 2011, nine (9) quotations had been received. The following quotations were received: Bid PriceAdjusted Bid Price Kleenway Services Toronto ON $ 59,261.72 Impact Cleaning Services Inc. Etobicoke ON $ 89,302.17 $ 89,302.00 McQueen Maintenance Inc. Georgetown ON $ 120,254.60 * Omni Facility Services Canada Ltd. London ON $ 134,232.24 $ 134,910.24 Housekeepers of Canada Inc. Kitchener ON $ 152,617.80 Bee-Clean Building Maintenance London ON $ 107,607.48 $ 154,317.24 M&T Building Maintenance Guelph ON $ 4,164.05 $ 154,848.00 Team Solutions Markham ON $ 236,204.35 $ 236,390.08 Toure Cleaning Services Toronto ON $ 229,164.00 $ 357,984.00 The two low bids received from Kleenway Services and Impact Cleaning Services Inc. did not comply with the requirement of five (5) years experience in managing and cleaning operations of large sports venues. Quotations were reviewed by K. Kugler, Manager of The Aud, D. Barry, Supervisor Building Operations, J. Coulter, Supervisor Events, and S. Rudak, Buyer who concur with the above recommendation. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Theme: Financial Management Strategic Direction: Ensure responsible use of public funds within a supportive policy framework. The City of Kitchener’s purchasing policies and practices ensure openness, fairness and transparency in the procurement of goods and services. FINANCIAL IMPLICATIONS: Funding will be provided from cost centre 6513100 – ENT/KMAC//EVENT OPERATIONS ï ·÷ ó î COMMUNITY ENGAGEMENT: Not applicable Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate Services ACKNOWLEDGED BY: ï ·÷ ó í