HomeMy WebLinkAboutCSD-11-165 - Janitorial Services for KMAC
Staff Re opt
PREPARED BY: Dave Barry, Supervisor of Arenas, 741-2546
Keith Baulk, Director of Enterprise, 741-2393
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REPORT TO: Committee of the Whole
DATE OF MEETING: November 14, 2011
SUBMITTED BY: Jeff Willmer, Deputy CAO Community Services, 741-2325
WARD(S) INVOLVED: 9
DATE OF REPORT: November 8, 2011
REPORT NO.: CSD-11-165
SUBJECT: Janitorial Services for Kitchener Memorial Auditorium
Complex
RECOMMENDATION:
For Information Only.
BACKGROUND:
Council met on October 24t", 2011 and considered tenders presented by Larry Gordon, Director
of Supply Services. There were some concerns and questions related to the tender for
contracted cleaning services for post event cleaning of the Dom Cardillo Arena at the Kitchener
Memorial Auditorium Complex.
Council had some questions regarding the qualifier requiring 5 years experience and this report
addresses those questions. Legal asked for more time to consider any human resource
implications. Upon further consideration by Legal and appropriate staff the potential for any
human resource issue has been addressed.
REPORT:
Staff established the 5 year qualifier for a number of reasons. The post event cleaning process
is relatively complex compared to a standard office or small community centre for the following
reasons:
• volumes are significant and require a relatively large staff compliment who can clean the
building within a quick timeframe
• there is significant variance in waste (i.e. dirt, paper, pop etc) that requires variable
cleaning methods
• there is inconsistency in the schedule which is fully understood by an experienced
contractor
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• there is a diversity of type of events causing both heavy and light waste outputs
The two low bidders did not have the 5 years experience cleaning large sport venues required in
the specifications. This experience is important because in staff's opinion, neither company
demonstrated they have a full understanding of the requirements as their staffing allotment and
timeframe provided to clean the capacity to clean the building was too low. One bid had 7 staff
deployed and the other had 12 staff deployed to clean the building in 5 hours. In staff's opinion,
based on our experience, 10 to 12 staff are required fora 10 hour period and this does not
include cleaning the suites, meeting rooms or the restaurant.
Finally, in this case staff feel the 5 year qualifier was an important element of the quotation. A
qualifier, such as experience eliminates those companies who do not fully understand the task
or expectations and as a result, provide a bid in a manner that can not produce the expected
results. Our experience is winning bidders who have bid too low begin to cut corners and the
outcomes do not meet expectations.
In staff's opinion, the qualifier is critical to prevent the City from legal issues and ensures we will
contract with an experienced contractor who fully understands the task and has quoted a rate
that will deliver the expected results
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The report aligns with the Financial Management aspect of the strategic plan by ensuring
responsible use of public funds within a supportive policy framework. The City'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.
COMMUNITY ENGAGEMENT:
Not applicable.
ACKNOWLEDGED BY: Jeff Willmer, Deputy CAO, Community Services Department
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