HomeMy WebLinkAboutFCS-15-122 - T15-040 Janitorial Services Kitchener Memorial Auditorium
REPORT TO: Committee of the Whole
DATE OF MEETING: 2015-08-24
SUBMITTED BY: Michelle Palmer-Novakovic, Director of Supply Services
519-741-2200 ext. 7214
PREPARED BY: Steve Rudak, Buyer, 519-741-2200 ext. 7213
WARD(S) INVOLVED: Ward 10
DATE OF REPORT: 2015-06-15
REPORT NO.: FCS-15-122
SUBJECT: T15-040 Janitorial Services: Kitchener Memorial Auditorium
___________________________________________________________________________
RECOMMENDATION:
That Tender T15-040 Janitorial Services: Kitchener Memorial Auditorium, be awarded to
McQueen Maintenance Incorporated, Georgetown, Ontario, at their tendered price of
$101,880.00, plus H.S.T. of $13,244.40, for a total of $115,124.40, with an option to renew
for four (4) additional twelve (12) month terms.
BACKGROUND:
The Kitchener Memorial Auditorium Complex (Dom Cardillo Arena) requires janitorial services
immediately following Kitchener Rangers games, concerts and other events. This contract
provides for the labour, materials, and equipment to successfully complete event clean-up within
eight hours of the event of all areas including the arena, washrooms, lounges, stairwells,
entrances and suites. This timely service enables event set-up conversion by City staff to
facilitate a smooth transition between events scheduled concurrently.
The contract is based on fixed unit prices for the various spaces to be cleaned within the facility.
The estimated spend to contract out the cleaning is $1,773. per event, based on 60 events per
year.
The average annual spend over the past four (4) years has been $93,153.75. The actual spend
will depend on the level of activity throughout the term of the contract.
REPORT:
Tenders were advertised publicly on the City of Kitchener website and the Internet through the
Ontario Public Buyers Electronic Tendering Information System. Documents were downloaded
by twelve (12) interested parties, and by the closing date of Thursday June 4, 2015, three (3)
tenders had been received.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
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The following tenders were received: Bid Price
McQueen Maintenance Incorporated Georgetown, ON $115,124.40*
GDI Services (Canada) LP Kitchener, ON $123,486.40
Impact Cleaning Services Limited Toronto, ON $205,533.44
The unit prices for janitorial services have increased 17.5% from the 2011 tendered pricing.
The tender was reviewed by J. Coulter, Supervisor Operations, 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:
The net cost for this tender (A), is fair and reasonable for a project of this scope and the upset limit is
within the funding available (B) for this project. Funding for this project is included within the approved
operating budget. The estimated surplus (D) will remain within the account.
Estimated Cost
Tender T15-040 costs, including HST 115,124.40
less: HST rebate on tender (13,244.40)
Net Cost Being Awarded 101,880.00 A
Projected Costs
Estimated Cost 101,880.00 C
2014 Funding Available for this Tender 105,000.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C)
3,120.00 D
COMMUNITY ENGAGEMENT:
INFORM - Potential vendors are informed of bid opportunities through the public posting of bid
documents as outlined in the City’s Purchasing By-Law. Vendors, local media and the general
public are informed of purchasing recommendations to Council through the public reports which
are included with the Council agenda the week prior to the Council meeting.
ACKNOWLEDGED BY:
Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services
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