Commercial Cleaning Services at the Embassy of Canada in Tokyo, Japan

Requirement

Global Affairs Canada has a requirement for commercial cleaning services to be performed at the Embassy of Canada in Tokyo, Japan. The Embassy is a multi-use facility covering roughly 5,000 square meters with a floor area of 18,229 square meters. The facility consists of 7 levels above ground and 3 levels below ground, which includes offices, residences, representational space, and recreational facilities. The existing full time janitorial work force for this location is comprised of a supervisor and four cleaning personnel. 

The range of required cleaning services includes regularly scheduled services of various frequencies (e.g. daily, weekly, monthly, quarterly, and annually) and periodical services on an “as and when requested” basis and will include the contractor providing all necessary labour, supervision, materials, consumables, transportation, tools, uniforms and equipment necessary to perform the required work.

The work will be performed at the Embassy of Canada in Tokyo, Japan.

The contract is tentatively set to begin on 01 July 2017 for a period of one (1) year. The contract includes four (4) additional option periods of one year each.

The solicitation contains a security requirement for contractor personnel working on site in Tokyo, Japan. The successful bidder, its proposed resources and/or subcontractors who require security clearance will be sponsored by DFATD to obtain the required clearances before award of contract.

Mandatory Technical Evaluation Criteria

MT1 Overview of the Bidder

The Bidder must provide the following information:

1. Official company legal name;
2. Company address;
3. Laws under which the company is registered or formed; and,
4. An account manager including name, title and phone number (email address, if available).

MT2 Experience of the Bidder

The Bidder must possess minimum five (5) years of experience within the last ten (10) years from the bid closing date in providing commercial cleaning services on projects of similar size and scope to the requirement identified in Annex “A” Statement of Work of the bid solicitation document.

Each project of similar size and scope is defined as follows:

(a) A minimum duration of twelve (12) consecutive months;

(b) A minimum total floor space are of 10,000 square meters (m²); and,

(c) A space of similar use or type (i.e. office space).

A customer reference must be provided including contact person, name, title and telephone number (e-mail address if available). References may be contacted for verification purposes

Basis of Selection

Bids will be assessed in accordance with the entire requirement of the bid solicitation document including the technical (mandatory and point rated) and financial evaluation criteria.

The responsive bid with the lowest evaluated price will be recommended for award of contract. 

Mandatory Site Visit

It is mandatory that a representative of the Bidder visit the work site. Arrangements have been made for a tour of the work site at the Embassy of Canada in Tokyo, Japan on 05 April 2017 at 10:00am. Bidders must communicate with Canada’s Representative no later than two (2) working days before the scheduled visit to confirm attendance. A maximum of two (2) representatives per bidder will be permitted to attend. Bidders who do not confirm attendance and provide the name(s) of the person(s) who will attend as required will not be allowed access to the site. Bidders will be requested to sign an attendance form. Bidders who do not attend will not be given an alternative appointment and will be precluded from submitting a bid. Any clarifications or changes to the bid solicitation resulting from the site visit will be included as an amendment to the bid solicitation.

Distribution of Solicitation Documents

The solicitation documents are available on request to Canada’s Representative at: nathaniel.lyon@international.gc.ca

The Crown retains the right to negotiate with suppliers on any procurement.

Documents may be submitted in either official language of Canada.