Janitorial Services at Environment and Climate Change Canada at the National Hydrology Research Centre and the Prairie Northern Wildlife Research Centre

The Contractor will supply all materials, cleaning supplies, equipment, labour, and supervision as necessary to provide custodial services for Environment and Climate Change Canada (ECCC) at the National Hydrology Research Centre (NHRC) at 11 Innovation Boulevard, Saskatoon, Saskatchewan S7N 3H5 and Prairie Northern Wildlife Research Centre (PNWRC) at 115 Perimeter Road,

Saskatoon, Sasketchewan S7N 0X4 as detailed herein during the period of the contract.

Contractor Mandatory Requirements before contract start date:

1. The Contractor must supply to the Technical Authority documented proof of Workplace Hazardous Material Information System (WHMIS) training for all staff working or who may work onsite, paper copy or digital format.
2. The Contractor must supply to the Technical Authority a copy of its employee training program, describing the type of training and duration required to perform necessary work tasks, safety protocols and equipment operation, paper copy or digital format.
3. The Contractor must supply to the Technical Authority a copy of its Occupational Health and Safety Program, paper copy or digital format.
4. The Contractor must supply to the Technical Authority documented Standard Operating Procedures for all work tasks to be performed by staff working onsite to fulfil the terms of this Contract, paper copy or digital format. Standard Operating Procedures are defined as step-by-step instructions, prescribed methods, to be followed routinely in the performance of work tasks to ensure safe, consistent and quality output that meet the standards of this contract, paper copy or digital format.
5. The Contractor will ensure that all staff working onsite adhere to the Canadian and Saskatchewan Occupational Health and Safety Regulations, Canadian Labor Code, National Fire Code, and any applicable regulatory codes while performing their work tasks.

Contractor Staff Requirements:

1. The Contractor must supply, at a minimum, one full time dayshift cleaner starting at 8:00AM (08:00 HRS) and ending at 4:30PM (16:30 HRS), with a 30 minute lunch break from 12:00PM to 12:30PM. The full-time dayshift cleaner will be considered as the onsite cleaning supervisor of the dayshift and evening shift cleaning staff for both the NHRC and PNWRC. The cleaning supervisor will be the first point of contact for direction or instruction in issues pertaining to building cleaning, deficiencies in performance, cleaning staff conduct and inspection of cleaning standard adherence issues with the Technical Authority or designate. The full time dayshift cleaning supervisor must be able to communicate fluently and effectively in English for verbal, written and electronic formats, this is very important to ensure the contract communication is clear to all parties. This will be cleared by Technical Authority or designate within the first 30 days from contract award in working with the dayshift cleaning supervisor and evaluating their communication abilities in English. The cleaning supervisor and/or company manager will receive an email from the Technical Authority stating approval or not of the dayshift cleaning supervisor.
2.  All cleaning staff must also be able to read and communicate in English to ensure their Health and Safety and that of all building personnel. The Contractor must supply, at a minimum, two cleaning staff persons, per building, (amount of cleaning staff over the minimum of two required after hours to be determined by the contractor to ensure all duties required are met as per contract) for the evening shift at NHRC and PNWRC. It is part of NHRC and PNWRC policy that no cleaning staff are to work alone in the building past 4:00PM (16:00 HRS) Monday to Friday and no cleaning will take place later than 9:00PM (21:00 HRS).
3. In the event of cleaning services provided outside of the Monday to Friday cleaning hours, including weekends and statutory holidays, a minimum of two cleaning staff must be provided and pre-approved by the Technical Authority or designate.
4. Any cleaning personnel not acceptable to the Technical Authority or designate because of incompetence, improper conduct, communication difficulty, policy violation or being a security risk will be removed from the work site and replaced by the Contractor immediately.
5. The Contractor will provide stand by cleaning staff in the event that assigned regular cleaning staff are unable to provide services to NHRC or PNWRC. The Contractor must send an email as soon as normally possible to the Technical Authority or designate of any staff absenteeism and fill in of stand by personnel, then provide a follow up email notification of the situation and what was done to correct it within 24 hours. The Contractor will be required to supply the names of security cleared designated stand by personnel to the Technical Authority at start of the contract. Any changes to the list of stand by personnel must be updated when they take place and supplied in email written form to the Technical Authority within 24 hrs of the change.
6. All Contractor personnel involved in this contract must be fully conversant in English in verbal, written and electronic communications. Any Contractor staff failing to meet this requirement cannot work onsite at the NHRC or PNWRC, this is for Health and Safety reasons for both Contractor staff and all building personnel, potential emergency situations, fire evacuations, signs posted on doors, etc.
7. The Contractor must supply sufficient, security cleared staff to ensure that all cleaning requirements and frequencies are adhered to at all times. In the event personnel have not been previously security cleared, such as sub-contractors, or the security of the building is compromised (ex. necessary to leave building doors open after hours), the costs of hiring Commissionaires to provide security will be borne by the Contractor. Subcontractors working on behalf of the Contractor cleaning company will need to be escorted onsite at all times by a Contractor staff person who has valid security clearance and is familiar with the site in accordance with the terms of this Contract.

Formal Hours of Work:

1. Any cleaning services required and/or requested outside of the Monday to Friday hours of work must be pre-approved by the Technical Authority or designate.
2. Evening shift start and end time for NHRC and PNWRC is 4:00PM (1600 HRS) TO 9:00PM (2100 HRS)

NHRC:

1. Monday to Friday cleaning services shall commence no earlier than 8:00 AM (08:00 HRS) and be completed by no later than 9:00 PM (21:00 HRS.) unless prior approval by the Technical Authority.

PNWRC:

1.  Monday to Friday cleaning services shall commence no earlier than 3:00 PM (15:00 HRS) and be completed by no later than 9:00 PM (21:00 HRS), with the exception of services completed by the dayshift cleaning supervisor.
2. Enforcement offices 201, 210, 213, 214, 215 and 252 will be cleaned between 3:00PM (15:00 HRS) and 4:00PM (16:00 HRS) daily. Cleaning of these offices must be completed PRIOR to 4:00PM.

Contractor Cleaning Schedule:

Within sixty (60) days of award of this Contract, the Contractor must supply a written cleaning schedule detailing, how many staff will be provided with their start and end of shift times, when and by whom the work described in the NHRC and PNWRC Cleaning Requirements will be completed and the Frequencies Schedule of the work. This can be worked on together with input from the Technical Authority or designate.

The Contractor cleaning schedule must detail each task to be completed:

1. What time of the day, and by whom for daily tasks.
2. Which day of the week, and by whom for weekly and twice weekly tasks.
3. Which week on the month, and by whom for monthly tasks.
4. Which month of the year, and by whom for quarterly, semi-annual and annual tasks.

Failure to provide the described cleaning schedule within sixty (60) days of the contract award may result in termination of the Contract.

 Mandatory Site Visit

It is mandatory that the Bidder or a representative of the Bidder visit the work site. Arrangements have been made for the site visit to be held at at the National Hydrology Research Centre (11 Innovation Boulevard, Saskatoon, Saskatchewan S7N 3H5) and the Prairie Northern Wildlife Research Centre (115 Perimeter Road, Saskatoon, Saskatchewan S7N 0X4) on February 17, 2021. The site visit will begin at 11:00 AM CST in the main meeting room of the National Hydrology Research Centre.

Bidders must communicate with the Contracting Authority (heidi.noble@canada.ca) no later than February 16, 2021 by 11:00 AM CST to confirm attendance and provide the name(s) of the person(s) who will attend. Bidders will be required to sign an attendance sheet. Bidders should confirm in their bid that they have attended the site visit. Bidders who do not attend the mandatory site visit or do not send a representative will not be given an alternative appointment and their bid will be declared non-responsive. Any clarifications or changes to the bid solicitation resulting from the site visit will be included as an amendment to the bid solicitation.