Janitorial Services for the Canadian Conservation Institute

Please ensure that if the notice falls within the bounds of the Comprehensive Economic and Trade Agreement (CETA), include the following requirements in the description:

Duration of contract: ( (2023-02-01) à (2025-01-31)

The Department of Canadian Heritage is seeking to establish a contract for Janitorial Services for the Canadian Conservations Institute as defined in Annex “A”, Statement of Work, for an initial period from 1 February 2023 until 31 January, 2025 and four (4) option periods of one year each.

MANDATORY TECHNICAL CRITERIA

M1

The Bidder must confirm the name of the authorized representative that represented the bidder at the mandatory site visit at the Canadian Conservation Instituted on 1030 Innes Road, Ottawa, ON K1B 4X7

As indicated in section 2.7, 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.

M2

The Bidder must demonstrate that their firm has at least 5 years within the last 7 years from the date of bid closing of experience in “Commercial/Institutional Janitorial Cleaning in High Cleanliness areas”* with a scope of work similar to the one described in Annex A – Statement of Work for a cleanable area of at least 6,500 square meters.

*Commercial/institutional janitorial cleaning in high cleanliness areas refers to special purpose buildings such as universities (i.e.: science buildings with laboratories), research centres, laboratories, production facilities, hospitals or pharmaceutical industry buildings that require specialized attention due to hazardous substances present and daily cleaning around highly sensitive equipment and/or machinery.

For each contract the Bidder must provide the:

1. Name of the client;
2. Contract location address;
3. An explanation of how the facility cleaned under the contract can be considered under the category of “Commercial/Institutional Janitorial Cleaning in High Cleanliness areas”
4. Client contact name, phone number and email;
5. The role the client contact played during the contract;
6. Start and end date of contract;
7. Approximate size in square meters of the cleanable area for the contract;
8. Description of the work performed; and,

Composition of the cleaning team (number of people, roles)

M3

Site Supervisor:

The Bidder must demonstrate that the person who is identified as the Site Supervisor has a minimum of 2 years of consecutive experience within the past 5 years from the date of bid closing acting as a Site Supervisor for a janitorial service that is similar in scope to the work described in Annex A, Statement of Work

AND

Back-up Site Supervisor:

The Bidder must demonstrate that the person who is identified as the Back-up Site Supervisor has a minimum of 2 years of consecutive experience within the past 5 years from the date of the bid closing providing a janitorial service that is similar in scope to the work described in Annex A, Statement of Work of which they have held a role of Site Supervisor or Back-up Site Supervisor for a minimum of 3 months.

NOTE: PCH may contact the clients to verify the accuracy of the information submitted.

The Bidder must provide a detailed résumé for each proposed individual and include the following information for each project cited:

1. Name(s) of the client(s);
2. Contract location address(es);
3. Client(s) contact name(s), phone number(s) and email(s);
4. Start and end date(s) of contract(s);
5. Approximate size in square meters of the cleanable area of each contract;
6. Description of the work performed for each contract; and,
7. Composition of the cleaning team(s) for each contract (number of people, roles).

 POINT RATED TECHNICAL CRITERIA

RT1

LABORATORY CLEANING EXPERIENCE

From the contracts provided for MT2, provide any examples of contracts for which the Bidder has experience specifically in cleaning laboratories in the context of “Commercial/Institutional Janitorial Cleaning in High Cleanliness areas” (as defined in MT2) and how many months of experience this represents.

Rating scale:

0 points = 0 months of experience

5 points = 1 to 6 months of experience

10 points = 7 to 12 months of experience

12 points = 13 to 24 months of experience

15 points = More than 24 months of experience

The maximum number of points for this criterion is 15 points

There is no minimum number of points for this criterion.

RT2

QUALITY CONTROL AND INTERNAL PROCEDURES

The Bidder must provide a detailed description of each of their company’s policies/procedures for each of the following subjects:

1. Frequency of internal quality control policies’ Updates (3 points)
2. Training and Refresher training (3 points)
3. Supervision of personnel (4 points)
4. Equipment maintenance (2 points)
5. Strategy for maintaining work quality standards (4 points)
6. Health and Safety Strategy (4 points)

Points will be awarded for each item from a) to f) on the basis of detail and completeness of each answer.

The maximum number of points for this criterion is 18 points

There is no minimum number of points for this criterion.

RT3

The client contact from one of the contract examples provided by the Bidder in response to Mandatory Criterion MT2 will be used to evaluate the following criteria, by using the reference method.

Bidders must provide their choice of up to 3 references from the contracts cited in MT2 above.

For each reference, the Bidder must provide the:

1. Name of the company/organization
2. The name of the reference
3. The title of the reference at the time of the contract
4. The reference’s CURRENT contact coordinates (phone number, email address)

One of the client contacts will be chosen randomly by a member of the PCH evaluation team. The client contact will be invited to evaluate and score their experience with the Bidder using the point rated criteria RT3.1 to RT3.5 below.

For additional details pertaining to reference checks, please refer to 4.1.1.3 Point Rated Technical Criteria - Reference Checks.

Points only for RT3.1 – RT3.4

RT3.1

On a scale of 1 to 5 how would you rate the Bidder’s overall service level compared to the standards in the contract?

Rating scale:

1 = Poor: service compared to standards is consistently inadequate and requires correction on a weekly basis

2 = Below Average: Meets standards generally but is often in need of correction (more than weekly, less than monthly).

3 = Average: Meets standards consistently with occasional instances of needing correction (more than monthly, less than annually).

4 = Above Average: Meets standards consistently with few instances of needing correction (only a few times during the year).

5 = Excellent: Meets standards consistently.

The maximum number of points for this criterion is 5 points

The minimum number of points to pass this criterion is 3 points

RT3.2

Was there ever a situation when you had to advise the Bidder that a contractual obligation was not being met or where there was a cleaning quality issue compared to the standards in the contract?

Rating scale:

5 points = There was never an instance of a cleaning quality issue

4 points = The situation was addressed satisfactorily and required no further follow-up before the situation was resolved

3 points = The situation was addressed satisfactorily but required some further follow-up before the situation was resolved

2 points = The situation was addressed satisfactorily but required follow-up more than once before the situation was resolved

0 points = The situation was NOT addressed satisfactorily

The maximum number of points for this criterion is 5 points

The minimum number of points to pass this criterion is 3 points

RT3.3

On a scale of 1 to 5, how would you rate the Bidder’s ability to maintain quality cleaning standards (consistent, general appearance of cleanable area, appropriate products used, bathrooms well stocked, etc.).

1 = Unsatisfactory

2 = Somewhat Satisfactory

3 = Satisfactory

4 = Very Satisfactory

5 = Excellent

The maximum number of points for this criterion is 5 points

The minimum number of points to pass this criterion is 2 points

RT3.4

On a scale of 1 to 5, how would you rate the Bidder’s ability to respect the weekly/monthly /yearly schedules for routine cleaning.

1 = Unsatisfactory

2 = Somewhat Satisfactory

3 = Satisfactory

4 = Very Satisfactory

5 = Excellent

The maximum number of points for this criterion is 5 points

The minimum number of points to pass this criterion is 2 points