The Contractor must 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) and Prairie Northern Wildlife Research Centre (PNWRC) in Saskatoon, SK, as detailed herein during the period of the Contract. The period of the Contract is from date of Contract to March 31, 2028 inclusive.

Contractor Mandatory Requirements:

The following documentation must be sent by email as PDF attachments to the Site Authorities after contract award and before commencement of any work: Items A to D must be approved by the Site Authorities as sufficient documentation before commencement of any work.

The Contractor must supply documented proof of WHMIS training for all contract staff working or who will work onsite.

The Contractor must supply a copy of the company’s employee training program, describing the type of training and duration required to perform necessary work tasks, safety protocols and equipment operation.

The Contractor must supply a copy of the company`s Occupational Health and Safety Program.

The Contractor must supply 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.

Contractor Staff Requirements:

All cleaning staff must also be able to communicate fluently and effectively in English for verbal, written and electronic formats, this is very important to ensure the Health and Safety of contracted cleaning staff, and all people working at both NHRC & PNWRC. This is also important to ensure contract compliance and communication is clear to all parties. (This will be cleared by Site Authorities).

The Contractor must supply at a minimum:

• One full time day shift cleaner starting at 8:00AM (0800 HRS) and ending at 4:00PM (1600 HRS). This position must have transportation (no walking/bicycling) between the NHRC and PNWRC to perform duties at both locations daily.
• The Contractor must supply, at a minimum, two cleaning staff persons, per building, 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 5:00PM (17:00 HRS) Monday to Friday.
• Evening cleaning staff are required to be onsite from 5:00PM (1700 HRS) to 8:00PM (2000 HRS) Monday to Friday.
• Cleaning services pre-approved by the Site Authorities may extend past 8:00PM (2000 HRS) and be completed no later than 9:00PM (2100 HRS).
• The number of cleaning staff over the minimum stated above is to be determined by the Contractor to ensure the Work is completed as per contract.
• 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 Site Authorities.
• Any cleaning staff not acceptable to the Site Authorities 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 by instruction of the Site Authorities.
• 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 Site Authorities of any staff absenteeism and fill in of stand by staff, 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 staff to the Site Authorities at start of the Contract. Any changes to the list of stand by staff must be updated when they take place and supplied in email written form to the Site Authorities within 24 hrs of the change.
• 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.

Formal Hours of Work:

Any cleaning services required and/or requested outside of the Monday to Friday hours of work must be pre-approved by the Site Authorities.

Monday to Friday cleaning services will commence no earlier than 8:00 AM (08:00 HRS) and be completed by no later than 8:00 PM (20:00 HRS).

Dayshift start and end time for NHRC and PNWRC is 8:00AM (0800 HRS) to 4:00PM (1600 HRS) Monday to Friday.

Evening shift start and end time for NHRC and PNWRC is 5:00PM (1700 HRS) to 8:00PM (2000 HRS) Monday to Friday.

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 March 13, 2023. The site visit will begin at 1:00 PM CST in the main meeting room of the National Hydrology Research Centre.

Bidders must communicate with the Contracting Authority (Heidi.Noble@ec.gc.ca) no later than March 13 by 10:00 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.