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FNHSSM REQUEST FOR PROPOSALS

Janitorial / Cleaning Services Proposal

REQUEST FOR PROPOSALS (RFP)



ISSUE DATE: Friday, December 18, 2020

PROJECT TITLE: Janitorial / Cleaning Services Proposal

CLOSING DATE: Wednesday, January 13, 2021

CLOSING TIME: 5:00 p.m. CST

ISSUING OFFICE: FNHSSM


Unit 74, 630 Kernaghan Avenue

Winnipeg, Manitoba R2C 5G1


FOR ADDITIONAL INFORMATION PLEASE CONTACT:


Jerilyn Huson, Executive Assistant


Phone: 204-946-9731

Fax: 204-946-9769

E-mail: jhuson@fnhssm.com



PART I STATEMENT OF WORK


1.0 Scope


1. 1 Title


Janitorial / Cleaning Services Proposal


1.2 Introduction


The First Nations Health and Social Secretariat of Manitoba (FNHSSM) invites qualified, licensed, and experienced service providers to submit proposals to provide janitorial / cleaning service at its 23,337 SF office in Winnipeg. Proposals are due no later than 5:00p.m. CST on Wednesday, January 13th, 2021.


1.3 Background


The FNHSSM was incorporated in 2014 to carry out business in the areas of health and social development for First Nations in Manitoba that are founded in the Treaty and inherent right to health, and that are culturally appropriate, holistic, and community-based. FNHSSM works with the 63 member First Nations, 7 tribal councils, and 3 provincial / territorial organizations in Manitoba, and is structured to pursue tripartite collaboration for a unified health system in Manitoba.


For further information, see www.fnhssm.com


The current global COVID-19 pandemic has led the management and Board of Directors of FNHSSM to re-evaluate the location of its Winnipeg office. FNHSSM will be relocating from a high-rise office tower in downtown Winnipeg to a two storey office building at Unit 74, 630 Kernaghan Avenue in Winnipeg. FNHSSM will occupy the entire top (second) floor, with an area of 23,337 SF. The space is presently accessible only by stairs and a wheelchair accessible lift. The lift may only be used for people; however, the Landlord will install a freight lift during the 2021 year. The new freight lift, once installed, may be used for moving equipment and supplies.


The new office includes approximately twenty-eight private offices, ten cubicles, one staff cafeteria, one staff room, two boardrooms, one women’s multi-stall restroom, one men’s multi-stall restroom, open-concept reception area, one entryway, one flight of stairs, one wheelchair accessible lift, one freight lift to be installed in 2021.



1.4 Contract Period


The initial term of any contract resulting from this RFP shall be one (1) year: from January 1, 2021 (or from the date the contract is fully executed) to December 31, 2022 with four (4) additional option years, subject to annual review of performance and availability of funds.


1.5 Specific Scope of the Requirement


Proposal submissions must reflect, but are not limited to, the following elements.


  • Bid / proposal

  • Technical Plan (please see Appendix A for specific janitorial requirements to develop your plan)

  • Prices

  • Experience of Proposer and Key Personnel


  • Site Visits: Those proposers who are interested in visiting the sites may contact Jerilyn Huson at her phone 204-946-9731 or email address jhuson@fnhssm.com to set up an appointment for site visits during the period Wednesday, January 6, 2021 to Friday, January 8, 2021.



PART II SUBMISSION


2.0 Proposal Requirements


2.1 Deadline to Submit Proposals


Please submit a proposal no longer than four (4) pages in length, a minimum of three (3) references, and details about any previous work completed by the proposer that exemplifies their qualifications and experience as it relates to this work.


Proposals are due no later than 5:00p.m. CST on Wednesday, January 13, 2021.


Please address your proposal to:


Jerilyn Huson at jhuson@fnhssm.com


An email confirming receipt of the proposal will be sent to all contractors. A proposal will not be considered officially received until a confirmation email has been sent.


2.2 Guidelines for Proposal Content

Specific proposal contents:

  • Bid / proposal to include name of firm, name and contact information for the primary contact, description of experience and qualifications

  • Technical Plan: a customized cleaning and disinfecting plan that responds to the scope of services to be provided, including staff assignments, emergency cleaning services contact, supplies, proposed products, provision of consumable products such as paper goods (reference: Appendix A)

  • Cost proposal including rate structure

  • At least three references (does not count toward four-page proposal limit)

Preference will be given to an Indigenous business that is at least 51% Indigenous-owned and controlled which is a sole proprietorship, band, limited company, cooperative, partnership or non-profit. Consideration will also be given if it is a joint venture between two or more business with an Indigenous business associate.


PART 3 Evaluation Criteria


3.1 Evaluation Criteria


Proposal submissions will be evaluated on the following criteria:


  • Details identified in the Specific Scope of the Requirement and Proposal Requirements

  • Years of experience and qualifications

  • Janitorial service plans

  • Any unique credentials

  • Indigenous owned, controlled, or joint ventures

  • Proposed fees for additional services

  • References


APPENDIX A


The contractor shall satisfactorily perform all tasks incidental to cleaning functions not specifically listed, but normally included in general janitorial practices, as well as routine cleaning maintenance services as specified in this RFP, including, but not limited to, the ongoing clean-up of miscellaneous spills/debris; ongoing cleaning and stocking of restrooms, including paper goods and removing all trash.


The work is to be performed on a daily basis (unless otherwise noted), commencing at 4:30 pm from Monday to Friday, and includes, but is not limited to, the following:


Kitchen / Break Room / Common Area

· Sweep and mop cafeteria and staff room (clean behind easily moveable items)

· Wipe behind and under coffee makers

· Clean behind and under water machines

· Clean inside, behind and under microwaves

· Clean behind and under condiments and cups on counter

· Clean all kitchen counters

· Clean stove surfaces

· Clean all tables and chairs in kitchen

· Empty all trash and recycling containers

· Clean the inside of trash and recycling containers if they have odor and/or are dirty

· Remove all trash and recycling containers to designated area and identified bin

· Refill hand sanitizer stations as needed


Restrooms

· Clean toilet bowls and urinals, toilet seats, outside of toilet bowls

· Clean and refill toilet paper

· Clean partitions and disinfect

· Clean and disinfect all restroom interior and exterior door handles and knobs

· Remove trash and refill trash bags

· Sweep floor

· Wet mop tile floors with disinfectant cleaner, paying special attention to areas under all urinals and toilets

· Refill hygiene bags and disinfect

· Refill hand soap - do not dilute

· Wipe down and clean from any sanitary debris, smudges, or fingerprints

· Clean sinks

· Clean counters

· Clean smudges from mirrors

· Remove alkaline deposits and soap spills from floor tile grout.

· Provide and replenish paper goods such as toilet paper and hand towels as necessary


Offices and Cubicles

· Empty trash bins and replace liners

· Clean and disinfect trash cans as needed

· Vacuum carpeted floor surfaces

· Wipe fingerprints and smudges off glass surfaces including doors

· Dust all horizontal surfaces including desks that are free of papers, signs, blinds, tables, doors, baseboards, and windowsills

· Clean and disinfect all interior and exterior door handles and knobs

· Dispose of all trash and recycling in assigned outside bins

· Treat and remove carpet spots/stains, if applicable

· Clean glass partitions interior and exterior, once a week


Lobby

· Dust all horizontal surfaces including lobby desk

· Empty all trash and replace liners daily.

· Wash trash receptacles, as needed.

· Clean all walls, wall coverings, artwork and doors as to remove all marks, smudges and fingerprints every two weeks.

· Sanitize light switches, doorknobs, and handrails, banisters with disinfectant cleaner

· Vacuum all carpeted areas

· Vacuum mats and ensure they are neatly arranged and lying flat on the floor

· Clean all directory boards (interior)

· Dust mop and damp mop front entry floors and vestibule walkway

· Treat and remove carpet spots, if applicable

· Sweep / vacuum stairwell


Conference Rooms

· Empty trash and recycling containers and replace liners

· Vacuum/sweep/mop all floors.

· Dust all horizontal surfaces

· Clean all smudges and fingerprints off walls and doors, as needed

· Clean and disinfect all interior and exterior door handles and knobs

· Treat and remove carpet spots/stain, if applicable


Elevator and Wheelchair Accessible Lift

· Dust mop and damp mop elevator floors, as needed

· Clean and polish all inside perimeters including jambs, call plates, and elevator tracks removing all fingerprints and smudges

· Clean and polish elevator door, as needed

· Remove all gum, stains, or debris from ceilings and handrails

· Disinfect all buttons, handrails, emergency phone and security compartments

· Treat and remove carpet spots, if applicable


Additionally, the contractor shall schedule and perform weekly services to include, but not be limited to,


Throughout facility

· Dust vent covers

· Dust tops of exit signs, comers, doors, windowsills

· Clean all enamel and or tile walls

· Check all mist deodorizers, hand sanitizer stations, and replace refills and batteries when needed


Additionally, the contractor shall schedule and perform the following services at the facility:

· Clean and shampoo all carpets and rugs every six (6) months. Scheduling of such work will be mutually agreed upon between the Contractor and FNHSSM

· Clean interior windows on the second Monday of every three (3) months


Additionally, the contractor will need to provide the following:

· The contractor will be responsible for providing all cleaning materials and supplies, which should be included in their pricing

· Availability to respond to any health and/or safety related questions with respect to cleaning products or concerns, within 24 hours; and

· Contractor may modify the number of personnel assigned to work under this Contract, as it deems necessary and/or propose alternatives to initial staffing levels for consideration by FNHSSM

· Contractor shall have a Cleaning Supervisor available for callback without additional cost to FNHSSM if at any time the cleaning staff fails to perform or does not arrive to perform the duties listed herein. Contractor shall provide FNHSSM with a 24-hour contact phone number


Invoicing

· Submit a monthly invoice detailing the services provided.

· Invoices are to be sent to ap@fnhssm.com


Essential Job Functions/Qualifications:

1. Must be able to function as main contact for client, using high level of professionalism and communication skills

2. Follow all safety and personnel rules and regulations

3. Must be fully Bonded, Insured, and Licensed (provide documentation)

4. Must have ability to work with little to no supervision and be able to independently determine tasks to complete on a daily basis

5. Must be able to perform all physical aspects of the above job duties

6. Must be able to speak and communicate effectively with management and customer Must be able to speak/understand written English

7. Previous experience preferred but not required



RFP Cleaning Services Final for Posting
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