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VILLAGE OF MASSET – JANITORIAL CONTRACT TENDER REQUIREMENTS

All tenders are to be submitted no later than 4:00 PM on Tuesday March 2, 2021 to the Village of Masset Office located at 1686 Main Street, Masset, BC.  Included in your tender please provide a list of available equipment, the number of employees required, and a recent related work history summary and references.  Your bid should be broken down at a minimum to show the following costs: monthly cost for completing each of the subsections described below; a rate for additional cleaning of the Community Hall -main hall, kitchen and washrooms following rental events; and a rate for additional cleaning on an hourly basis.  Please use the bid form at the end of this package.  The lowest bid will not necessarily be accepted.

 

GENERAL CONDITIONS

For a period of two (2) years, from April 1, 2021 to February 28, 2023, the contractor shall:

1.  Maintain the buildings described below, in a clean and sanitary condition.

2.  The contractor will be required to supply all of the janitorial equipment and cleaning supplies: cleaners, disinfectants, waxes, brushes, mops, polishers and scrubbers etc. that are used in their duties.  The Village of Masset will provide consumable supplies such as toilet tissue, paper towels and hand soap.

3.  During janitorial duties, maximum precautions are to be taken against fire hazards.  If any problem is noted it should be referred to the Administrator at once.

4.  Janitorial and storerooms are to be kept clean and tidy.

5.  Garbage Removal:  The contractor is responsible for the removal of garbage from the said buildings to an area designated by the Municipality or to have the garbage so located and protected that the garbage collector has free and easy access.  Replacement garbage bags are the responsibility of the contractor.

6.  The Contractor shall treat staff and general public in a courteous manner.

7.  Termination:  This contract may be terminated by either the Corporation of the Village of Masset or the Contractor, by giving thirty (30) days written “notice of termination” via mail or personal delivery.

8.  Personnel:

(a)  The Contractor shall be responsible to the Chief Administrative Officer, or his / her appointed alternate, for the satisfactory completion of the janitorial services.
(b)  The Contractor shall supply personnel competent to perform the work required.
(c)  The persons supplied by the Contractor to carry out the work shall, at all times, be employees of the Contractor and not of the Corporation of the Village of Masset.
(d)  The Contractor shall be responsible for and will supervise the execution of all work covered by this contract.
(e)  The Chief Administrative Officer or alternate has the right to request the Contractor to replace any of its employees whose conduct is not satisfactory while working in the said buildings.

9.  Should extra work be requested by the Municipality of the Contractor, over and above that specified in the contract, the Contractor shall be reimbursed at a rate agreed to by both the Municipality and Contractor prior to the start of said work.

10.  Indemnification:

(a)  The Contractor shall indemnify and save harmless the Municipality from and against all claims, losses, costs, damages, suits, proceedings or actions arising out of or related to the Contractor’s activities in executing the work, including their omissions, improper acts or delays in executing the work.

(b)  The Contractor shall compensate the Corporation for any loss of or damage to, the Corporation’s or tenant’s premises or property, arising out of the performance of the work.

11.  Liability Insurance:

The Contractor shall provide, maintain and pay for the following insurance which shall be placed with such insurance company or companies and in such form as may be acceptable to the Municipality:

Comprehensive General Liability Insurance protecting the Corporation, the Contractor, their subcontractors, and their respective servants, agents or employees against damages arising from personal injury (including death) and from claims for property damage which may arise directly or indirectly out of the operations of the Contractor, their subcontractors, servants, agents or employees under this Contract.  Such insurance shall be for an adequate amount acceptable to the Corporation and shall in any event not be less than $1,000,000.00 inclusive of any one occurrence and shall include a standard form of cross liability clause.  The policy of insurance shall cover all liability arising out of products whether manufactured or supplied by the Contractor, completed operations, contingent employer liability and liability assumed by the Contractor under and applicable to this Contract.

Evidence of said insurance shall be lodged with the Corporation of the Village of Masset before the work is commenced.

12.  Payment:

The Municipality will pay the Contractor monthly.
The Village of Masset will allow the Contractor to negotiate with a tenant for the provision of extra services, it being understood that the tenant is responsible for leaving the facility tidy and broom clean.

13.  Worker’s Compensation:

The Contractor shall keep their employees covered and pay all assessments levied thereunder and shall in every respect comply with the applicable Worker’s Compensation laws.  The Contractor shall provide proof of coverage prior to commencement of the contract and as requested periodically by the Village.

 

COMMUNITY HALL

GENERAL:

 The Contractor is responsible for all areas of the Community Hall except the Junior Ranger room and Lions Den upstairs and shall:

 

(a)        Maintain a Calendar of Events and liase with the Village Office to ensure that their calendar of events is in agreement with the office calendar.

(b)        Advise the Village Office, as soon as possible, of any damages or extra charges resulting from a rental function.

Ensure that there are at least two (2) brooms, a dustpan, one mop and bucket (provided by the Village of Masset) for tenants use.

CLEANING ROUTINE:

The Community hall is to be cleaned on a weekly basis to cover all regularly scheduled uses such as the Junior Rangers, QCI Rec., and public meetings or a single rental per week of the main hall.  Additional rentals of the main hall and or kitchen for events such as dances, receptions, dinners, movies, flea markets etc.  Will require additional cleanings. These additional cleanings will be performed at a price agreed between the Village of Masset and the contractor as per their bid. And will be scheduled with the contractor to allow the greatest availability of use of the community hall.  In some cases this may require cleaning late at night or early in the morning after one event to allow a second event the next day.

Weekly:

1.  Sweep and mop all floors
2.  Ensure all washrooms are sanitized including sinks, counters, toilets and urinals.
3.  Disinfect all common touch surfaces, including door handles, door surfaces, light switches, counter tops etc.
4.  Replenish paper towels, toilet tissue and hand soap.
5.  Empty all garbage containers, replace garbage bags.

Monthly:

1.  Wash, wax and polish all floors.
2.  Remove all marks from walls, doors and frames.
3.  Dust and clean all hot and cold air registers and air diffusers.
4.  Wash window and sills.
5.  Clean washroom walls.

Semi-Annually:

1.  Clean all light fixtures including fluorescent lights, except for the main hall.
2.  Clean stoves/ovens/appliances.

After each rental of the main hall and or kitchen (to be bid separately):

1.  Ensure all rooms, spaces, corridors, stairs, foyer and washrooms are swept clean.
2.  Ensure all washrooms are sanitized including sinks, counters, toilets and urinals.
3.  Disinfect all common touch surfaces, including door handles, door surfaces, light switches, counter tops etc.
4.  Replenish paper towels, toilet tissue and hand soap.
5.  Clean and disinfect all kitchen counter surfaces and stove tops.
6.  Check stove and oven for spills, report to Village office.
7.  Empty all garbage containers, replace garbage bags.
8.  Damp mop and re-buff floors as required.

 

MARINA WASHROOMS

The Contractor is responsible for the cleanliness of both washrooms as follows:

Twice Weekly May 1 to September 30:

1.  Sweep and mop floors.
2.  Dust all fixtures.
3.  Ensure all washrooms are sanitized including sinks, counters, toilets and urinals.
4.  Disinfect all common touch surfaces, including door handles, door surfaces, light switches, counter tops etc.
5.  Replenish paper towels, toilet tissues and hand soap.
6.  Empty all garbage containers, replace garbage bags.

Monthly – October 1 to April 30

1.  Sweep and mop floors.
2.  Dust all fixtures.
3.  Ensure all washrooms are sanitized including sinks, counters toilets and urinals.
4.  Disinfect all common touch surfaces, including door handles, door surfaces, light switches, counter tops etc.
5.  Replenish paper towels, toilet tissues and hand soap.
6.  Empty all garbage containers, replace garbage bags.

Semi Annually in May and August:

1.  Clean all light fixtures including fluorescent lights.
2.  Wash all walls.

 

ROLLER RINK WASHROOMS

The Contractor is responsible for the cleanliness of both washrooms as follows:

Weekly – Sunday or Statutory Holiday:

1.  Sweep and mop floors.
2.  Dust all fixtures.
3.  Ensure all washrooms are sanitized including sinks, counters toilets and urinals
4.  Disinfect all common touch surfaces, including door handles, door surfaces, light switches, counter tops etc.
5.  Replenish paper towels, toilet tissues and hand soap.
6.  Empty all garbage containers, replace garbage bags.

Quarterly:

1.  Clean all light fixtures including fluorescent lights.
2.  Wash all walls.

 

MUNICIPAL BUILDING -1686 MAIN STREET

GENERAL:

The Contractor is responsible for the cleanliness of the following areas in the Village of Masset Municipal Building:

1.  The main office space, including the vault.

2.  Hallways and front foyer.
3.  All washrooms including the washrooms located in the firehall.
4.  Council Chambers.
5.  Masset Volunteer Fire Department Office and Training/Lounge Room.

Cleaning shall be carried out on weekends, statutory holidays and before 8:00 am on work-days.

Weekly:

1.  Sweep and mop floors and vacuum carpeted area.
2.  Dust all furniture and fixtures including window sills and window ledges.
3.  Ensure all washrooms are sanitized including sinks, counters, toilets and urinals.
4.  Disinfect all common touch surfaces, including door handles, door surfaces, light switches, counter tops etc.
5.  Replenish paper towels, toilet tissues and hand soap.
6.  Wash any dishes left in coffee room.
7.  Empty all garbage containers, replace garbage bags.
8.  Clean entranceway mats on both sides.

Monthly:

1.  Clean Windows
2.  Remove marks and stains from all walls and floors
3.  Dust and clean all hot and cold air registers and air diffusers.
4.  Clean window blinds completely.
5.  Spot clean carpet where needed.

Quarterly:

1.  Clean all light fixtures including fluorescent lights.
2.  Strip floors of all wax then re-wax and polish.
3.  Clean all outside windows.
4.  Heavy-duty shampoo of all carpets.

 

MUNICIPAL AIRPORT

GENERAL:

The Contractor is responsible for all areas of the Municipal Airport Terminal including the cargo area, and the following areas upstairs: stairway, hallways, Operations office, Manager’s office, washroom, & empty offices. Cleaning shall be carried out seven times per week, from approx. mid-May to mid-September to match Pacific Coastal schedule.  Cleaning shall be carried out six times per week, from approx. mid-September to mid-May to match Pacific Coastal schedule. Additional cleanings may be required and will be performed at a price agreed between the Village of Masset and the Contractor as per their bid. Cleaning must take place between the hours of 6:00 PM and 6:00 AM.

CLEANING ROUTINE:

Each Visit:

1.  Ensure all rooms, spaces, corridors and washrooms are swept clean.
2.  Ensure all washrooms are thoroughly cleaned including sinks, counters, toilets, urinals, and mirrors. Use an appropriate cleaner on stainless steel items.
3.  Disinfect all common touch surfaces, including door handles, door surfaces, light switches, counter tops etc.
4.  Empty all garbage/recycling containers, replace garbage bags, wash containers as required.
5.  Replenish paper towels, toilet tissue and hand soap.
6.  Damp mop and re-buff floors as required.
7.  Ensures check-in counters benches, tables, chairs are dust free.
8.  Clean all mats, wash or vacuum as required.
9.  Complete cleaning record on site

Monthly:

1.  Wash, wax and polish all floors.
2.  Remove all marks from walls, doors and frames.
3.  Dust and clean all hot and cold air registers and air diffusers.
4.  Wash all windows and sills from inside, clean blinds.
5.  Wash washroom stalls and walls
6.  Dust and clean all TV screens with appropriate cleaning materials.
7.  Complete monthly cleaning record on site.

Semi-Annually (April and October):

1.  Clean all light fixtures including fluorescent lights, remove and clean covers.
2.  Clean all outside windows.
3.  Clean all walls remove any cobwebs from ceiling.
4.  Complete semi-annual cleaning record on site.

 

Village of Masset Municipal Bid Form

 

Bidders are required to use the following form to submit their bids along with any other supporting documentation.  Bids should be broken down as indicated and bidders are not required to bid on every section.  Please contact Trevor Jarvis, CAO if you require a site visit of any of the buildings.

The Village of Masset reserves the right to accept or refuse any bid and will not necessarily award contracts to the lowest bidder.  Contracts will be awarded according to the breakdown below and may be awarded to different contractors rather than one overall contractor.

Cleaning Area Bid Amount Add'l Cleaning Rate/Hr Rate Per Rental Event

Community Hall

     

Marina Washrooms

    XXXXXXXXXXXXXX
Roller Rink & Municipal Bldg.     XXXXXXXXXXXXXX

Airport

    XXXXXXXXXXXXXX