Trade Agreement: NONE
Tendering Procedures:
Attachment: None
Competitive Procurement Strategy: N/A - P&A/LOI Only
Comprehensive Land Claim Agreement: No
Nature of Requirements:
W0105-15E014/A
Donovan, Janine PWB
Telephone No. - (506) 636-5347
Fax No. - (506) 636-4376
RFI - Janitorial Services - Various Buildings, 5 CDSB Gagetown,
N.B.
Introduction
A Request for Information (RFI) is used when detailed
information and feedback are required from suppliers. Such
requests might outline a potential requirement and request
suppliers to describe their ability to satisfy the requirement
and to provide ideas and suggestions on how the eventual
solicitation might be structured. Responses are used to assist
the client department and Public Works and Government Services
Canada (PWGSC) in finalizing their plans for the requirement and
in developing achievable objectives and deliverables.
Objective
The Department of National Defence (DND) is seeking information
from janitorial industry experts on how best to approach the
combination of seven janitorial contracts and one janitorial
standing offer. The expectation with this consolidation of these
contracts and standing offer is that we will achieve better
value for Canada as well as a better and more consistent
service. The information received from the industry will be
taken into consideration to determine whether or not to proceed
with the consolidation of these contracts, how to approach this
consolidation, what technical requirements should be included
and how to structure the basis of payment.
This is not a bid solicitation and no contract will result
directly from this RFI. As a result, potential suppliers of any
services described in this RFI should neither reserve stock or
facilities, nor allocate resources, as a result of any
information contained in this RFI. Nor will this RFI result
inthe creation of any source list or pre-qualification.
Therefore, whether or not any potential supplier responds to
this RFI will not preclude that supplier from participating in
any future procurement.
Background
5 CDSB Gagetown was officially opened in 1958 as a training
facility. It boasts an 1,100 square kilometer training area
(RTA), 1500 km of roads, 900 km of tracks, approximately 500
buildings and some 4,500 military and 1,500 civilian personnel.
5 CDSB Gagetown is the second largest military base in Canada
and the largest military facility in Eastern Canada.
5 CDSB Gagetown consists of two large formations (the Combat
Training Centre and the 5th Canadian Support Group), five
operational units (the 2nd Battalion of the Royal Canadian
Regiment, the 4 Air Defence Regiment, the 4 Engineer Support
Regiment, the 403 Operational (Helicopter) Training Squadron,
and the 'C' Squadron of the Royal Canadian Dragoons), and
several lodger units (such as 42 Health Services, 1 Dental Unit
and the Joint Personnel Support Unit).
5 CDSB Gagetown therefore contains infrastructure required for
the purposes of training and support to training and operations.
The Service Contract will consist of approximately 172 buildings
which include the following:
1. Accommodation facilities;
2. Mess and kitchen facilities;
3. Fitness, recreation and leisure, health and welfare
facilities, including a large gym, three swimming pools, an
arena, and a theatre;
4. Medical and dental facilities, including a large hospital;
5. Offices and administration facilities;
6. Garages and maintenance bays, including wash bays and
petroleum and oil facilities;
7. Training facilities, including classroom type lecture
buildings, as well as outdoor range facilities;
8. Supply and warehouse facilities; and
9. Water treatment, waste water treatment and heating plants.
Previously, the cleaning requirements were done as seven
separate contracts and one standing offer. The contracts were
separated based on the type of work and the standing offer was
for on-demand cleaning. The contracts were done as Invitation to
Tenders (ITTs) and the Standing Offer was done as a Request for
Standing Offer. In both cases, the submissions with the lowest
prices meeting all mandatory criteria were the ones that were
awarded the contract or standing offer.
Description of Proposed Work
The work required is to provide complete janitorial services to
the 5th Canadian Division Support Base (5 CDSB) Gagetown (main
base), and the 5 CDSB Gagetown Range and Training Area (RTA).
Janitorial services will include:
1. The provision of daily (routine) cleaning of all buildings
listed in the contract at 5 CDSB Gagetown and in the RTA;
2. The provision of on demand cleaning of several buildings (not
listed in the contract as requiring daily cleaning), at 5 CDSB
Gagetown and in the RTA;
3. The provision of specialty cleaning services, such as carpet
cleaning, floor/hallway and entrance mat cleaning, high rise
window cleaning, stripping and waxing of floors, the removal of
bodily fluids, cleaning of pools, etc.;
4. The provision of all cleaning products, equipment and
materials required to provide the appropriate level of
janitorial services, as indicated in the contract;
5. The provision of all janitorial staff, with the appropriate
experience and knowledge of janitorial services, to provide the
appropriate level of janitorial services, as indicated in the
contract;
6. The provision of an on-site full time supervisor to
coordinate the provision of all janitorial services and be the
point of contact for the Base;
7. The provision of all consumable bathroom products, such as
hand soap, hand sanitizer, toilet paper and paper towel, as well
as garbage and recycling bags; and
8. The provision of all dispensers for the consumable bathroom
products listed above.
The Service Contract would be for the period of April 1, 2015 to
March 31, 2016 with an option to extend for two, one year
periods. The estimated value per year is between $2,000,000 and
$2,500,000.
The requirement will be done as a Request for Proposal (RFP).
The proposals will be evaluated based on both a price component
(70%) and a technical component (30%). The technical component
that will be evaluated will be quality and experience of
personnel being put forward as supervisors and the company's
relevant janitorial experience
Requested Information
Based on the requirements detailed in this document, the RFI
seeks respondents to provide the following information:
· Their opinion and comments on the approach of the combination
of the previous contracts and standing offer into one large
contract.
· Their view on the use of an RFP based on a 70% price and 30%
technical evaluation to achieve this requirement.
· Their opinion on how the basis of payment could be structured.
· The minimum number of relevant years experience we should be
requesting a company have.
· The minimum number of years experience that should be required
for a supervisor as well as the minimum number of employees they
should have experience supervising to meet the mandatory
criteria.
· Any other related opinions or suggestions.
Respondents are requested to provide their comments, concerns,
and, where applicable, alternative recommendations regarding how
the requirements or objectives described in this RFI could be
satisfied. Respondents should explain their rationale for a
change or addition to the request for information.
In responding to this RFI, respondents should clearly identify
all assumptions with clear explanations as to why those
assumptions were made.
Response Format
There is no formal structure that a response to this RFI should
meet. The Respondent should feel free to submit whatever
information it feels would make a useful and relevant
contribution to DND's analysis. However, each respondent should
ensure that its name and contact information is provided.
Treatment of Responses
Responses will not be formally evaluated. However, the responses
received may be used by PWGSC and DND to develop or modify
procurement strategies. PWGSC and DND will review all responses
received by the RFI closing date. PWGSC and DND may, at their
discretion, review responses received after the RFI closing date.
This is neither a call for tender nor a Request for Proposal
(RFP), and no agreement or contract for the procurement of the
services stated above will be entered into solely as a result of
this RFI. This announcement does not constitute a commitment by
Canada. Canada does not intend to award a contract on the basis
of the notice or otherwise pay for the information solicited.
Any and all expenses incurred by industry in pursing this
opportunity, including the provision of information and
potential visits, are at industry's sole risk and expense.
Note to Respondents
The issuance of this RFI does not create an obligation for
Canada to issue a draft or final Request for Proposal, and does
not bind Canada legally or otherwise, to enter into any
agreement or to accept or reject any suggestions.
Canada assumes no responsibility or obligation with respect to
the cost of preparing a response to this RFI.
Participation in this RFI is not a condition or prerequisite for
participation in any subsequent draft or final RFP. As a result
of this RFI there will be no short listing of firms for the
purposes of undertaking future work.
Closing Date and Submission of Information
Responses to this RFI are to be submitted to the PWGSC
Contracting Authority identified below, by e-mail, fax or mail,
on or before 2:00 pm on August 14, 2014.
Enquiries
Because this is not a bid solicitation, Canada will not
necessarily respond to enquiries in writing or by circulating
answers to all potential suppliers. However, respondents with
questions regarding this RFI may direct their enquiries to:
Janine Donovan
Supply Specialist
Real Property Contracting
4th Floor, Suite 405
189 Prince William St.
Saint John, N.B.
E2L 2B9
Telephone: 506-636-5347
Fax: 506-636-4376
Email: j••••••••@•••••.••.ca
Delivery Date: Above-mentioned
The Crown retains the right to negotiate with suppliers on any
procurement.
Documents may be submitted in either official language of Canada.
