RFI - Janitorial Services - Various Buildings, 5 CDSB Gagetown, N.B.

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: janine.donovan@pwgsc.gc.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.