Certified cleaning inspections were completed by DCS on all properties to benchmark the cleaning quality, understand the cleaning challenges of the buildings and highlight building deficiencies to the contractor for correction prior to contractor bid tours. Detailed interviews were completed by DCS of the property managers and building operators to complete the needs assessment for cleaning specifications and operating requirements. Key issues that were identified during this phase were: Poor quality of cleaning services in some buildings Virtually no quality control reporting being delivered by the contractor in approximately two thirds of the buildings Some old and outdated equipment in use Extra services being invoiced separately that should/could be included in the base scope of work Wide variety of compliance with environmental procedures necessary by Forever BOMA BEST and LEED requirements Inconsistent contract pricing with several contracts expired Bentall Kennedy contractual requirements including Comply Forever Green language, staff security, contractor staff training and several other customized items were written into the RFP document. Due to the occasional industry hidden practice of illegal subcontracting and “piecework” with the payment janitorial labour a unique clause was put into the RFP on page 20 titled contractor”. This clause was very clear in stating that all daily cleaning staff “responsible must be actual employees of the contracting company and became relevant in the startup in one of the buildings in this group. Site specifics for each building were entered into individual RFP documents and were circulated amongst the Property Management Team for approval. After editing the final RFP, it was issued to the selected bidders between May 12-15th, 2014 coinciding with the building tours. Scope of Work and Cleaning Specifications One of the key objectives in developing this RFP was to create a true managed janitorial “self service”.
Certified cleaning inspections were completed by DCS on all properties to benchmark the cleaning quality, understand the cleaning challenges of the buildings and highlight building deficiencies to the contractor for correction prior to contractor bid tours. Detailed interviews were completed by DCS of the property managers and building operators to complete the needs assessment for cleaning specifications and operating requirements. Key issues that were identified during this phase were: Poor quality of cleaning services in some buildings Virtually no quality control reporting being delivered by the contractor in approximately two thirds of the buildings Some old and outdated equipment in use Extra services being invoiced separately that should/could be included in the base scope of work Wide variety of compliance with environmental procedures necessary by Forever BOMA BEST and LEED requirements Inconsistent contract pricing with several contracts expired Bentall Kennedy contractual requirements including Comply Forever Green language, staff security, contractor staff training and several other customized items were written into the RFP document. Due to the occasional industry hidden practice of illegal subcontracting and “piecework” with the payment janitorial labour a unique clause was put into the RFP on page 20 titled “responsible contractor”. This clause was very clear in stating that all daily cleaning staff must be actual employees of the contracting company and became relevant in the startup in one of the buildings in this group. Site specifics for each building were entered into individual RFP documents and were circulated amongst the Property Management Team for approval. After editing the final RFP, it was issued to the selected bidders between May 12-15th, 2014 coinciding with the building tours. Scope of Work and Cleaning Specifications One of the key objectives in developing this RFP was to create a true “self managed janitorial service”.
BK-Toronto-Janitorial-RFP-Case-Study-Dec-2014-V5.docx