223-WCB-23-007 - Cleaning 333 Broadway

The Workers Compensation Board of Manitoba (WCB) invites firms to submit a Proposal for the following: Providing overnight cleaning and day porter services at The Workers Compensation Board's head office located at 333 Broadway, in Winnipeg, Manitoba.

Description of Services
 
The Contractor shall be required to supply properly trained and supervised cleaning personnel to clean eight (8) levels of the office building located at 333 Broadway [six (6) upper floors, the penthouse, and a finished basement] between the hours of 4:30 p.m. and 8:00 a.m. ("Night Cleaning") and also supply one (1) day porter personnel during WCB Business Hours of 8:30 a.m. and 4:30 p.m. ("Day Cleaning") as specified in this RFP.

The Contractor shall report directly to Ray Daumler, Director, Administration Services (204-954-4444). The Contractor shall not take direction from other WCB staff except where there is another WCB staff member specifically designated (the "Facilities Designate").

The Contractor shall ensure that its cleaning staff are not permitted to work onsite at the WCB's facilities when experiencing COVID-like symptoms.

Day Cleaning staff must have a good understanding of the English language, in order to ensure WCB instructions are clearly understood, especially in emergency situations.

Records of cleaning must be maintained for all kitchens and washrooms at 333 Broadway. These records must be posted in all kitchens and washrooms and then submitted to the Facilities Designate on a bi-weekly basis.

The Contractor shall be responsible to supply all labour, materials, and equipment, including, but not limited to, vacuums, sweepers, polishers, dusters, mops, brushes, etc. that are required to complete the Services within the specified times, including the supply of a portable water extractor carpet cleaner that is stored onsite for night spot cleaning.

The Contractor must have a properly trained supervisor onsite ("Onsite Supervisor") at all times during Night Cleaning to ensure the other cleaning personnel are adequately supervised. The Contractor shall advise the Facilities Designate who its designated Onsite Supervisor is.

Night Cleaning shall be conducted from Monday to Friday inclusive, with the exception of statutory holidays on which the WCB's offices are closed to the public.

Throughout the Services, the Facilities Designate and the Contractor shall jointly conduct inspection tours of the WCB facility to ensure quality service. Inspections will be conducted during Business Hours.

The Contractor must provide a minimum of three (3) contacts that the WCB can call on when issues arise with the Services or additional cleaning services are required.

All cleaning materials will be supplied by the Contractor except for toilet tissue, hand towels, hand soap, air fresheners, feminine hygiene products, and garbage bags. Proper disinfecting products must be used by the Contractor for the cleaning duties specified below.

The onsite storage closets shall be kept clean and never overfilled. The doors to the onsite storage closets must be kept closed during Business Hours.

The Contractor must provide the WCB with a list of chemicals to be used and stored on site with a brief description of their respective use and purpose. Compliance with all Material Safety Data Sheets (MSDS) and Workplace Hazardous Materials Information System (WHMIS) regulations is required. An MSDS information binder will be provided to the Contractor in two (2) hard copies.

The Contractor shall observe and enforce all safety measures required by the WCB and as required under any other applicable statues and authorities.

Any additional cleaning for which payment will be claimed in excess of the quoted monthly Night/Day Cleaning fees must be pre-authorized by the Facilities Designate.

Care shall be taken not to disturb computers, calculators, and other specialized business equipment and papers. Only open desk areas are to be wiped down.

The computer room can only be cleaned when a WCB employee is present.

The specific cleaning duties are as follows:

Night Cleaning:

a) Floors/Vinyl/Tile/Terrazzo

• Floors to be swept nightly, using a dust control method;
• Damp mop and spot clean to remove marks and stains nightly;
• Buff or spray buff nightly;
• Wash, spot scrub, and wax, to restore "just waxed" look weekly;
• Recondition resilient floor finishes quarterly, strip completely, removing existing floor finish, rinse with clear water and apply two (2) coats of non-slip finish, buffing after each coat. Stripping is to include removal of floor finish accumulations under furniture, radiators, in corners, and on baseboards; and
• Clean baseboards weekly.

• Carpeted floor surfaces and floor surfaces which cannot be swept and damp mopped without difficulty shall be vacuumed, using a small commercial type pile lifting (mechanical/brush) vacuum;
• Carpets to be spot cleaned nightly; and
• Carpets to be deep cleaned twice annually (spring & fall).

• Floors shall be washed nightly and polished at the discretion of the Facilities Designate.

• Floors to be cleaned as specified above, except that they shall be damp mopped with a disinfectant solution;
• Empty waste containers and damp wipe nightly;
• All washrooms fixtures, soap dispensers, faucets, mirrors, shelves, flushometers, and bright work shall be cleaned, disinfected, and polished nightly;
• Shower stalls, urinals, toilets, seats, and fittings shall be cleaned and sanitized nightly;
• Soap containers, toilet paper, and towel dispensers shall be refilled nightly with materials supplied by the WCB; and
• Walls, partitions, shelves, and doors are to be cleaned of finger marks and smudges and shall be wiped down nightly.

• Dust all cleared horizontal surfaces such as desktops, tables, chairs, filing cabinets, partition ledges, counters, etc. with a treated cloth nightly;
• Dust all exposed vertical surfaces to reach height nightly;
• Glass-topped furniture to be cleaned of finger marks and stains;
• Damp wipe desktops weekly;
• Wash countertops nightly;
• Dust bookcases nightly (do not remove books);
• Upholstered furniture shall be vacuumed monthly (schedules to be provided by the Contractor to the Facilities Designate) and leather/vinyl furniture to be dusted, damp wiped, and polished;
• Telephone headsets shall be wiped clean with a disinfectant cloth weekly; and
• All grills and louvers shall be damp cleaned monthly and, if required, vacuumed quarterly.

• Walls, partitions, ledges, and moldings shall be spot cleaned of marks and fingerprints weekly;
• Bases of standing dividers or screens shall be dusted nightly;
• Remove finger marks from around switches and door frames nightly; and
• Dust tops of door frames, pictures, tops of ledges, and cabinets above reach height with treated cloth monthly.

• Entry door glass shall be cleaned nightly;
• Wash inside entry door glass and sidelights weekly; and
• Window sills and ledges shall be wiped clean of all marks nightly.

• Contents of exterior ashtrays and all smoking materials shall be deposited in a metal container. These materials shall not be collected or dumped into the same container as regular trash.

• Waste baskets and refuse containers shall be emptied into the plastic garbage bags supplied by the WCB;
• Bulk recycling containers (cardboard, plastic and glass containers, and cans) shall be emptied and products stored in required locations; and
• Damp wipe waste baskets and refuse containers weekly with a mild disinfectant, replace with plastic liner as required.

• Venetian blinds shall be dusted to reach height weekly; and
• Vertical blinds and drapes shall be vacuumed quarterly.

• Elevator floors are to be cleaned with damp mop nightly;
• Elevator tracks to be cleaned and vacuumed nightly; and
• Mirrors are to be cleaned and chrome polished nightly.

• Clean floor with a damp mop nightly.

• Unless previously specified, baseboards shall be dusted weekly;
• Finger marks and other marks shall be cleaned from door glass, desk glass, mirrors, and polished surfaces nightly;
• All doors, hand and kick plates, and all metal works shall be polished or wiped clean weekly;
• All entrance mats shall be lifted, swept under, and vacuumed nightly;
• Stairs and landings to be swept and washed nightly;
• Handrails and ledges will be dusted nightly; and
• Spot clean stairwell wall surfaces monthly.

• Responsibilities include general cleaning of bathrooms (including the wiping down of fixtures) and common areas as well as emergency clean ups as they arise during Business Hours;
• Twice a day clean any garbage, paper, and cigarette butts around exterior of building and on the plaza area; and
• Cleaning tasks as required and assigned by the Facilities Designate during Business Hours (Day Porter must have means of communication to allow the Facilities Designate to contact the individual directly when required).