Item - 2021.GL22.12

The General Government and Licensing Committee:

1.  In accordance with Section 195-8.4 of Toronto Municipal Code Chapter 195 (Purchasing), authorized the General Manager Parks Forestry and Recreation and the Acting General Manager Economic Development and Culture to enter into, and execute an agreement with Waterford Services. being the top-ranked proponent meeting the requirements set out in the Negotiated Request for Proposal document number 2625552649 within Large Property Groups E (Parks Forestry and Recreation's Community Recreation properties , Economic Development and Culture)  and Large Property Group F (Parks, Forestry and Recreation Parks properties) as defined in the Negotiated Request for Proposal for a period of three (3) years in the amount of $14,458,584.49 net of all taxes and charges and inclusive of all contingencies ($14,713,055.58 net of Harmonized Sales Tax recoveries) with the option to renew the contract for two (2) additional separate one (1) year periods in the amount of $10,127,435,.10 net of all taxes and charges and inclusive of all contingencies ($10,305,677.95 net of Harmonized Sales Tax recoveries) for a total contract award including optional years of $24,586,019.59 net of all taxes and charges and inclusive of all contingencies ($25,018,733.53 net of Harmonized Sales Tax recoveries), based on the terms and conditions set out in the Negotiated Request for Proposal and in a form satisfactory to the City Solicitor.

2.  In accordance with Section 195-8.4 of Toronto Municipal Code Chapter 195 (Purchasing), grant authority to the Executive Director, Corporate Real Estate Management, to enter into, and execute an agreement with the following successful Proponents based on the terms and conditions set out in the Negotiated Request for Proposal document number 2625552649 and in a form satisfactory to the City Solicitor:

a.  Evripos Janitorial Services Limited. being the top-ranked proponent meeting the requirements set out in the Negotiated Request for Proposal for Large Property Groups H (Union station) as defined in the Negotiated Request for Proposal for a period of three (3) years in the amount of $3,138,935.95 net of all taxes and charges and inclusive of all contingencies ($3,194,181.22 net of Harmonized Sales Tax recoveries) with the option to renew the contract for two (2) additional separate one (1) year periods in the amount of $2,198,650.23 net of all taxes and charges and inclusive of all contingencies ($2,237,346.47 net of Harmonized Sales Tax recoveries) for a total contract award including optional years of $5,337,586.18 net of all taxes and charges and inclusive of all contingencies ($5,431,527.70 net of Harmonized Sales Tax recoveries); and

b.  Kleenway Building Maintenance Services Inc. being the top-ranked proponent meeting the requirements set out in the Negotiated Request for Proposal for Large Property Group I (Scarborough Civic Centre) as defined in the Negotiated Request for Proposal for a period of three (3) years in the amount of $1,124,259.66 net of all taxes and charges and inclusive of all contingencies ($1,144,046.63 net of Harmonized Sales Tax recoveries) with the option to renew the contract for two (2) additional separate one (1) year periods in the amount of $787,481.42 net of all taxes and charges and inclusive of all contingencies ($801,341.10 net of Harmonized Sales Tax recoveries) for a total contract award including optional years of $1,911,741.08 net of all taxes and charges and inclusive of all contingencies ($1,945,387.72 net of Harmonized Sales Tax recoveries).

3.  In accordance with Section 195-8.4 of Toronto Municipal Code Chapter 195 (Purchasing), grant authority to the Acting Fire Chief, Toronto Fire Services to enter into, and execute an agreement with Alpine Building Maintenance (SCI)  being the top-ranked proponent meeting the requirements set out in the Negotiated Request for Proposal for Large Property Group G (Toronto Fire Services) as defined in the Negotiated Request for Proposal for a period of three (3) years in the amount of $415,228.95 net of all taxes and charges and inclusive of all contingencies  ($422,536.98 net of Harmonized Sales Tax recoveries) with the option to renew the contract for two (2) additional separate one (1) year periods in the amount of $290,844.81 net of all taxes and charges and inclusive of all contingencies ($295,963.67 net of Harmonized Sales Tax recoveries) for a total contract award including optional years of $706,073.75 net of all taxes and charges and inclusive of all contingencies ($718,500.65 net of Harmonized Sales Tax recoveries), based on the terms and conditions set out in the Negotiated Request for Proposal and in a form satisfactory to the City Solicitor.

On April 22, 2021, a revised staff report was posted on the City's website and the committee agenda was updated to reflect the revised report. 

On June 17, 2021 the decision of the General Government and Licensing Committee on this item was corrected to reflect the Committee's adoption of the revised recommendations, and at its meeting on June  29, 2021, the Committee adopted the corrected minutes for its April 26, 2021 meeting.

The purpose of this report is to advise on the results of Negotiated Request for Proposal Document Number 2625552649 for the provision of custodial services for various locations throughout the City of Toronto, and to request authority for the General Manager Parks Forestry and Recreation, Acting General Manager Economic Development & Culture, Executive Director, Corporate Real Estate Management, Acting Fire Chief, Toronto Fire Services to enter into six (6) separate contracts with the top-ranked proponents meeting the requirements set out in the Negotiated Request for Proposal.

The consolidated cost of all six (6) contracts with four (4) Suppliers over the award period of three (3) years with two (2) option years of (1+1) to the City of Toronto is $32,541,420.61 net of all taxes and inclusive of all contingencies ($33,114,149.60 net of Harmonized Sales Tax recoveries).

This Negotiated Request for Proposal was developed as a strategic sourcing initiative by the Purchasing and Materials Management Division's Category Management and Strategic Sourcing unit and Parks Forestry & Recreation, Economic Development and Culture, Corporate Real Estate Management's team. The requirements of the Negotiated Request for Proposal followed current industry best practices and are outcome-based with a focus on performance. As a result of this sourcing initiative, the City will benefit from a standardized outcome-based custodial services model, enhanced abilities to hold vendors accountable and consistency in terms of contract requirements and performance levels. This is all expected to result in overall cost optimization and enhanced service levels.

This contract award is within the delegated authority of the General Government and Licensing Committee pursuant to direction 10 of GM12.21 Council-Directed Follow Up to Community Development Committee Item CD10.2 - the Social Impact of Lower Wage Jobs which states "that prior to the awarding of any further cleaning contracts, the Deputy City Manager and Chief Financial Officer bring results of the call for proposals to the Government Management for approval" and pursuant to Section 195-8.4 of Toronto Municipal Code Chapter 195.