The Workers Compensation Board of Manitoba (WCB) invites firms to submit a Proposal for the following: Cleaning services for the WCB's regional office located at Renaissance Station 457-9th Street, Brandon, Manitoba.
Description of Services
The WCB requires nightly cleaning services at its regional office located in Renaissance Station, Units 1, 2, and 3, at 457-9th Street, Brandon, Manitoba (the "Brandon Office").
The Brandon Office consists of approximately eight thousand and twenty-six (8,026) square feet of total floor space which is covered in approximately one thousand four hundred (1,400) square feet of tiled flooring and approximately six thousand six hundred and twenty-six (6,626) square feet of carpeting.
The Contractor shall be required to supply properly trained and supervised cleaning personnel to clean the Brandon Office between the hours of 5:00 p.m. and 8:00 a.m., Monday through Friday inclusive, with the exception of public holidays ("Night Cleaning").
The WCB shall be entitled to request the Contractor provide criminal record checks of all its resources performing the Services and only those resources with criminal record checks satisfactory to the WCB shall perform the Services.
The Contractor shall report directly to a designated WCB representative during the term. The Contractor shall not take direction from other WCB staff unless specifically instructed by the designated WCB representative.
The WCB shall provide the Contractor with access to WCB personnel that are qualified to provide the Contractor with instruction, information and WCB resources, including access to the Brandon Office, documentation and systems as are reasonably required to provide the Services in a timely fashion.
The Contractor shall have a properly trained supervisor onsite at all times during Night Cleaning to ensure the other cleaning personnel are adequately supervised (the "Onsite Supervisor"). The Contractor shall advise the designated WCB representative who has been designated as the Onsite Supervisor.
Throughout the Services the designated WCB representative and the Contractor shall jointly conduct inspection tours of the Brandon Office to ensure quality service. Inspections will be conducted during Business Hours.
The Night Cleaning shall include the following duties:
a) DAILY CLEANING:
(i) Offices:
●empty all waste baskets including changing plastic bag liner as required;
●vacuum all carpets and rugs;
●sweep and damp mop all non-carpeted floors; and
●dust all open areas of desk surfaces.
(ii) Washrooms:
●clean all washbowl and plumbing fixtures with germicidal detergent;
●clean and disinfect toilet bowls and seats;
●empty and damp wipe all waste receptacles and change plastic bag liners;
●restock paper towel, soap, toilet tissue (supplied by WCB) and include a spare of each in each washroom;
●wash bare floor areas with a disinfectant detergent solution; and
●clean mirrors and scrub counter tops;
(iii) Common Areas:
●remove finger marks and smudges from all glass, metal and painted surfaces;
●vacuum all carpets and rugs;
●main counter to be cleaned with ink removing, non-abrasive cleanser and polished;
●sweep and damp mop main public thoroughfare;
●clean both sides of glass on all entrance way and emergency exit doors;
●remove finger marks, etc. from both sides of entrance door and emergency exit doors;
●vacuum entranceway mat; and
●empty and damp wipe all waste baskets and replace plastic bag liners as required;
(iv) Kitchen:
●clean all counters, sink and tables; and
●empty and damp wipe waste baskets including changing plastic bag liner.
b) WEEKLY CLEANING:
●Wipe all open areas of desk surfaces with a sanitary wipe;
●front entrance- sweep, damp mop, and remove debris as required;
●empty and damp wipe all waste baskets including changing plastic bag liner as required;
●dust all windowsills, ledges, and other horizontal surfaces above six (6) feet, including removing cobwebs from ceiling and door top ledges;
●dust all vertical surfaces including all furniture, equipment, and pictures; and
●kitchen- wipe out microwave oven and exterior of refrigerator.
c) OTHER PERIODIC CLEANING:
●carpets- steam clean or shampoo all carpeted areas twice annually (April & October);
●windows- wash inside at least once every six (6) months and outside at least once every four (4) months;
●blinds- dust at least monthly;
●interior walls- wash as required;
●baseboards- damp wipe at least monthly; and
●wash tile floor in public thoroughfare at least monthly.
The Contractor shall be responsible for supply of all labour, materials, and equipment, including, but not limited to, vacuums, sweepers, polishers, dusters, mops, brushes, etc. required to complete the Services within the specific times.
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.
The storage closets in the Brandon Office shall be kept clean and never overfilled. The doors on the 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 at the Brandon Office with a brief description of their respective use and purpose and be in compliance with all Material Safety Data Sheets (MSDS) and Workplace Hazardous Materials Information System (WHMIS) requirements.
The Contractor shall observe and enforce all safety measures required by the WCB and as required under any applicable legislation.
Care shall be taken to not disturb computers, calculators, and other specialized business equipment and papers.
The Contractor must provide a minimum of three (3) phone numbers that the WCB can call when issues arise with the Night Cleaning or additional cleaning services are required. The Contractor shall also provide the WCB with a list of no less than three (3) phone numbers and e-mail addresses to be able to contact the Contractor if emergency support is required. The Contractor must respond within four (4) hours to requests made within Business Hours and within eight (8) hours to requests made outside Business Hours.
The Proposal should include an overview of the proposed resources being offered, including profiles of work which highlight their experience performing similar services.
Even if the Contractor is not required under The Workers Compensation Act to have and maintain workers compensation coverage in Manitoba, the WCB shall require the Contractor to purchase and maintain workers compensation coverage for its workers who will be providing the Services in Manitoba.
The Services shall be provided onsite at the WCB's facilities and from the Contractor's facilities located in Canada, as applicable, unless otherwise agreed in writing.
It is anticipated the Services will be required for a period of five (5) years, commencing on February 1, 2024.
