Request for Proposal (RFP) for Janitorial Services
Issued by: BC Association of Aboriginal Friendship Centres
Date of Issue: December 20, 2024
Proposal Due Date: January 30, 2025
1. Introduction
The BC Association of Aboriginal Friendship Centres (BCAAFC) is seeking proposals from qualified and experienced janitorial service providers to maintain the cleanliness, sanitation, and hygiene of our facilities located at 551 Chatham Street, Victoria, BC. The selected contractor will provide comprehensive janitorial services twice weekly to ensure a clean, safe, and welcoming environment for staff, clients, and visitors.
We are committed to environmentally friendly practices and prefer the use of green cleaning products that are effective, sustainable, and non-toxic. Additionally, our office is a non-scented environment, so no products with fragrances or strong scents should be used in the cleaning process.
2. Scope of Work
The scope of services required includes, but is not limited to, the following:
- Twice-weekly cleaning and sanitation of all office spaces, lobbies, meeting rooms, kitchens, and restrooms
- Emptying of trash bins and recycling receptacles
- Dusting and wiping down of surfaces (desks, counters, windowsills, etc.)
- Sweeping, mopping, and vacuuming floors
- Cleaning windows, doors, and glass partitions
- Restocking restrooms with supplies (toilet paper, soap, paper towels, etc.)
- Sanitizing high-touch surfaces (door handles, switches, elevator buttons, etc.)
- Periodic deep cleaning of carpets, windows, and other surfaces
- Disposal of waste and recycling
- Use of low/no scent cleaning products whenever possible
- Any additional services as required
3. Service Schedule
Janitorial services will be required twice weekly, specifically on Tuesdays and Fridays, after business hours. Please include in your proposal the specific times your team would be available to perform the tasks listed above.
4. Contractor Qualifications
Interested bidders must meet the following criteria:
- Minimum [5] years of experience in providing janitorial services
- Demonstrated ability to perform services as outlined in the Scope of Work
- Adequate staffing levels to ensure consistent service delivery
- Licensed, insured, and bonded
- Strong references from at least [5] previous clients
- Familiarity with cleaning products and techniques that are environmentally friendly and in compliance with local regulations
5. Proposal Submission Requirements
Proposals must include the following:
- Company Information:
- Name of the company, address, and contact details
- Overview of the company’s history and qualifications
- List of key personnel who will be assigned to the contract, including their roles and experience
- Pricing Structure:
- Detailed pricing breakdown for the scope of work, including labor, materials, and any additional costs
- Any optional services that may be offered
- References:
- Contact information for at least three (3) current or previous clients with similar service requirements
- Insurance and Licensing:
- Proof of insurance coverage
- Valid business license to operate in [insert location]
- Service Approach:
- Description of the cleaning methods, products, and equipment to be used
- Additional Information:
- Any relevant additional information or recommendations that may add value to the service
6. Evaluation Criteria
Proposals will be evaluated based on the following criteria:
- Price competitiveness
- Experience and qualifications of the service provider
- Ability to meet the scope and schedule requirements
- Feedback from references
- Compliance with health and safety standards
- Environmental considerations (use of eco-friendly products)
7. Submission Deadline
All proposals must be submitted by January 30, 2025, via email to:
Contact Person: Jenn Douglass
Email Address: jdouglass@bcaafc.com
Mailing Address: 551 Chatham Street, Victoria, BC
Phone Number: 250-940-4892
SUBJECT LINE MUST INCLUDE: Proposal for Janitorial Services
8. Contract Terms
The selected contractor will be required to enter into a formal agreement with BC Association of Aboriginal Friendship Centres. The initial contract term will be for 2 years, with the option for renewal based on performance and mutual agreement.
We look forward to receiving your proposal and working together to maintain a clean and healthy environment at BC Association of Aboriginal Friendship Centres
Sincerely,
Jenn Douglass, Office Manager
BC Association of Aboriginal Friendship Centres
Appendix: Janitorial Services Checklist
The following checklist outlines the tasks to be completed by the janitorial service provider, organized by frequency.
Daily Tasks
- Empty all trash bins and recycling receptacles, and taken to bins in basement
- Wipe down all desks, counters, and windowsills
- Clean and sanitize high-touch surfaces (door handles, switches, elevator buttons, etc.)
- Sweep, mop, and vacuum floors in all common areas, office spaces, and restrooms
- Restock restrooms with toilet paper, soap, paper towels, etc.
- Ensure all restrooms are cleaned and sanitized
- Ensure kitchens and break areas are wiped down and sanitized
- Notify applicable BCAAFC staff of any repairs needed that are noticed, or supplies needed restocking
Weekly Tasks
- Clean and sanitize all meeting rooms
- Dust and wipe down furniture, including chairs, tables, and other office equipment
- Sweep, mop, and vacuum floors in less trafficked areas
- Clean windows, doors, and glass partitions in common areas
- Perform deep clean of kitchen counters, sinks, and appliances
Monthly Tasks
- Clean and sanitize office windows and glass surfaces
- Perform a deep clean of kitchen equipment (microwaves, refrigerators, etc.)
- Clean and sanitize walls and baseboards
Seasonal Tasks
- Deep cleaning of all windows (inside)
- Dusting of vent work, hanging lights, etc.
- Thorough cleaning of office stairs
- Deep clean of upholstery in office and meeting rooms
