Addendum #2

RFT 13-06

Janitorial Services for; Part A) Market Square, 220 Colborne St./1Market Square (City Units) Part B) City Hall, 100 Wellington Square and Provincial Offences Offices, 102 Wellington Square, and Hydro Building, 84 Market Street Part C) Pollution Control, 180 Greenwich Street, Part D) Transit Terminal, 64 Darling Street

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RFT 13-06 Janitorial Services Required for Various City Locations

Addendum Issued: February 11, 2013

ADDENDUM No. 2

The following shall form part of the Request for Tender documents for the above, first issued by the Purchasing Division on January 25, 2013 and the revisions and additions noted herein and any attachments shall read in conjunction with all other documents. This Addendum shall, however, take precedence over all previously issued Request for Tender documents where differences occur.

Bidders are advised that Addendum #2 has now been issued and can be located on the City of Brantford Purchasing Website. Due to the size of this Addendum, it will not be forwarded to Bidders via fax. Bidders are required to download the Addendum directly from the City website. The website can be found at: http://www.brantford.ca/BUSINESS/TENDERSBIDSANDPURCHASING/Pages/CurrentBidOpportunities.aspx Click on the RFT 13-06 link, afterwards you will find the link “Addendum #2”.

A. Bidders Questions Received and Corresponding Answers

Q1. The square footage listed on page 56 – is that the cleanable square footage? A1. Yes, this is the cleanable square footage. Q2. Can you give us a more detailed answer regarding the areas the Contractor is responsible regarding snow removal at each site? A2. The City of Brantford clears snow and salts on all perimeter sidewalks. At City Hall the perimeter sidewalks include municipal sidewalks beyond City Hall and City Hall parking lot property. Any additional sidewalks are the responsibility of the Contractor. This includes the court yard between City Hall and POA, and the sidewalk between the east side of the buildings and the parking lot. This also includes shoveling and salting at the following locations: the sidewalk and ramp at 180 Greenwich Street, and all perimeter doors,

Addendum #2

RFT 13-06

Janitorial Services for; Part A) Market Square, 220 Colborne St./1Market Square (City Units) Part B) City Hall, 100 Wellington Square and Provincial Offences Offices, 102 Wellington Square, and Hydro Building, 84 Market Street Part C) Pollution Control, 180 Greenwich Street, Part D) Transit Terminal, 64 Darling Street

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the doorways at both exits/entrances at the Transit Terminal, the front and back steps and ramp at 84 Market Street, 220 Colborne Street: The main entrance of the lobby including under the overhang, the employee entrance off of Colborne Street, the parking lot employee entrance and the employee entrance off of Dalhousie.

Q3. Is snow clearing required on the weekends where the regular cleaning is performed Monday to Friday? A3. Yes Q4. The cleaning specifications starting on page 61 indicate day cleaning activities at the Hydro Building and the Provincial Offence Office but there is no day porter requirement for these two buildings. Do the day porters at Market Square and the City Hall also cover these two buildings? A4. The day porter at City Hall may cover the duties required at the Provincial Offence Office throughout the day. On occasion the day porter may be required to cover some duties at 84 Market Street, but the day porter should primarily be concerned with City Hall. Any additional requirements of the contract at 84 Market Street should be met separately. The day porter at Market Square is only to be concerned with their tasks at Market Square. Q5. Is exterior window cleaning a required cleaning task in the base contract or, is this a separate charge? A5. Exterior window cleaning is not part of this contract. Exterior front door and lobby windows are part of this contract. Q6. What are the snow clearing requirements for City Hall and POA? Does the large court yard between the two buildings require complete shoveling? A6. Yes, see answer 2 for more detail. Q7. Hydro Building – In the specs it states “strip and refinish the vinyl tile or quarry tile floors in all areas” Does this apply to the terrazzo flooring at the Hydro Building? A7. Yes

Addendum #2

RFT 13-06

Janitorial Services for; Part A) Market Square, 220 Colborne St./1Market Square (City Units) Part B) City Hall, 100 Wellington Square and Provincial Offences Offices, 102 Wellington Square, and Hydro Building, 84 Market Street Part C) Pollution Control, 180 Greenwich Street, Part D) Transit Terminal, 64 Darling Street

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Q8. Snow Clearing Duties – In the document it states “Snow clearing duties described herein must be adhered to seven days a week, no exceptions” Does this apply to all locations? For example; The Pollution Control building is only 2 days a week, would snow clearing be required 7 days a week? A8. Yes Q9. Does the City of Brantford supply the salt and sand for de-icing? A9. Contractor is responsible for the supply of ice melt for ongoing maintenance for all sites. The City of Brantford will provide a limited supply of ice melt for emergency situations. Q10. Does the City of Brantford supply snow removal equipment such as shovels, snow blowers etc. for all site or is this responsibility of the Contractor? A10. The City of Brantford has a snow blower on site at City Hall only. The Contractor is responsible for any other equipment required. Q11. Transit Terminal Building – are all the garbage bins outside in the row of bus stops required to be emptied by the cleaner? If so, what is the frequency?

A11. Exterior garbage’s at the transit terminal are required to be emptied nightly. Q12. In the Pollution Control Building, do the cleaners clean the records room with the alarm on it? A12. Yes, all of 180 Greenwich is included. The Contractor will be provided an alarm code to access all areas. Q13. In the Pollution Control Building, do the cleaners clean the garage? A13. The Contractor is responsible for clearing out the garbage in the garage area only. Q14. Is long hair in a male staff member an issue with regards to the day porter position? A14. No Q15. Under the frequency required in the scope of work, does the number of check marks in the column indicate the number of times it is to be completed? For example Pg 61 of the ackage, vacuum all carpets including carpet base and edging to be done 3 times per week?

Addendum #2

RFT 13-06

Janitorial Services for; Part A) Market Square, 220 Colborne St./1Market Square (City Units) Part B) City Hall, 100 Wellington Square and Provincial Offences Offices, 102 Wellington Square, and Hydro Building, 84 Market Street Part C) Pollution Control, 180 Greenwich Street, Part D) Transit Terminal, 64 Darling Street

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A15. Yes. Q16. Would it be possible to get the occupancy per building? A16. Please see floor plans attached. All buildings have public access; the front lobby of City Hall and 220 Colborne Street are particularly high traffic areas. Q17. Are written floor plans available for reference? A17. Please see floor plans attached. Note there may be minor changes to office layouts and that these drawings are not 100% accurate. Measurements to be verified by the Contractor. Q18. Would you have the number of employees at Market Square, and would you know the percentage of floor covering? A18. Please see attached floor plans for rough ideas on areas and number of employees that work in those areas. Q19. As burnt out light bulbs are required to be replaced, are all bulbs provided by the City of Brantford. A19. This requirement has been removed from the Scope of Work.

B. Additional Information Provided to Bidders The following drawings have been provided

Market Square

City Hall

POA

Hydro Building

Pollution Control

Transit Terminal

Pictures of locations within the various Parts.

C. Deletions Bidders are advised to delete the following from the Scope of Work – Page 76 Additional Items (Required for All Parts)

Addendum #2

RFT 13-06

Janitorial Services for; Part A) Market Square, 220 Colborne St./1Market Square (City Units) Part B) City Hall, 100 Wellington Square and Provincial Offences Offices, 102 Wellington Square, and Hydro Building, 84 Market Street Part C) Pollution Control, 180 Greenwich Street, Part D) Transit Terminal, 64 Darling Street

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Delete “Replace light bulbs and tubes,” Bidders are advised to delete in its entirety the chart on Page 28 of the Request for Tender 13-06 titled “ESA Information for all Parts of this document” and replace with the following chart.

ESA Information for all Parts of this document (Positions are utilized at multiple locations)

Location Employee Title Wage Hours worked

per week

Date of hire(City of Brantford locations)

84 Market, Pollution

Control, Transit terminal,

Market Square, City Hall, POA

Supervisor

$ 16.00 / hr.

44

Jan., 2012

City Hall Cleaner

$ 11.00.

44

June, 2012

Market Square, POA, City Hall

Cleaner

$10.50

15

Nov., 2012

Market Square, POA, City Hall

Cleaner

$10.50

29

Nov., 2012

Transit, Market Square, City Hall, POA

Cleaner

$10.50

27

Jan. 2012

Market Square Cleaner

$11.00

44

Feb., 2005

Market Square, City hall, POA

Cleaner

$10.50

29

Dec., 2012

Addendum #2

RFT 13-06

Janitorial Services for; Part A) Market Square, 220 Colborne St./1Market Square (City Units) Part B) City Hall, 100 Wellington Square and Provincial Offences Offices, 102 Wellington Square, and Hydro Building, 84 Market Street Part C) Pollution Control, 180 Greenwich Street, Part D) Transit Terminal, 64 Darling Street

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END OF ADDENDUM NUMBER 2 RECEIPT OF ADDENDA MUST BE ACKNOWLEDGED ON THE FORM OF TENDER Debbie Bakker CPPB Buyer Purchasing Division – Finance Department

BUILDING EXITS

FIRE EXTINGUISHER LOCATIONS

Legend

LAST UPDATED: JAN 26/13

FIRE EXIT PLAN

City of Brantford180 Greenwich St.Ground Floor

NOT TO SCALE

GREENWICH STREET

PARKING LOT

EMERGENCY LIGHTING

EXIT LIGHTING

BUILDING EXITS

FIRE EXTINGUISHER LOCATIONS

Legend

LAST UPDATED: JAN 26/12

FIRE EXIT PLAN

City of Brantford180 Greenwich St.

First Floor

NOT TO SCALE

GREENWICH STREET

PARKING LOT

EMERGENCY LIGHTING

EXIT LIGHTING

TRANSIT TERMINAL – 2ND FLOOR

TRANSIT TERMINAL – TYPICAL WASHROOM – LOWER LEVEL

TRANSIT TERMINAL – TYPICAL WASHROOM – UPPER LEVEL

BACK STAIRWELL - TRANSIT TERMINAL - MAIN FLOOR

CITY HALL – LOBBY

CITY HALL – LOBBY – STAIRS

HALLWAY - CITY HALL – LOWER LEVEL – RECORDS DEPARTMENT

DRAFTING DEPARTMENT - CITY HALL - ENGINEERING

CITY HALL – MAYORS OFFICE – RECEPTION

CITY HALL – MAYOR’S OFFICE – TYPICAL WASHROOM

CITY HALL - MAYOR’S OFFICE

CITY HALL – MAYOR’S OFFICE – COUNCIL CHAMBERS

CITY HALL – TYPICAL WASHROOM

CITY HALL – TYPICAL WASHROOM

TYPICAL WASHROOM - CITY HALL - 3RD FLOOR – BUILDING DEPT.

3RD FLOOR - PLANNING DEPT. - CITY HALL - 2ND FLOOR – LEGAL DEPT.

CITY HALL – 3RD FLOOR – PLANNING DEPT.

P.O.A. – MAIN FLOOR COURT HOUSE

P.O.A. – MAIN FLOOR COURT HOUSE

P.O.A. – BASEMENT – CELL

BASEMENT HALLWAY - P.O.A. - TYPICAL BATHROOM

P.O.A. – TYPICAL BATHROOM

P.O.A. – MAIN FLOOR OFFICES

’

MARKET SQUARE – PURCHASING DEPT.

MARKET SQUARE – CUSTOMER SERVICE DEPT.

MARKET SQUARE – CUSTOMER SERVICE DEPT.

MARKET SQUARE – MAIN LOBBY

MARKET SQUARE – MAIN LOBBY

MARKET SQUARE – MAIN LOBBY

MARKET SQUARE – JOB CENTRE

MARKET SQUARE – SOCIAL SERVICES DEPT.

MARKET SQUARE – SOCIAL SERVICES DEPT.

MARKET SQUARE – SOCIAL SERVICES DEPT.

MARKET SQUARE – SOCIAL SERVICES DEPT.

MARKET SQUARE – TYPICAL WASHROOM

MARKET SQUARE – TYPICAL WASHROOM

MARKET SQUARE – JANITORIAL CLOSET

MARKET SQUARE – BACK HALLWAY

MARKET SQUARE – FINANCE DEPT.

MARKET SQUARE – HUMAN RESOURCES DEPT.

84 MARKET STREET – MAIN LOBBY

84 MARKET STREET – MAIN LOBBY

84 MARKET STREET – MAIN FLOOR - IT SERVICES DEPT.

84 MARKET STREET – 2ND FLOOR – TYPICAL OFFICE SPACE

84 MARKET STREET – 3RD FLOOR – HALLWAY

84 MARKET STREET – 3RD FLOOR – TYPICAL OFFICE SPACE