Background

The Medicine Hat & District Chamber of Commerce is seeking proposals for janitorial maintenance to improve and maintain the Chamber building.

The Medicine Hat & District Chamber of Commerce invites suppliers to submit proposals for weekly janitorial services for the Medicine Hat & District Chamber office. 

It is the intention of the Chamber to award a contract to one bidder who is a member in good standing with the Medicine Hat & District Chamber of Commerce.

Property Specifications

Our office is a two level, 2,916 sq2 commercial building located on the corner property of 4th Street and 6th Avenue. The office has one reception area, seven small offices, one bathroom, and one small kitchenette/ meeting room on the main level. With one large board room, one storage area, a kitchenette area and one bathroom on the lower level.  

Proposal Requirements

Please provide the monthly janitorial fee and description of service based on weekly clean up including:

• Cleaning and sanitizing of all office spaces, desks, chairs, equipment, counters
• Garbage waste removal and sanitization of waste bins
• Dusting of surfaces and ledges
• Cleaning of glass surfaces
• Spot cleaning of wall surfaces, interior glass, switches and doors
• Cleaning of bathrooms including all surfaces, including mirrors, cabinets, counters, toilets, floors and waste       bins
• Weekly cleaning of floor surfaces including dust mop, washing and sanitizing

Additional proposal requirements

• Bi-annual fee for window cleaning 
• A minimum of three references

Bid Acceptance, Rejection or Selection of Quotation

The Chamber expressly reserves the right to reject any or all proposals, to waive any informalities or irregularities in the proposals, and to accept that proposal which is in the best interest of the Chamber.

The following criteria will be considered in the selection of the successful proposal:

1. Member in good standing with the Medicine Hat & District Chamber of Commerce
2. Evidence in proposal that the candidate understands the scope of the services to be performed.
3. Experience of the firm in janitorial services.
4. Costs quoted to perform the specified services.

Duration

The contract will be for a period of one (1) year effective September 1, 2024 to August 31, 2025 and prices bid must be held firm for the duration of the contract. 

Incurred Proposal Costs

The Chamber is not liable for any cost incurred by the bidder prior to the issuance of an agreement or contract.

Unacceptable Work

If the contractor fails to comply with any of the terms of this proposal, the Chamber may terminate the contract.

Deadline

Response Date for Proposals: Friday, April 26, 2024 at 4:00 pm

In order to be considered for selection, proposals for services must be received in a sealed envelope clearly marked “Janitorial Services Proposal” at the Chamber of Commerce office, 413 6th Avenue SE, Medicine Hat or emailed to accounts@medicinehatchamber.com no later than 4:00 PM on Friday, April 26, 2024.

Questions and Information

Questions and communications regarding this Request for Proposal may be submitted in writing by email up to seventy-two (72) hours prior to the closing time and date to: accounts@medicinehatchamber.com.

No other representative of the Chamber is to be contacted regarding this Request for Proposal. The Chamber accepts no responsibility for, and the Bidder agrees not to rely upon, any verbal or written statements or representations from any other person, whether or not employed by the Chamber.