February 11, 2020 - Addendum 1 Posted
February 14, 2020 - Addendum 2 Posted
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CAPITAL REGIONAL DISTRICT
REQUEST FOR PROPOSAL

JANITORIAL SERVICES - DOWNTOWN
RFP NO. 11.20.01-01

Instructions to Proponents
Invitation

The Capital Regional District (“CRD”) invites detailed proposals from Contractors (the "Proponents") in strict accordance with these Proposal Documents (CRD, RFP No. 11.20.01-01). The proposals will be evaluated for the selection of a contractor (or contractors) with the intent to enter into a contract (the “Contract”) to provide the services described in Appendix “A”.

The Capital Regional District (CRD), hereinafter referred to as the "District”, invites Proposals for the provision of janitorial goods and services for CRD facilities located in Downtown Greater Victoria.

The quantities are estimated annual amounts, initially for a three (3) year period with the option to extend the contract for two (2) additional one (1) year periods upon mutual agreement. The District reserves the right to award in whole or in part.

A Contract will not necessarily result from this Request for Proposal (“RFP”).

Closing Time and Date for Submission of Proposals

The CRD will accept four (4) copies of each proposal and one (1) USB, in accordance with the instructions contained herein, at the following specific physical location:

Attention:         Shari McCreesh
                          Contracts Coordinator
                          Facilities Management & Engineering Services

Address:          Capital Regional District 
                          625 Fisgard Street
                          Victoria BC V8W 1R7                  

On or before the following date and time (the “Closing Time”):

Time:   2:00:00pm [local time]
Date:    21 February 2020

The CRD reserves the right to extend the Closing Time at its sole discretion.

Proposals must not be sent by fax or electronically.

Not a Tender

This is a Request for Proposal and not a tender call.

Proposal Documents

Each Proponent will ensure it provides its correct name, address, email address, telephone number and facsimile number to the CRD at the time the Proponent receives a set of Proposal Documents.

Please use and reference the above RFP number on all correspondence.

Proponents are advised to read and respond appropriately to all sections of the RFP.

Incomplete proposals may be rejected at the sole discretion of the CRD.

Inquiries

All inquiries related to this RFP, including whether or not the Contract has been awarded, should be directed in writing to the person named below (the “CRD Representative”). Information obtained from any person or source other than the CRD Representative may not be relied upon.

Name:                               Tony Nakata
Address:                           625 Fisgard Street Victoria BC V8W 1R7
Fax:                                   250-360-3270
Telephone:                       250-360-3203
Email:                               tnakata@crd.bc.ca 

Inquiries should be made no less than seven (7) days prior to Closing Time. The CRD reserves the right not to respond to inquiries made less than seven (7) days prior to Closing Time. Inquiries and responses will be recorded and may be distributed to all Proponents at the discretion of the CRD.

Proponents finding discrepancies or omissions in the Contract or RFP, or having doubts as to the meaning or intent of any provision, should immediately notify the CRD Representative. If the CRD determines that an amendment is required to this RFP, the CRD Representative will issue a written addendum to the Proponents. No oral conversation will affect or modify the terms of this RFP or may be relied upon by any Proponent.

Information Meeting

A mandatory information meeting will be hosted by the CRD Representative to discuss the CRD’s requirements under this RFP.  At the time of issuance of this RFP, a meeting has been scheduled as follows:

Date:                Thursday, February 6, 2020
Time:                9:00 am
Location:         625 Fisgard Street, Victoria BC, lobby
Phone:             250-360-3203

Addenda

If the CRD determines that an amendment is required to this RFP, the CRD will issue a written addendum and it will be posted to BC Bid and CRD websites. The addendum(s) will be incorporated into and become a part of this RFP. Failure to acknowledge and address all addenda in a Proposal may render the Proposal invalid. It is the sole responsibility of the Respondents to check BC Bid and the CRD websites for addendum(s) prior to submittal.