[9:02] number around us.

[9:11] » Sunshine Valley is

[9:14] open.

[9:21] I think it's still classified as out of

[9:23] control, but no structures or

[9:26] infrastructure.

[9:40] » Yeah,

[9:42] >> there's one that's just come up from the

[9:44] » there's one that's just come up from the

[9:44] States, just crossed the border

[9:46] yesterday. So,

[9:48] Yeah, that one came and we also wash.

[9:55] So we have Big Burn Creek which is park

[9:58] that's 628.7

[10:01] hectares. We have control

[10:05] 957.34

[10:07] hectares. That's out of control. That's

[10:12] Creek 520.

[10:19] 26 miles out.

[10:22] We have under control which is the blade

[10:25] burn one. It's still burn but it's under

[10:28] control.

[10:29] We have

[10:32] >> the tarmaggan

[10:35] » the tarmaggan

[10:36] uh fire which is 500 hectares as of 9 10

[10:39] o'clock this morning. That's uh area.

[10:42] It's out of control.

[10:44] Um, and those are the ones that are in

[10:46] our area

[10:52] and we have a bunch that are out. Oh,

[10:56] call the meeting to order. Acknowledge

[10:58] [clears throat] the Smoking Valley in

[10:59] which we learn, work, and organizes the

[11:00] ancestral traditional unseated territory

[11:02] of the Smoking people, home of the upper

[11:04] smoking Indian band. Can I get a motion

[11:05] to adopt the agenda? Mer.

[11:08] >> Thank you. Willis second.

[11:10] » Thank you. Willis second.

[11:10] >> Gold. All in favor? carried. Uh there's

[11:15] » Gold. All in favor? carried. Uh there's

[11:15] no minutes to adopt, no petitions, no

[11:17] unfinished business. It takes us to 6.1,

[11:20] which is a staff report on janitorial

[11:23] contract CAO.

[11:24] >> Yes. Uh the current contract has reached

[11:26] » Yes. Uh the current contract has reached

[11:26] the end of its term. It was originally

[11:28] granted for three years and then uh we

[11:31] extended it as per the contract for two

[11:33] additional one-year terms. Uh so uh we

[11:37] needed to put out an RFP. An RFP was

[11:39] drafted and advertised. We did receive a

[11:42] total of eight submissions. Um

[11:46] since the uh the original contract was

[11:50] uh was we engaged the contractor, we've

[11:52] added um the annex building uh one new

[11:56] fire hall, new shop and two seasonal

[11:59] park washrooms. So uh so that that made

[12:02] a total of nine yearly facilities and

[12:05] two seasonal facilities. Um, so the

[12:09] workload has actually gotten fairly

[12:11] large. Uh, you can see on the back page

[12:13] of my report, uh, we did receive eight

[12:15] proposals and there's the prices that

[12:18] were submitted. Um, we did review the,

[12:21] uh, the proposals and we use a, uh, like

[12:24] an evaluation matrix. So um although the

[12:28] uh Royal Clean that we are suggesting

[12:30] that we go with were not the lowest uh

[12:34] they were slightly higher but they did

[12:35] they did rank out in the evaluation as

[12:38] being the highest. Uh and so we're

[12:40] recommending that we award the contract

[12:42] to Royal Clean

[12:45] >> questions.

[12:47] » questions.

[12:47] Um how like because there is um

[12:50] additional

[12:52] hours and additional buildings to go. Um

[12:55] how much of an increase would you say it

[12:57] is like based over last year's?

[13:00] >> Last year uh the contract uh price was

[13:04] » Last year uh the contract uh price was

[13:04] $90,000. So we're about 9,000 almost

[13:07] $10,000 above last year which is fairly

[13:10] competitive.

[13:10] >> Yeah.

[13:11] » Yeah.

[13:11] >> Yeah.

[13:11] » Yeah.

[13:11] >> And then um was the increase anticipated

[13:13] » And then um was the increase anticipated

[13:13] in this year's budget?

[13:14] >> Yes. Yeah, we did in we did increase the

[13:17] » Yes. Yeah, we did in we did increase the

[13:17] budget and um I I will also just point

[13:20] out as well that of the eight um

[13:24] submissions that we received um five of

[13:27] them have employees in town already. So

[13:31] um and Royal Clean was one of them that

[13:34] uh they have two employees that live

[13:36] here in Princeton. So

[13:41] » any other questions?

[13:43] >> Yeah, council. In the past, we've had

[13:46] » Yeah, council. In the past, we've had

[13:46] we've chosen to

[13:50] give leeway in terms of

[13:53] if if things were fairly close or

[13:56] whatever and we were able to

[14:00] sway over to to a local firm,

[14:06] >> we would we would, you know, we'd look

[14:09] » we would we would, you know, we'd look

[14:09] at that. In this case, [clears throat]

[14:12] it makes a little more difficult because

[14:13] you have, as you said, you have almost

[14:17] every one of them has local employees.

[14:20] >> Mhm.

[14:25] » Because my first thought was, I know

[14:28] it's $10,000 higher, but one is a local

[14:31] firm that we've been dealing with for

[14:35] >> three years or five.

[14:36] » three years or five.

[14:36] >> Five years. Yeah.

[14:39] » Five years. Yeah.

[14:39] But it makes it a little more difficult

[14:41] in terms of trying to explain to

[14:44] taxpayers we're going to add another

[14:45] $10,000 on simply because one is owned

[14:50] and operated in Princeton and the others

[14:52] are just have local people working on

[14:55] them. [clears throat]

[14:58] >> Yeah.

[15:01] » Any other comments? Just in line with

[15:04] that, like was there with the you said

[15:07] the you do the weighing matrix.

[15:09] >> Yeah.

[15:09] » Yeah.

[15:09] >> Um that adds into it too. So I'm just

[15:11] » Um that adds into it too. So I'm just

[15:12] curious as to like even if it is like

[15:14] less than $1,000 a month increase, there

[15:17] must be other factors and I and we don't

[15:20] see the RFP to know. So

[15:21] >> I can go over it. Um so the matrix that

[15:25] » I can go over it. Um so the matrix that

[15:25] we use uh we do make sure that the

[15:27] mandatories are met so that it was re

[15:29] received on time. um that whether or not

[15:33] they attended a site visit um it wasn't

[15:35] mandatory, but I mean it it it plays out

[15:38] as being important if you want to put

[15:40] together a strong uh propo proposal. Um

[15:44] resumeumés of the project teams, um

[15:48] equipment list, if there's any

[15:49] subcontractors going to be used, uh if

[15:51] there's references, uh we want to make

[15:53] sure we check out the references, which

[15:55] we did. Um

[15:58] um whether or not they have insurance,

[16:00] that's part of it. Um and then the man

[16:03] what we weigh it on is the

[16:06] qualifications of the of the firm and

[16:08] their and their team members, experience

[16:10] of the firm and their project team

[16:12] members, their past performance if we

[16:14] can evaluate it. Uh resources, do they

[16:17] have the resources to do the work? And

[16:19] then of course the final matrix is on uh

[16:22] on price. So when you put it all

[16:25] together and shake it out, um the Royal

[16:28] Clean did come out on top. So

[16:33] » and they and they all have like you can

[16:35] even see there's other local ones, but

[16:37] quite a big difference in price.

[16:39] >> Yeah, it's a little bit. [snorts]

[16:40] » Yeah, it's a little bit. [snorts]

[16:40] >> Yeah, I know. I'm a little bit kind of

[16:43] » Yeah, I know. I'm a little bit kind of

[16:43] the same as you, Councelor Mlan, and I'd

[16:45] like to lean towards the local, but I

[16:47] also look at the fiscal responsibility

[16:48] to it. Um, but there's, like you said,

[16:51] there's nine yearly cleans and then two

[16:54] seasonals. So, with three major

[16:57] additions into it. So, I can I can see

[16:59] where the increases is due in price.

[17:02] That's for sure. But, yeah.

[17:10] » Yes. So, I did [laughter]

[17:14] I was I wasn't sure if it was counselors

[17:16] or myself, but thank you, Mr. Mayor. So

[17:19] the um the the metric that uh that was

[17:22] used for the RFP is the same that gets

[17:24] passed through the purchasing policy of

[17:26] the town of Princeton. So it's a

[17:28] standard one we use for every RFP that

[17:31] goes out there to avoid um to avoid any

[17:35] uh any potential bias in the uh in the

[17:37] RFP process. And the incumbent does get

[17:40] a score um just because we're familiar

[17:44] with them. So they actually get an

[17:45] elevated score. I think it's on

[17:47] experience.

[17:48] >> Yes. on one of the uh on on the metric.

[17:51] » Yes. on one of the uh on on the metric.

[17:51] So, they do get a couple extra points

[17:52] for being an incumbent. Um it's like two

[17:55] out of 100, but it's something. So, uh

[17:58] even with that weighted average, um this

[18:01] company still came out with a better

[18:02] score. So,

[18:04] >> so did we check references?

[18:07] » so did we check references?

[18:07] >> Yes. Yeah.

[18:07] » Yes. Yeah.

[18:07] >> Okay. So, you

[18:08] » Okay. So, you

[18:08] >> Yeah, I didn't check references of all

[18:10] » Yeah, I didn't check references of all

[18:10] eight. I just took the bottom three and

[18:12] I checked the references of the bottom

[18:13] three. So,

[18:14] >> and these guys had a good reference.

[18:15] » and these guys had a good reference.

[18:15] >> Yes.

[18:16] » Yes.

[18:16] >> Okay. Sorry, councelor Willis. You

[18:19] » Okay. Sorry, councelor Willis. You

[18:19] >> I was just saying, yeah, a better score

[18:20] » I was just saying, yeah, a better score

[18:20] and $10,000 cheaper, right?

[18:22] >> Yeah.

[18:24] » Yeah.

[18:24] >> Yeah.

[18:26] » Yeah.

[18:26] >> What I was talking about,

[18:29] » What I was talking about,

[18:29] >> Mr.

[18:32] Is that written in there about what I

[18:34] was talking about? Because we used to

[18:36] take into consideration the fact that it

[18:38] was a local company. If it was fairly

[18:40] close, we would we had the ability to

[18:44] lean towards a local firm.

[18:48] >> In the purchasing policy, it um it's it

[18:51] » In the purchasing policy, it um it's it

[18:51] specifically prohibits

[18:53] um

[18:55] going with the contractor strictly

[18:57] because they are local. um that goes

[19:00] against what's called the New West um uh

[19:03] partnership act um in British Columbia

[19:06] that we can't

[19:09] discriminate based on geography. Um we

[19:11] can discriminate based on the fact we

[19:13] have experience with somebody. Um

[19:16] however, if all scores are tied, the

[19:19] legislation allows us to um go based on

[19:23] uh geography. So, um, so it would be

[19:27] local first, then provincial, then then

[19:30] national would, uh, would come into play

[19:31] as a tiebreaker. What we, what usually

[19:35] got us away from that was the fact that

[19:37] normally local companies have a lot

[19:39] less,

[19:41] you know, cost traveling and

[19:44] accommodation and all that sort of

[19:46] thing. So, it didn't come up very often.

[19:48] But

[19:50] >> yeah, and prices. on the other side, you

[19:54] » yeah, and prices. on the other side, you

[19:54] got mad at the local companies when they

[19:56] didn't under bid the ones that had to

[19:59] put travel and everything else on it.

[20:01] So,

[20:01] >> and and you're right, it would it would

[20:03] » and and you're right, it would it would

[20:03] affect price obviously if there's not

[20:05] travel involved and such. So, price has

[20:07] a strong component in our in our uh in

[20:10] our RFP matrix. So, um that shows up in

[20:13] that to a certain extent.

[20:16] So

[20:19] >> yeah, [sighs and gasps]

[20:20] » yeah, [sighs and gasps]

[20:20] >> I just I'm I'm just I'm leaning towards

[20:23] » I just I'm I'm just I'm leaning towards

[20:23] um

[20:24] >> I'm just looking up this act.

[20:25] » I'm just looking up this act.

[20:26] >> Yeah. [laughter] No, just that staff has

[20:27] » Yeah. [laughter] No, just that staff has

[20:27] reviewed it and taken that into

[20:28] consideration as well. The fact that

[20:30] there is local employees in there, which

[20:32] probably is what helped them have a

[20:34] competitive

[20:35] >> Yeah. And where that shook out was uh

[20:37] » Yeah. And where that shook out was uh

[20:37] when we looked at their um their

[20:40] resumes, they we asked them to include

[20:43] their resumes. And so when we we

[20:45] evaluated where where these people were

[20:47] coming from and it turned out that five

[20:49] out of the eight had employees in town

[20:51] already and this is one of them. So

[20:52] these people have two employees in town.

[20:56] >> US partnership trade agreement.

[20:57] » US partnership trade agreement.

[20:57] >> Yeah, I found it.

[20:59] » Yeah, I found it.

[20:59] >> Yeah. Go ahead.

[21:00] » Yeah. Go ahead.

[21:00] >> I want to hear from you.

[21:04] » I don't know. I'm struggling with it as

[21:06] well. like I I appreciate

[21:10] that uh you know the next runner up

[21:12] would be the the local guy. Um

[21:17] the company that has been proposed has

[21:21] local employees.

[21:23] So it's kind of like six of one half a

[21:26] dozen of the other. I mean they're

[21:27] they're living here and they're working

[21:28] here and we're going to be supplying

[21:31] them with jobs and that's you know

[21:34] that's pretty local. Um, it'd be like

[21:36] saying we can't work with

[21:39] name a company in town that's not based

[21:42] in town because they don't they're not

[21:44] based here, right? So, you know, we

[21:46] can't buy our groceries from Savon

[21:47] because they're not based in Princeton,

[21:49] but their employees are. So, I don't

[21:52] know. I struggle with it. I

[21:55] My my biggest concern would be what

[21:58] happens if these two people leave their

[22:00] company? Um, then how does the contract

[22:04] continue?

[22:05] um post um

[22:08] considering that they don't have

[22:10] employees in town anymore, they'd have

[22:11] to find new employees. That could take a

[22:12] while. Um the other one's a familyun

[22:15] company that uh

[22:17] but I also know that he he's you know,

[22:23] yeah, it is $10,000 over the course of

[22:26] the year and um

[22:29] I struggle with it. I guess

[22:32] the last word is we're worried about

[22:34] being

[22:36] loyal to local companies. Well, in this

[22:38] case, we also need to be loyal to the

[22:42] fact that there's local employees that

[22:46] got the lowest bid and then we're not

[22:50] going to award it to them.

[22:52] >> Yeah, that's that's the challenge on it,

[22:54] » Yeah, that's that's the challenge on it,

[22:54] right? And because the people do live

[22:56] here, they're paying rent or they're

[22:58] paying their bills here. They're buying

[22:59] groceries here. They're contributing to

[23:01] the economy here.

[23:04] Like I said, it's it's 601 and half a

[23:06] dozen of the other. It's local people

[23:08] going to do the job for a company that's

[23:10] not from here or it's a local people.

[23:14] And it then it all flows back to my only

[23:16] concern is what happens if the

[23:18] relationship with these individuals and

[23:20] the company ends. Then what does that

[23:22] mean for the municipality?

[23:24] Um, and just something we'd have to

[23:26] consider in the contract. I guess

[23:28] >> the the contract, how many plays do they

[23:30] » the the contract, how many plays do they

[23:30] have?

[23:31] >> Uh, it just be two and then they've got

[23:33] » Uh, it just be two and then they've got

[23:33] back fill that will come from out of

[23:35] town if these two were like someone got

[23:37] >> How many do they have on over there?

[23:39] » How many do they have on over there?

[23:39] >> That I don't know. That's a that's a

[23:41] » That I don't know. That's a that's a

[23:41] good question. They're they're a small

[23:42] company that's expanding in the valley

[23:44] here. So, they're out of Summerland and

[23:46] uh they've got a number of contracts in

[23:48] the Summerland area and Tikton and

[23:49] stuff. So,

[23:51] >> and it's a three-year contract. Yeah,

[23:52] » and it's a three-year contract. Yeah,

[23:52] it's a three-year contract and it has

[23:54] the ability to extend for two additional

[23:57] one one-year terms.

[23:59] >> Um, without saying the the scoring, how

[24:02] » Um, without saying the the scoring, how

[24:02] close were they?

[24:03] >> I can tell you the scoring. It was uh uh

[24:05] » I can tell you the scoring. It was uh uh

[24:05] Royal Clean came in at 96 out of 100 and

[24:09] uh the Don Morton proposal came in at 90

[24:11] out of 100 and and really uh the the

[24:15] most difference was on pricing. That

[24:18] really is what it came down to. So,

[24:20] >> and they they would have got some points

[24:22] » and they they would have got some points

[24:22] for for us being

[24:24] >> working for experience. Yes.

[24:26] » working for experience. Yes.

[24:26] >> For them working for us.

[24:27] » For them working for us.

[24:27] >> That's that's correct. They were higher

[24:28] » That's that's correct. They were higher

[24:28] in that regard, but uh the matrix does

[24:31] put a fair amount of weight on the price

[24:34] and uh so Royal Clean came in higher.

[24:38] >> And then within the purchasing policy,

[24:39] » And then within the purchasing policy,

[24:39] like I'm just like I'm I'm hearing what

[24:42] councelor Mlan is saying too. Um, and if

[24:44] we do have the ability to leave, if it's

[24:46] close, was there any

[24:49] um definition of what close would be

[24:52] where we would go towards the local

[24:55] versus the

[24:56] >> as James point out, usually if it's

[24:58] » as James point out, usually if it's

[24:58] tied, then we would always award it to

[25:01] the local.

[25:02] >> Yeah. I I think, you know, considering

[25:04] » Yeah. I I think, you know, considering

[25:04] the the matrix part, you know, they get

[25:06] bonus points for being experienced with

[25:09] us

[25:10] >> and they're still six points difference.

[25:12] » and they're still six points difference.

[25:12] So, I don't know. I'm I struggle with

[25:15] it. So

[25:15] >> So a $30,000 difference over threeear

[25:18] » So a $30,000 difference over threeear

[25:18] period. We have the ability if if one's

[25:21] if they're not living up to what we

[25:24] need, then we we can

[25:26] >> Yep. There is definitely a clause in the

[25:28] » Yep. There is definitely a clause in the

[25:28] contract to sever the relationship if

[25:30] we're not happy. Um uh but

[25:34] >> if we're not happy.

[25:35] » if we're not happy.

[25:35] >> If we're not happy. Yeah.

[25:36] » If we're not happy. Yeah.

[25:36] >> Uh but there also is the ability that if

[25:38] » Uh but there also is the ability that if

[25:38] they're if they're not meeting our

[25:40] expectation, we can meet with them. they

[25:42] can bring their their level up, their

[25:44] service level up and we we would hope

[25:46] that they could do that. So,

[25:49] >> yeah, I'm just I've I've only had I

[25:53] » yeah, I'm just I've I've only had I

[25:53] haven't had experience hiring contracts.

[25:55] I'm just have had experience with um

[25:58] regional cleaning companies and then

[26:01] hiring locally and then if that changes

[26:04] it does take a while to to backfill. So,

[26:06] that's

[26:07] >> that's where I'm kind of also struggling

[26:09] » that's where I'm kind of also struggling

[26:09] too.

[26:10] they have uh once they enter into this

[26:11] contract, they have a legal obligation,

[26:13] you know, or else we will sever our ties

[26:15] with them. So, so if someone leaves on

[26:17] their on their team, they'll have to

[26:19] make sure that it's backfilled and they

[26:21] they have a backfill uh provision in

[26:23] their in their proposal. So,

[26:25] >> you think they've thought about that

[26:26] » you think they've thought about that

[26:26] same thing.

[26:27] >> Yeah, exactly.

[26:28] » Yeah, exactly.

[26:28] >> That's right. So

[26:29] » That's right. So

[26:29] >> yeah,

[26:31] » yeah,

[26:31] >> with the thought in mind that

[26:35] I feel we have to be fair to the local

[26:38] people that put in the lowest bid and

[26:41] scored the highest that I would so move

[26:43] that we

[26:46] take the uh clean

[26:48] >> royal clean

[26:51] » royal clean

[26:51] DC or whatever it is.

[26:54] >> Royal clean.

[26:57] » Royal clean.

[26:57] >> So you're making a motion to

[27:00] » So you're making a motion to

[27:00] entered an agreement with uh Royal Royal

[27:03] Royal BC.

[27:06] >> That's what I said, wasn't it?

[27:07] » That's what I said, wasn't it?

[27:07] [laughter]

[27:08] >> So, the recommended motion you're

[27:09] » So, the recommended motion you're

[27:09] making, you're you're moving that. Okay.

[27:11] I'll second council.

[27:12] >> Let the boss out there [laughter]

[27:14] » Let the boss out there [laughter]

[27:14] >> Willis. Uh seconded by councelor Willis.

[27:17] » Willis. Uh seconded by councelor Willis.

[27:17] So, Willis,

[27:20] >> any last comments or questions?

[27:23] » any last comments or questions?

[27:23] I will call the question. All in favor?

[27:26] That carries.

[27:30] And with that, we will move for

[27:33] adjournment. Please move second. All in

[27:38] favor? Carried. Thank you.

[27:41] >> That's it. We're out.

Special Meeting Agenda - 28 Jul 2026

Transcript