number around us.
» Sunshine Valley is
open.
I think it's still classified as out of
control, but no structures or
infrastructure.
» Yeah,
>> there's one that's just come up from the
» there's one that's just come up from the
States, just crossed the border
yesterday. So,
Yeah, that one came and we also wash.
So we have Big Burn Creek which is park
that's 628.7
hectares. We have control
957.34
hectares. That's out of control. That's
Creek 520.
26 miles out.
We have under control which is the blade
burn one. It's still burn but it's under
control.
We have
>> the tarmaggan
» the tarmaggan
uh fire which is 500 hectares as of 9 10
o'clock this morning. That's uh area.
It's out of control.
Um, and those are the ones that are in
our area
and we have a bunch that are out. Oh,
call the meeting to order. Acknowledge
[clears throat] the Smoking Valley in
which we learn, work, and organizes the
ancestral traditional unseated territory
of the Smoking people, home of the upper
smoking Indian band. Can I get a motion
to adopt the agenda? Mer.
>> Thank you. Willis second.
» Thank you. Willis second.
>> Gold. All in favor? carried. Uh there's
» Gold. All in favor? carried. Uh there's
no minutes to adopt, no petitions, no
unfinished business. It takes us to 6.1,
which is a staff report on janitorial
contract CAO.
>> Yes. Uh the current contract has reached
» Yes. Uh the current contract has reached
the end of its term. It was originally
granted for three years and then uh we
extended it as per the contract for two
additional one-year terms. Uh so uh we
needed to put out an RFP. An RFP was
drafted and advertised. We did receive a
total of eight submissions. Um
since the uh the original contract was
uh was we engaged the contractor, we've
added um the annex building uh one new
fire hall, new shop and two seasonal
park washrooms. So uh so that that made
a total of nine yearly facilities and
two seasonal facilities. Um, so the
workload has actually gotten fairly
large. Uh, you can see on the back page
of my report, uh, we did receive eight
proposals and there's the prices that
were submitted. Um, we did review the,
uh, the proposals and we use a, uh, like
an evaluation matrix. So um although the
uh Royal Clean that we are suggesting
that we go with were not the lowest uh
they were slightly higher but they did
they did rank out in the evaluation as
being the highest. Uh and so we're
recommending that we award the contract
to Royal Clean
>> questions.
» questions.
Um how like because there is um
additional
hours and additional buildings to go. Um
how much of an increase would you say it
is like based over last year's?
>> Last year uh the contract uh price was
» Last year uh the contract uh price was
$90,000. So we're about 9,000 almost
$10,000 above last year which is fairly
competitive.
>> Yeah.
» Yeah.
>> Yeah.
» Yeah.
>> And then um was the increase anticipated
» And then um was the increase anticipated
in this year's budget?
>> Yes. Yeah, we did in we did increase the
» Yes. Yeah, we did in we did increase the
budget and um I I will also just point
out as well that of the eight um
submissions that we received um five of
them have employees in town already. So
um and Royal Clean was one of them that
uh they have two employees that live
here in Princeton. So
» any other questions?
>> Yeah, council. In the past, we've had
» Yeah, council. In the past, we've had
we've chosen to
give leeway in terms of
if if things were fairly close or
whatever and we were able to
sway over to to a local firm,
>> we would we would, you know, we'd look
» we would we would, you know, we'd look
at that. In this case, [clears throat]
it makes a little more difficult because
you have, as you said, you have almost
every one of them has local employees.
>> Mhm.
» Because my first thought was, I know
it's $10,000 higher, but one is a local
firm that we've been dealing with for
>> three years or five.
» three years or five.
>> Five years. Yeah.
» Five years. Yeah.
But it makes it a little more difficult
in terms of trying to explain to
taxpayers we're going to add another
$10,000 on simply because one is owned
and operated in Princeton and the others
are just have local people working on
them. [clears throat]
>> Yeah.
» Any other comments? Just in line with
that, like was there with the you said
the you do the weighing matrix.
>> Yeah.
» Yeah.
>> Um that adds into it too. So I'm just
» Um that adds into it too. So I'm just
curious as to like even if it is like
less than $1,000 a month increase, there
must be other factors and I and we don't
see the RFP to know. So
>> I can go over it. Um so the matrix that
» I can go over it. Um so the matrix that
we use uh we do make sure that the
mandatories are met so that it was re
received on time. um that whether or not
they attended a site visit um it wasn't
mandatory, but I mean it it it plays out
as being important if you want to put
together a strong uh propo proposal. Um
resumeumés of the project teams, um
equipment list, if there's any
subcontractors going to be used, uh if
there's references, uh we want to make
sure we check out the references, which
we did. Um
um whether or not they have insurance,
that's part of it. Um and then the man
what we weigh it on is the
qualifications of the of the firm and
their and their team members, experience
of the firm and their project team
members, their past performance if we
can evaluate it. Uh resources, do they
have the resources to do the work? And
then of course the final matrix is on uh
on price. So when you put it all
together and shake it out, um the Royal
Clean did come out on top. So
» and they and they all have like you can
even see there's other local ones, but
quite a big difference in price.
>> Yeah, it's a little bit. [snorts]
» Yeah, it's a little bit. [snorts]
>> Yeah, I know. I'm a little bit kind of
» Yeah, I know. I'm a little bit kind of
the same as you, Councelor Mlan, and I'd
like to lean towards the local, but I
also look at the fiscal responsibility
to it. Um, but there's, like you said,
there's nine yearly cleans and then two
seasonals. So, with three major
additions into it. So, I can I can see
where the increases is due in price.
That's for sure. But, yeah.
» Yes. So, I did [laughter]
I was I wasn't sure if it was counselors
or myself, but thank you, Mr. Mayor. So
the um the the metric that uh that was
used for the RFP is the same that gets
passed through the purchasing policy of
the town of Princeton. So it's a
standard one we use for every RFP that
goes out there to avoid um to avoid any
uh any potential bias in the uh in the
RFP process. And the incumbent does get
a score um just because we're familiar
with them. So they actually get an
elevated score. I think it's on
experience.
>> Yes. on one of the uh on on the metric.
» Yes. on one of the uh on on the metric.
So, they do get a couple extra points
for being an incumbent. Um it's like two
out of 100, but it's something. So, uh
even with that weighted average, um this
company still came out with a better
score. So,
>> so did we check references?
» so did we check references?
>> Yes. Yeah.
» Yes. Yeah.
>> Okay. So, you
» Okay. So, you
>> Yeah, I didn't check references of all
» Yeah, I didn't check references of all
eight. I just took the bottom three and
I checked the references of the bottom
three. So,
>> and these guys had a good reference.
» and these guys had a good reference.
>> Yes.
» Yes.
>> Okay. Sorry, councelor Willis. You
» Okay. Sorry, councelor Willis. You
>> I was just saying, yeah, a better score
» I was just saying, yeah, a better score
and $10,000 cheaper, right?
>> Yeah.
» Yeah.
>> Yeah.
» Yeah.
>> What I was talking about,
» What I was talking about,
>> Mr.
Is that written in there about what I
was talking about? Because we used to
take into consideration the fact that it
was a local company. If it was fairly
close, we would we had the ability to
lean towards a local firm.
>> In the purchasing policy, it um it's it
» In the purchasing policy, it um it's it
specifically prohibits
um
going with the contractor strictly
because they are local. um that goes
against what's called the New West um uh
partnership act um in British Columbia
that we can't
discriminate based on geography. Um we
can discriminate based on the fact we
have experience with somebody. Um
however, if all scores are tied, the
legislation allows us to um go based on
uh geography. So, um, so it would be
local first, then provincial, then then
national would, uh, would come into play
as a tiebreaker. What we, what usually
got us away from that was the fact that
normally local companies have a lot
less,
you know, cost traveling and
accommodation and all that sort of
thing. So, it didn't come up very often.
But
>> yeah, and prices. on the other side, you
» yeah, and prices. on the other side, you
got mad at the local companies when they
didn't under bid the ones that had to
put travel and everything else on it.
So,
>> and and you're right, it would it would
» and and you're right, it would it would
affect price obviously if there's not
travel involved and such. So, price has
a strong component in our in our uh in
our RFP matrix. So, um that shows up in
that to a certain extent.
So
>> yeah, [sighs and gasps]
» yeah, [sighs and gasps]
>> I just I'm I'm just I'm leaning towards
» I just I'm I'm just I'm leaning towards
um
>> I'm just looking up this act.
» I'm just looking up this act.
>> Yeah. [laughter] No, just that staff has
» Yeah. [laughter] No, just that staff has
reviewed it and taken that into
consideration as well. The fact that
there is local employees in there, which
probably is what helped them have a
competitive
>> Yeah. And where that shook out was uh
» Yeah. And where that shook out was uh
when we looked at their um their
resumes, they we asked them to include
their resumes. And so when we we
evaluated where where these people were
coming from and it turned out that five
out of the eight had employees in town
already and this is one of them. So
these people have two employees in town.
>> US partnership trade agreement.
» US partnership trade agreement.
>> Yeah, I found it.
» Yeah, I found it.
>> Yeah. Go ahead.
» Yeah. Go ahead.
>> I want to hear from you.
» I don't know. I'm struggling with it as
well. like I I appreciate
that uh you know the next runner up
would be the the local guy. Um
the company that has been proposed has
local employees.
So it's kind of like six of one half a
dozen of the other. I mean they're
they're living here and they're working
here and we're going to be supplying
them with jobs and that's you know
that's pretty local. Um, it'd be like
saying we can't work with
name a company in town that's not based
in town because they don't they're not
based here, right? So, you know, we
can't buy our groceries from Savon
because they're not based in Princeton,
but their employees are. So, I don't
know. I struggle with it. I
My my biggest concern would be what
happens if these two people leave their
company? Um, then how does the contract
continue?
um post um
considering that they don't have
employees in town anymore, they'd have
to find new employees. That could take a
while. Um the other one's a familyun
company that uh
but I also know that he he's you know,
yeah, it is $10,000 over the course of
the year and um
I struggle with it. I guess
the last word is we're worried about
being
loyal to local companies. Well, in this
case, we also need to be loyal to the
fact that there's local employees that
got the lowest bid and then we're not
going to award it to them.
>> Yeah, that's that's the challenge on it,
» Yeah, that's that's the challenge on it,
right? And because the people do live
here, they're paying rent or they're
paying their bills here. They're buying
groceries here. They're contributing to
the economy here.
Like I said, it's it's 601 and half a
dozen of the other. It's local people
going to do the job for a company that's
not from here or it's a local people.
And it then it all flows back to my only
concern is what happens if the
relationship with these individuals and
the company ends. Then what does that
mean for the municipality?
Um, and just something we'd have to
consider in the contract. I guess
>> the the contract, how many plays do they
» the the contract, how many plays do they
have?
>> Uh, it just be two and then they've got
» Uh, it just be two and then they've got
back fill that will come from out of
town if these two were like someone got
>> How many do they have on over there?
» How many do they have on over there?
>> That I don't know. That's a that's a
» That I don't know. That's a that's a
good question. They're they're a small
company that's expanding in the valley
here. So, they're out of Summerland and
uh they've got a number of contracts in
the Summerland area and Tikton and
stuff. So,
>> and it's a three-year contract. Yeah,
» and it's a three-year contract. Yeah,
it's a three-year contract and it has
the ability to extend for two additional
one one-year terms.
>> Um, without saying the the scoring, how
» Um, without saying the the scoring, how
close were they?
>> I can tell you the scoring. It was uh uh
» I can tell you the scoring. It was uh uh
Royal Clean came in at 96 out of 100 and
uh the Don Morton proposal came in at 90
out of 100 and and really uh the the
most difference was on pricing. That
really is what it came down to. So,
>> and they they would have got some points
» and they they would have got some points
for for us being
>> working for experience. Yes.
» working for experience. Yes.
>> For them working for us.
» For them working for us.
>> That's that's correct. They were higher
» That's that's correct. They were higher
in that regard, but uh the matrix does
put a fair amount of weight on the price
and uh so Royal Clean came in higher.
>> And then within the purchasing policy,
» And then within the purchasing policy,
like I'm just like I'm I'm hearing what
councelor Mlan is saying too. Um, and if
we do have the ability to leave, if it's
close, was there any
um definition of what close would be
where we would go towards the local
versus the
>> as James point out, usually if it's
» as James point out, usually if it's
tied, then we would always award it to
the local.
>> Yeah. I I think, you know, considering
» Yeah. I I think, you know, considering
the the matrix part, you know, they get
bonus points for being experienced with
us
>> and they're still six points difference.
» and they're still six points difference.
So, I don't know. I'm I struggle with
it. So
>> So a $30,000 difference over threeear
» So a $30,000 difference over threeear
period. We have the ability if if one's
if they're not living up to what we
need, then we we can
>> Yep. There is definitely a clause in the
» Yep. There is definitely a clause in the
contract to sever the relationship if
we're not happy. Um uh but
>> if we're not happy.
» if we're not happy.
>> If we're not happy. Yeah.
» If we're not happy. Yeah.
>> Uh but there also is the ability that if
» Uh but there also is the ability that if
they're if they're not meeting our
expectation, we can meet with them. they
can bring their their level up, their
service level up and we we would hope
that they could do that. So,
>> yeah, I'm just I've I've only had I
» yeah, I'm just I've I've only had I
haven't had experience hiring contracts.
I'm just have had experience with um
regional cleaning companies and then
hiring locally and then if that changes
it does take a while to to backfill. So,
that's
>> that's where I'm kind of also struggling
» that's where I'm kind of also struggling
too.
they have uh once they enter into this
contract, they have a legal obligation,
you know, or else we will sever our ties
with them. So, so if someone leaves on
their on their team, they'll have to
make sure that it's backfilled and they
they have a backfill uh provision in
their in their proposal. So,
>> you think they've thought about that
» you think they've thought about that
same thing.
>> Yeah, exactly.
» Yeah, exactly.
>> That's right. So
» That's right. So
>> yeah,
» yeah,
>> with the thought in mind that
I feel we have to be fair to the local
people that put in the lowest bid and
scored the highest that I would so move
that we
take the uh clean
>> royal clean
» royal clean
DC or whatever it is.
>> Royal clean.
» Royal clean.
>> So you're making a motion to
» So you're making a motion to
entered an agreement with uh Royal Royal
Royal BC.
>> That's what I said, wasn't it?
» That's what I said, wasn't it?
[laughter]
>> So, the recommended motion you're
» So, the recommended motion you're
making, you're you're moving that. Okay.
I'll second council.
>> Let the boss out there [laughter]
» Let the boss out there [laughter]
>> Willis. Uh seconded by councelor Willis.
» Willis. Uh seconded by councelor Willis.
So, Willis,
>> any last comments or questions?
» any last comments or questions?
I will call the question. All in favor?
That carries.
And with that, we will move for
adjournment. Please move second. All in
favor? Carried. Thank you.
>> That's it. We're out.