[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.