Details for the Assignment

The Red River College public multi-campus college, funded by the government, private donations and internal revenue generated from academic programs. The college has 2 main Winnipeg location campus, the Notre Dame Campus and the Exchange District.

1. The Notre Dame Campus comprise of the 100,00 sq ft Skilled Trade & Technology Center that hosts administrative buildings, sporting facilities, lecture halls, parking facilities technology and innovation labs such as the newly completed Innovation Center at the Roblin Center.

(2) The Exchange District - this urban campus consists of the newly completed Innovation Center, a total of 80,000 square feet on multiple locations, where academic programs, social events, research, and community activities take place all year-round.

The Red River College is embarking on the strategic sourcing of several services that have been identified for outsourcing and seeks to save money and improve services while accomplishing the sustainability goals of the college through this strategic initiative.

Facility Management Service Contracts

Several multi-year service contracts will replace the current service agreements at the Red River College Winnipeg based campus facilities to sustain the Red River College's commitment to sustainability amongst other objectives.

You have been appointed the role of a Procurement Manager at the Red River College. As part of your onboarding and tour of the facilities, you were briefed by the Facility Manager about the several 5-year term contracts for facility management services of the Winnipeg location campus, that comprise of the Notre Dame, Exchange District Campus, Roblin Center, and the Patterson GlobalFoods Institute. The contracts were awarded 3.5 years ago at $450k-900k each.

The Facility Manager further emphasized the need to start planning the renewal of the contract at least 1 year before their expiration. He has completed a procurement request and needs to ensure replacement service contracts are executed before the next winter season in January 2023.

Summary of Scope of Work:

The following are the services shortlisted for review by the Red River College Administration.

1. Landscaping & Lawn Maintenance Services - Current Award Value $450k

Providing all labor, material, equipment, tools, and services required to provide full professional landscape maintenance on Campus.

In general, the work will include the following but not limited to;

• Maintenance of all landscaping
• Roadway cleaning
• Maintenance and repair of all watering systems
• Fertilization of soil for flower decorations
• Application of chemicals to treat landscape plants.
• Debris removal and weed control.

The contractor shall be responsible for complying with regulations of all local, state, and federal agencies having jurisdiction over the work to be performed.

All work is to be performed during normal daylight hours; any exception will require written approval of the Facility Manager.

1. Janitorial & Cleaning Services - Current Award Value $450k

The work will include designated spaces including but not limited to the hall, offices, restrooms, work areas, entrance ways, lobbies, storage areas, elevators, and stairways.

The services will include all managerial, administrative, and direct labor personnel that are necessary to accomplish the work in this contract.

Contract employees shall be on campus for contractual duties only and not for any other purposes.

All work is to be performed during normal daylight hours; any exception will require written approval of the Facility Manager.

1. Snow Removal Services - Current Award Value at $700k

The snow removal services will be all-inclusive, contractors selected will supply all materials, equipment, and resources required to ensure full performance of snow removal on all alleys, entrances, access roads, etc. same day of snowfall or by the morning after overnight snowfalls, to allow unimpeded access to all facilities on campus.

The snow removed will be disposed of by the contractor at open lots on campus to be assigned by the facility manager.

All contractor's personnel are required to have background checks and required licenses to operate the contractor's equipment.

1. Campus Safety & Security Services - Current Award Value at $900k

The work will include but not limited to;

• Security
• Surveillance
• Access Control Systems Installation
• Access Control Services

The contractor selected shall supply all required expertise, labor, tools, equipment materials and services.

All contractor's personnel are required to have background checks and required licenses to operate the contractor's equipment.

The contractor shall be responsible for all municipal, provincial, and federal regulations.

All security and safety services are to be delivered on a 24-hrs 7-days week schedule, ensuring the service is fully staffed at all times during the duration of the service contract.

1. Waste Management Services - Current Award Value at $600k

The contractor shall provide all labor equipment services materials necessary to provide full professional waste management services that include but not limited to;

1. Waste removal
2. Waste haul-away on-campus facilities
3. Recycling
4. Composting of biodegradable wastes
5. Disposal of solid waste generated on campus.

The contractor shall be responsible for all municipal, provincial and federal regulations.

All contractor's personnel are required to have background checks and required licenses to operate the contractor's equipment.

The work under these services does not include the handling of construction and demolition waste materials from construction projects on campuses.

Cross-Functional Project Team Roles

Member	Role	Responsibilities
1 - Name	Procurement Specialist	Conduct procurement activities, ensures requirements are SMART, facilitates RFP, recommends procurement strategies, and ensures compliance with the Canadian competitive bidding laws.
2 - Name	Financial Officer	Price and cost analytics of contract, financial forecasts and prepares budget estimates. Review records of incumbent contracts, supplier financials evaluation.
3 - Name	Facilities Manager	Develops technical, quantity and quality requirements, ensures the strategic sourcing initiatives align with overall objectives such as cost savings, sustainability etc.
4 - Name	Vice President, Finance & Administration	Alignment of contractual decisions with organizational objectives, approval of agreements that supports strategic initiatives.
5 - Name	Legal Representative	Review and develop the standard contract terms and conditions of the RFP and the proposed contract agreements, ensuring it meets the Canadian competitive bidding laws.
6 - Name	Health, Safety & Environmental Manager	Ensures environmental requirements and specifications are integrated into the scope of work. Compliance with HSE standards and regulations

Assumptions

1. Strategic sourcing of these services will save the College some substantial amount through a multi-year procurement strategy.
2. Team personnel identified above will be available to work on this project.
3. The historical cost of the services for the past 4 years is available.

Additional Information

• Utilize market research of the facility management services in Winnipeg to understand the cost drivers, suppliers, industry trends, innovations, services options, alternative materials, and equipment available in the industry.
• Review the Red River College Purchasing policies to understand requirements for public procurement compliance. (https://www.rrc.ca/legal/policies/purchasing/

Analyze and develop a strategic sourcing plan for waste management services and RFP documents with the following information: Waste management services: current award value of $600,000 The contractor shall provide all labor equipment services materials necessary to provide complete professional waste management services including, but not limited to; 6. Waste disposal 7. Waste transportation facilities on campus 8. Recycling 9. Composting of biodegradable waste 10. Disposal of solid waste generated on campus. The contractor will be responsible for all municipal, provincial and federal regulations. All contractor personnel must have background checks and the required licenses to operate the contractor's equipment. Work under these services does not include handling construction and demolition waste materials from campus construction projects.