RFP - Clinical Cleaning Services

Gilbert Centre•Barrie, ON

2d•Onsite

About The Position

The Gilbert Centre is seeking proposals from qualified vendors to provide scheduled clinical cleaning services for its clinic located at 525-80 Bradford St. S., Barrie, Ontario. The clinic provides low-barrier health services, including clinical care and community-based programming. A clean, safe, confidential, and infection-controlled environment is essential to supporting client care and staff safety. The successful vendor will provide reliable after-hours cleaning services, demonstrate appropriate infection prevention and control practices, and ensure assigned cleaning staff understand confidentiality, privacy, security, and site-specific expectations.

Requirements

Experience providing cleaning services in health care, clinical, community health, social service, or similarly sensitive environments.
Valid WSIB clearance.
Commercial general liability insurance of at least $2 million, with the Gilbert Centre listed as an additional insured on a Certificate of Insurance before services begin.
Confirmation that staff are trained in WHMIS, safe cleaning practices, infection prevention and control practices, PPE, and safe waste handling.
Confirmation that staff assigned to the clinic are screened by the company before assignment.
Ability to provide consistent assigned staff wherever possible.
Ability to meet after-hours cleaning requirements.
Supervisory and quality assurance processes.
References from similar environments.
Agreement to comply with all applicable occupational health and safety, employment, privacy, and other legal requirements.
Sign confidentiality documentation before beginning work.
Complete a mandatory orientation to the clinic space and site-specific expectations.
Access only areas approved by the Gilbert Centre.
Keep keys, fobs, alarm codes, and access information secure and confidential.
Immediately report any lost key, fob, access code, security incident, unlocked door, alarm issue, or suspected breach.
Ensure only approved and assigned staff attend the site.
Not bring unauthorized individuals to the clinic.
Not access, read, move, photograph, copy, disclose, or interfere with client records, confidential documents, computers, phones, files, medications, vaccines, specimens, test kits, clinical supplies, locked cabinets, or staff belongings.
Not take photographs, videos, or recordings inside the clinic unless expressly authorized in writing.
Maintain confidentiality about all information observed or encountered while providing services.
Demonstrate infection prevention and control practices suitable for a community-based clinical environment.
Cleaning from least soiled to most soiled areas.
Cleaning from high surfaces to low surfaces.
Routine disinfection of high-touch surfaces.
Use of healthcare-appropriate disinfectants suitable for clinical settings.
Use of products according to manufacturer instructions, including dilution, contact/wet time, compatibility, storage, and expiry.
Use of clean cloths and mop heads, with no cross-contamination between areas.
Separate or colour-coded cleaning tools for clinical, laboratory/preparation, administrative, and common areas, where appropriate.
No topping up of chemical containers unless using an approved and properly labelled refill system.
Safe waste handling practices, including no compression of garbage bags by hand.
Appropriate hand hygiene before and after cleaning activities.
Appropriate PPE for cleaning staff.
Immediate reporting of hazards or concerns outside the agreed cleaning scope.
Training and supervision of cleaning staff in the vendor’s infection prevention and control procedures.
Complete a cleaning log after each visit.
Vendors should identify any supplies, equipment, storage space, utilities, or other supports they expect the Gilbert Centre to provide.
All products and equipment must be suitable for a health care or clinical environment and used according to manufacturer specifications.
Confirmation of ability to meet the proposed schedule and complete the mandatory site visit.
Proof or confirmation of WSIB coverage and commercial general liability insurance.
Pricing as outlined in Section 14.
Any assumptions, exclusions, or recommended changes to the proposed scope.

Nice To Haves

Vendors may propose alternate or additional scheduling recommendations where they believe these would better meet the clinic’s needs.
Vendors should indicate their availability for occasional additional or urgent cleaning services, including the rate and minimum call-out time, if applicable.

Responsibilities

Provide scheduled environmental cleaning and disinfection services for the clinic.
Vacuuming and/or sweeping floors.
Mopping hard-surface floors using appropriate products and procedures.
Dusting and wiping accessible surfaces.
Cleaning and disinfecting high-touch surfaces.
Emptying regular garbage and recycling bins.
Handling clinical-adjacent waste and other agreed waste streams.
Replacing garbage and recycling liners.
Spot cleaning walls, doors, and visible marks.
Notifying the Gilbert Centre of maintenance, safety, supply, waste, pest, odour, water, security, or cleanliness concerns.
Scheduled environmental cleaning and disinfection of exam rooms.
Cleaning and disinfecting approved counters, sinks, chairs, examination-adjacent surfaces, and other high-touch surfaces in clinical areas.
Cleaning and disinfecting approved laboratory/preparation room surfaces, while avoiding restricted clinical materials, specimens, vaccine storage, clinical equipment, and confidential materials unless expressly directed.
Ensuring clinical rooms are left visibly clean, orderly, and safe.
Cleaning and disinfecting waiting area surfaces and furniture.
Cleaning accessible administrative surfaces and workstations, while avoiding confidential documents, client records, computers, locked cabinets, files, and personal or sensitive materials.
Cleaning interior door handles and other high-touch access points within the clinic space.
Maintaining an orderly and professional appearance in client-facing areas.
Completing a cleaning log after each visit.
Providing all cleaning supplies and disinfectants.
Providing cleaning equipment, including vacuums, mops, buckets, cloths, and related materials.
Providing PPE for cleaning staff.
Providing garbage and recycling bags/liners, unless otherwise agreed.
Providing any other supplies required to complete the agreed scope of work.