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6475 - Janitorial Services Addendum 1 Q & A Materials Management Department 901-B Texas Street Denton, Texas 76209 ADDENDUM #1 REQUEST FOR PROPOSALS RFP 6475 The City of Denton is seeking the best value solution for the: SUPPLY OF JANITORIAL SERVICES FOR CITY OF DENTON FACILITIES NIGP CLASS and ITEM 910 39 Issue Date: June 30, 2017 Response due Date and Time (Central Time): Tuesday, July 18, 2017, 11:00 A.M. C.D.T The City highly recommends that respondents do not wait until minutes before the due date and time to email a submission. It can take significant time for the submissions to reach the City. RFP# 6475 ADDENDUM #1 1 ADDENDUM #1 RFP# 6475 SUPPLY OF JANITORIAL SERVICES FOR CITY OF DENTON FACILITIES 1. Current Contract Information Questions: Current Contract #5317 a. Who is the current vendor performing the Services? How long have they had the contract? Oriental Building Services, Since January 1, 2014. b. What is the current value the contract? The current value of this contract, is for an amount not to exceed $1,993,714. c. Can we get a bid tabulation from the previous bid? You will need to file an open records request to access that information. https://dentontx.mycusthelp.com/WEBAPP/_rs/(S(w5i0db0zdxiwcdjzg5kdrv5v))/ SupportHome.aspx d. How many personnel are currently performing on the contract? You will need to contact the current vendor for that information. 2. a. Is the scope of work of this proposed contract, the same as the current contract in place? If different, please list the differences. b. Are there any changes to the size, scope or specifications of this RFP as compared to the previous janitorial contract? One answer for both questions. Refer to 6475, EXHIBIT 3 Scope of Work AND 6475 Exhibit 1 Pricing Sheet. This is a Scope of Work based upon square footage with specified number of days per week for cleaning, specified hours of access for cleaning. (The old Scope of Work was based on number of hours required to clean the various buildings). 3. When we provide x# of employees and x# of hours to perform the services (as requested in Exhibit 1), as the vendor, are we held to those numbers? Or can we adjust to maximize performance and quality of services? Refer to 6475, EXHIBIT 3, SECTION II PERSONNEL-SECURITY/ O. QUALITY ASSURANCE / WARRANTY SERVICE CLAUSE. This RFP it to be bid by square footage per the scope of work. Please ensure and provide sufficient employees to perform the work required under this contract. 4. Can you please provide an estimated # of City Employees and / or patrons at each facility on a monthly basis? No. There has never been a traffic flow count by City Facilities. RFP# 6475 ADDENDUM #1 2 ADDENDUM #1 RFP# 6475 SUPPLY OF JANITORIAL SERVICES FOR CITY OF DENTON FACILITIES 5. Can you provide an estimated # of vendor provided consumables such as toilet paper, hand towels, soap, etc? Can you give us the estimated annual supply usages for paper towels, toilet paper, soap, and trash can liners? No, these cost are currently incurred by the Current Vendor. 6. In regards to exterior cleaning, to what extent is the vendor required to clean? For example: predetermined distance from the building, entrance landing only, etc. Refer to 6475, EXHIBIT 3, SECTION III/ B. DAILY- EXTERIOR AREAS, items 1-3. The exterior area of cleaning required is from the Exterior door to the curb. 7. To what height is vendor required to clean walls, windows, partitions, etc? Refer to 6475, EXHIBIT 3, SECTION III/ D. MONTHLY, items 1-7. Each item within this section pertains to different cleaning areas. Everything from scrubbing floors to cleaning air vents. Therefore, the answer is floor to ceiling, per building. 8. a. Will successful vendor be required to provide urinal screens, deodorant blocks, metered spray cans, toilet seat covers, or any other products not specified in the RFP? Refer to 6475, EXHIBIT 3, SECTION I/ SUPPLIES / EQUIPMENT, items A-D. You are not required to provide what is ask in this question (For example, the following items are not asked for within this RFP: urinal screens, deodorant blocks, metered spray cans, toilet seat covers). b. Do we provide the Urinal filters? Or is that considered part of the Janitorial supplies? The City has no urinals requiring filters. 9. Will successful vendor be allowed to lease a space for office/warehouse use? The City does not have vacant office or warehouse space available to lease. There are numerous property management companies within the city, to assist with locating an office or warehouse for your purposes. 10. What is the cost for each background check? DPS, NERC and FBI? The City does not perform these tests. You will need to contact these agencies to identify the cost per person. 11. What is the cost of employee ID Badges? The City will not charge the vendor, for the initial Identification Badge, per employee. However, if the same person keeps losing their badges for the third time or greater, a replacement fee of $10 per badge will be charged. RFP# 6475 ADDENDUM #1 3 ADDENDUM #1 RFP# 6475 SUPPLY OF JANITORIAL SERVICES FOR CITY OF DENTON FACILITIES 12. Bio Metric Clocks: a. Do we currently have Bio-Metric clocks? Do we own the Bio Metric clocks? Not at this time. b. Do we have recommendations for a brand of bio-metric clocks? There are many versions available on the internet. c. Are we suggesting that we put Bio-Metric clock in each building? Can the company install them at our facilities? No. Nothing can be installed in any of the city facilities. d. Will they need to have multiple bio metric clocks around the city? We can’t determine what type or vendor of bio metric clocks the vendor utilizes. There are simple systems that utilize the employees’ smart phone or tablet as they move from location to location. 13. Is there a minimum wage associated with this contract? Refer to 6475, EXHIBIT 2, SECTION B. STANDARD TERMS AND CONDITIONS / 59. Prevailing Wage Rates. 14. Is there a set number of hours the vendor is required to work at each building? Refer to 6475, EXHIBIT 3 Scope of Work and Exhibit 1 Pricing Sheet. This RFP, in accordance with the Scope of Work, is to be cleaned based upon square footage, days per week and specified times per location. 15. Is excel the only format that the bid pricing can be submitted? Even if a hard copy of the bid is submitted? Refer to 6475, EXHIBIT Main Document, 18.SUBMITTAL INSTRUCTIONS, a-b. As stated in “b.”, the electronic pricing sheet must be received, regardless of the method chosen by the proposer to submit (hard copy or electronic). 16. a. What is the minimum number of supervisors, the city will require for this contract? Refer to 6475, Exhibit 3, II Personnel/ Security, Paragraph C: Due to going between buildings, one or more rover bilingual supervisors will be required to ensure security and quality of work at night. Per the scope of work - One or more rover bilingual supervisors will be required to ensure security and quality work at night. During the day, a Supervisor must be available by telephone. b. What is the number of rovers presently being used each night? One. 17. To be able to include the cost of floor care, staff, and materials for the quarterly strip and wax, and semi-annually carpet cleaning: Can the city provide the estimated total square feet of carpet and waxable VCT to be cleaned on this required task. Not at this time. RFP# 6475 ADDENDUM #1 4 ADDENDUM #1 RFP# 6475 SUPPLY OF JANITORIAL SERVICES FOR CITY OF DENTON FACILITIES 18. a. Presently the Aquatics Center requires the daytime porter to perform floor and carpet task during the scheduled shift. Is this requirement still being required for the Aquatics Center? Refer to 6475, EXHIBIT 3 SCOPE OF WORK/ IV. ADDITIONAL CLEANING REQUIREMENTS PER BUILDING/ H. AQUATICS CENTER / 2. Natorium/a- d. Yes. Under the new contract, new scope of work, this location requires specific cleaning. This section also references the cleaning specifications for “ALL” buildings as per 6475 EXHIBT 3 SCOPE OF WORK, / III. JANITORIAL DUITES ALL BUILDINGS. b. What are the janitorial requirements for the Natatorium? Refer to 6475, EXHIBIT 3 SCOPE OF WORK/ IV. ADDITIONAL CLEANING REQUIREMENTS PER BUILDING/ H. AQUATICS CENTER / 4. Porter for the Aquatics Center AND 6475, EXHIBIT 1 PRICING SHEET, ITEM # 38. 19. NATATORIUM SHOWERS- power washing: Refer to 6475, EXHIBIT 3 SCOPE OF WORK/ IV. ADDITIONAL CLEANING REQUIREMENTS PER BUILDING/ H. AQUATICS CENTER / 2. Natatorium b. Weekly: all shower areas 20. Can the city provide an estimated count on number of GOJO 5361 dispensers currently installed in City buildings? Not at this time. 21. Is there Wi-Fi at the Nature Center? Not at this time. 22. Do we have waterless Urinals? Not at this time. 23. Will the vendor be responsible for cleaning the outside windows at the airport? Refer to 6475, EXHIBIT 3 SCOPE OF WORK/ III. JANITORIAL DUTIES ALL BUILDINGS/ B. DAILY-EXTERIOR AREAS/ ITEMS 1-3. The vendor will not be required to clean the windows at the Airport Tower. Regarding the Airport Terminal: follow the scope of work identified within this question. 24. Does the Aquatics Center require special background Checks? The Aquatics center require the same as all other staff which is the Criminal Back ground and Social Security Validation check RFP# 6475 ADDENDUM #1 5 ADDENDUM #1 RFP# 6475 SUPPLY OF JANITORIAL SERVICES FOR CITY OF DENTON FACILITIES 25. Does this contract cover outside window cleaning? Refer to 6475, EXHIBIT 3 SCOPE OF WORK/ III. JANITORIAL DUTIES ALL BUILDINGS/ A. DAILY / #6. Besides the items listed in # 6, outdoor windows are covered under another contract. 26. Are the windowsills inside the building are to be dusted? Refer to 6475, EXHIBIT 3 SCOPE OF WORK/ III. JANITORIAL DUTIES ALL BUILDINGS/ A. DAILY /#6. Yes. 27. Where will the Vendor store their janitorial supplies? Each building has a janitorial closet for mop, broom, trash can, supplies and vacuum cleaner. 28. What type of floors are the Gym Floors? Refer to 6475, EXHIBIT 3 SCOPE OF WORK/ IV. ADDITIONAL CLEANING REQUIREMENTS PER BUILDING/ A. GYMNASIUMS / WEIGHT ROOMS/ ITEMS 1-3. a. MLK Center has wood floors which requires a Dust mop b. Denia and North Lakes Center has Rubber floors which require a dust mop and occasional scrubbing. 29. Exhibit 1 shows specific times for daytime cleaning of bathrooms. Does this mean the bathrooms at these locations have to be cleaned at these specific times? Refer to 6475, EXHIBIT 1 PRICING SHEET Yes please follow Exhibit 1 Pricing Sheet on all days and times due to high traffic or other circumstances. 30. What about Special Events? Special Events are covered under “On Demand items 1-4” and are for special events covered at whichever facility and require same day service. Explanation given of: If the event was on Saturday evening, the location would be cleaned by the next event to be held at the facility. Special events could be a reception or Art Festival held at the Civic Center or numerous other examples. RFP# 6475 ADDENDUM #1 6 ADDENDUM #1 RFP# 6475 SUPPLY OF JANITORIAL SERVICES FOR CITY OF DENTON FACILITIES NO OTHER CHANGES or QUESTIONS AT THIS TIME All Documents can be obtained by accessing the City of Denton’s Materials Management website at: https:// www.cityofdenton.com/business/soliciations-contracting This form must be signed and returned with your proposal. Name: ____________________________________ Signature: _________________________________ Company: __________________________________ Title: _____________________ Date: ____________ Signed Addendum #1 to be returned with Proposal RFP# 6475 ADDENDUM #1 7