RFP 24-01 Custodial Services Addendum #2
| Agency: | Town of Herndon |
|---|---|
| State: | Virginia |
| Type of Government: | State & Local |
| NAICS Category: |
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| Posted Date: | Nov 17, 2023 |
| Due Date: | Dec 5, 2023 |
| Solicitation No: | RFP 24-01 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
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November 17, 2023.
ADDENDUM No. 2 TO ALL OFFERORS:
Request for Proposal: RFP # 24-01
Description: Custodial Services
RFP Date: October 30, 2023.
Proposal Deadline: December 5, 2023, at 12:00 p.m.
Opening Date/Time: December 5, 2023, at 12:05 p.m.
The following question(s) was received for the referenced request for proposal (RFP) as follows:
1. Regarding the 50-page limit, please advise if the proposal front cover is counted within
the page limit?
Answer: Yes
2. Regarding the 50-page limit, please advise if the blank tab dividers to separate each
section are counted within the page limit?
Answer: No
3. Regarding the 50-page limit, please advise if the resumes are counted within the page
limit? Assuming if there are 1 PM, and 6 supervisors, it could be about 10 pages already.
Answer: Only one on-site supervisor is required/desired. We will request additional
resumes should it become necessary.
4. Regarding the 50-page limit, please advise if the financial statement is counted within the
page limit?
Answer: Yes
5. Regarding the 50-page limit, there are sample reports, QC forms, training booklets, etc. If
we put these supporting documents under a tab name “Appendix”, will these still be
counted within the 50-page limit?
Answer: Yes
6. Regarding the Pricing section, is there a Pricing Sheet form to fill or we create our own
pricing sheet?
Answer: We don’t have a Price Sheet. Vendors are encouraged to create their own.
Page 1 of 6
7. For the fixed monthly price, does this include period work such as semi-annual floor work
(carpet shampoo, floor buffing & waxing)? Or All periodic floor work will be priced as extra
service?
Answer for the Herndon Police Department, Herndon Municipal Center, Town Hall,
Town Shop, and Town Chambers Proposal: No. Those are a la cart pricing and not part
of the fixed monthly prices. The contractor will provide a quote as necessary for services
not covered by the scope of work.
Answer for the Community Center Proposal: The total price should include everything
from the scope. We just need to know how much everything in the scope costs and how
the Contractor plans to bill us for it.
8. Please confirm that for the Option 1 buildings, contractor provides all supplies and
equipment, but Option 2 (Community Center) the CCC and HCC provides supplies and
equipment.
Answer: Yes, for option 1 buildings. For option 2, contractor shall provide supplies and
equipment too. On clause 12.11.C.a. please read “Contractor shall supply all paper
goods, hand soap, shampoo, and all their own cleaning chemicals and equipment.
9. Solicitation page 12, Section 12.1. d. Town of Chambers: This facility is small (3,500 sf).
Please confirm that the cleaning hours can be anytime between 5pm and 9pm, not 4
hours per day from 5pm to 9pm? Also, will this be cleaned Mon-Fri?
Answer: The 4 hours is for Herndon Municipal Center, Chambers and Town Hall as you
need between 5pm and 9pm. Yes, Mon-Fri.
10. Solicitation page 15, Section 12.4. Cleaning Supervision: it is required that on-site
minimum of 1 supervisor each day.
a) Does this mean 1 supervisor at each building. Total of 6 supervisors? Answer: Just
one supervisor. This can also be a working supervisor.
b) Is a supervisor required for small size building like the Town Chambers (3,500 SF)?
Answer: The supervisor is there to handle issues as they arise. We leave it to the
Contractor to how to handle that.
We don’t need a supervisor at the Herndon Community Center all the time but we do
need to see the supervisor daily or even several times per day.
11. Solicitation page 16, Section 12.7. Employee Criteria. It states that “there shall be a
minimum of two employees, one supervisor, and one general cleaner present daily to
perform all cleaning…excluding the Herndon Police Department…” Questions about
supervisors:
a) Town Shop facility requires minimum of 5 hrs. per day. This will be just 1 cleaner.
Does Herndon want to add a supervisor in this building? Or can that cleaner be a
working supervisor? Answer: Answer: See question 10.
b) Herndon Municipal Center facility requires 2 staff (total of 8 hrs. per day). Can one
of these two cleaners be a working supervisor? Answer: See question 10.
c) Town Hall facility requires 4 hrs. per day. This will be just 1 cleaner. Does Herndon
want to add a supervisor in this building? Or can that cleaner be a working
supervisor? Answer: See question 10.
RFP 24-01 Custodial Services - Addendum #2
Page 2 of 6
12. Solicitation page 19, Section 12.11. E & F: cleaning tasks such as clean light, fan vents,
walls, replace light bulbs. What would be the maximum height that we will be responsible
for these tasks?
Answer: We do not ask the contractor to get on a ladder. We use long poles to dust
lights, vents, and fans. 12 feet would be the maximum height.
13. Solicitation page 19, Section 12.11. E.g. Please elaborate more on “cleaning vehicles”.
What type of vehicles and what is the specific tasks/procedures?
Answer: Cleaning vehicles is picking up trash, vacuuming, and wiping down the interior
of our 5 vehicles.
14. Please provide the current staffing number each day at the Community Center. Ex: 1
Supervisor, 1 DP, 5 cleaners (M-F)
Answer: There are 2-day porters that cover the day from 6:30am to 9:30pm. They
switch at 2:00pm. There are 3 evening cleaners. The supervisor is not always there but
does check in from time to time.
15. Is this contract under Union? If yes, please provide a copy of CBA.
Answer: No.
16. This contract is 1 year base + 4 options to renew. Each year, upon the renewal date, will
the Town allow contractor to request for price increase based on CPI-U and wage when
the mandatory VA minimum wage increases.
Answer: Price increase will be based just on the CPI-U.
17. To provide the cost for power washing services for garage, please provide the SF for each
garage and the number of parking space for each garage.
Answer: The only requirement we desire in the garage is to empty the two trash cans.
18. If we are interested in bidding for all facilities, could you please confirm, Option 1: (1)
Original + (4) Copies and Option 2: (1) Original + (4) copies (Separate package). Answer:
Correct. And it’s 50 typed pages for each option. Answer: Correct.
19. Please provide the current contractor’s name.
Answer: Commercial and Construction Cleaning
20. What is the current contract amount per location?
Answer: Price can be provided after the current solicitation is closed.
21. Have any scope of frequencies of service been made under this solicitation, if so, what
has changed?
Answer: There are no major changes in scope or frequencies.
22. Is this contract subject to Virginia Minimum Wage, and/or other pay requirements?
Answer: The town expects all contractors to follow state minimum wage requirements.
23. p. 16, Sec 12.7.a "Employee Criteria" - Could you please clarify your requirement of
bonding each employee for a minimum of $25,000.00? Did you mean insured or the
contractor's company is bonded?
RFP 24-01 Custodial Services - Addendum #2
Page 3 of 6
Answer: In addition to the insurance required in #23 of the General Terms and
Conditions, the company needs a bond to cover all employees assigned to clean the
facilities. There does not need to be a separate bond for each employee as long as the
bonding company assures that any of the named employees of the company who are
assigned to clean the facilities are covered under a bond in the aggregate amount of
$25,000.
24. p. 9 Section 10.4 - It says that an index is to be included, is this in addition to the table of
contents?
Answer: No. Please consider index as the table of contents.
25. p. 9 Section 10.4 and 10.8 - It says that an index is to be included, is this in addition (10.4)
to the "separate table, which references the RFP requirements to proposal paragraphs"
(10.8)? Answer: No. Please consider index as the table of contents.
26. 4. Do exhibits or sample forms count toward the page number?
Answer: Yes
27. p.9 Section 10.8 "50 typed pages" - Is this one sided or are will the using the front and
back of a page count as "1" page?
Answer: It is one sided page.
28. p. 15, Section 12.4 "Cleaning Supervision" - Can the supervisor be a working supervisor?
Answer: Yes
29. Supplies - Other than the Community Center, will the county provide consumables such
as, hand soap, paper towels, toilet paper, trash can liners, feminine hygiene products and
toilet seat covers?
Answer for the Herndon Police Department, Herndon Municipal Center, Town Hall,
Town Shop, and Town Chambers Proposal: No, the contractor shall provide all supplies.
Answer for the Community Center Proposal: The contractor shall supply all paper goods,
hand soap, shampoo, and all their own cleaning chemicals and equipment. Trash bags,
can liners, toilet seat covers, paper towels and toilet paper would need to be provided
by the contractor. We do not currently provide any feminine hygiene products.
30. Hand Sanitizer Stations - Will we be responsible for providing hand sanitizer?
Answer: The town handles these.
31. Is the contractor responsible for providing batteries to the automatic dispensers in the
Community Center and any other locations listed in the RFP?
Answer: No.
32. Community Center, p.18, Sec 12.11.B.i "Windows" - Is there a height limit for the cleaning
contractor regarding window cleaning?
Answer: We do not ask contractors to get on a ladder. 12 foot is maximum height with
extended poles.
RFP 24-01 Custodial Services - Addendum #2
Page 4 of 6
33. Community Center, p. 19, Sec 12.11.E.a - Is there a height limit for cleaning all lights, fans,
vents, and walls?
Answer: We do not ask contractors to get on a ladder. 12 foot is maximum height with
extended poles.
34. Community Center, p.19, Sec 12.11.F.c "Laundry" - Is there a laundry room with a washer,
dryer, and detergent at the center or will this be at the expense of the contractor?
Answer: There is a washer and dryer at the Herndon Community Center and detergent
is provided by the town.
35. Community Center, p.19, Sec 12.11.F.f "Ice Melt" - Will the Center provide the ice melt or
will this be at the expense of the contractor?
Answer: Ice melt is provided by the town.
36. Police Department - Are we responsible for cleaning the fitness room with mats? Or
would we be able to receive the exact areas the contractor is responsible for cleaning?
Answer: Yes
37. Town Hall - We are only responsible for the bathrooms, office in the basement, the halls
on the first floor, and trash cans that are left outside of the closed offices on first and
second floor?
Answer: Correct.
38. Town Hall - If the office is left open, should the contractor assume the regular cleaning
listed in the scope is to be completed?
Answer: No.
39. Is a bond needed for the Bid?
Answer: A “Bid Bond” is not required with the bid.
40. Do we need a bond for the company?
Answer: The company needs a bond to cover all employees assigned to clean the
facilities.
41. Do we need a bond in the amount of 25K for each employee?
Answer: There does not need to be a separate bond for each employee as long as the
bonding company assures that any of the named employees of the company who are
assigned to clean the facilities are covered under a bond in the aggregate amount of
$25,000.
42. What is the budget for the 5 buildings?
Answer: Information will not be provided.
43. What is the budget for the Community Center?
Answer: Information will not be provided.
44. What has been the budget for the last 3 years?
Answer: Information will not be provided.
RFP 24-01 Custodial Services - Addendum #2
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This page summarizes the opportunity, including an overview and a preview of the attached documents.
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