RFP26005 - ETSU Family Medicine Custodial Services - Addendum 3 - Q&A Response

Agency:	East Tennessee State University
State:	Tennessee
Type of Government:	State & Local
NAICS Category:	561720 - Janitorial Services 621111 - Offices of Physicians (except Mental Health Specialists)
Posted Date:	Feb 16, 2026
Due Date:	Feb 26, 2026
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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RFP 26005

East Tennessee State University

February 16, 2026

Family Medicine Custodial Services

Q&A Responses

If you had a question that is not answered below, please refer back to the RFP. There are

some questions that the RFP did cover.

If it is not covered in the RFP, then we do not have a precedent or procedure for it at this

time.

Question: Under RFP Requirements, Attachment 6.4, Page 36, four locations are identiﬁed for

bidding. To assist us in accurately estimating consumable usage, could you please provide the

primary ﬂoor coverings (square ft of each) for each location as well as the approximate number

of employees and daily patients occupying each facility? Answers below:

• There are 4 locations.

Clinic

Bristol

Johnson City

Kingsport

Daily

Staﬀ

Daily

Patients

80-100

50-90

• Floor plans will be sent as attachments – I do not have exact footage on the carpet. If

you can read the information on the ﬂoor plans, it is on there. These are the only ﬂoor

plans I have.

Question: Additionally, under the Technical Proposal and Evaluation Guide, Attachment 6.5,

Pages 51–52, Sections A.3, A.4, and A.5 are noted as excluded and not included in the RFP. Can

you conﬁrm whether there are any additional questions or narrative responses required for

these sections? Answer, Only A.1, A.2, A.6, A.7 are required.

Question: Regarding Attachment 6.6, Cost Proposal Schedule, Page 57, it appears that annual

pricing is requested for an annual term for a 5-year period of time, broken out on an à la carte

basis. Should a separate cost proposal be completed for each individual location, as well as a

consolidated cost proposal covering all locations? Furthermore, on Page 60, titled “Cost Sheet

2,” only three locations are listed, whereas “Cost Sheet 1” includes four locations. Please advise

on how you would like this addressed. Answer, Cost Sheet 2 should include Johnson City

(5,168 sq ft) location (the support clinic). Cost proposal pages 57-60, ﬁrst part is requesting a

line-item cost as requested in the bid document. Then you have two additional cost sheets

that request cost per square foot for all four locations.

RFP 26005

East Tennessee State University

February 16, 2026

1. Will routine custodial services be required on recognized holidays and/or during ETSU

scheduled closures, or will services be suspended on those days Answer: Clinics will

have some Holidays. A list can be provided when contract is awarded.

2. For “emergency staﬃng,” what are the expected coverage parameters (Monday–Sunday,

response time, minimum staﬃng)

3. Over the past ﬁve (5) years, approximately how many times has emergency staﬃng been

activated (by location, if available) Answer: I am unaware of any requirement for

emergency reasons over the past 4 years.

4. Are there any special/seasonal services expected that are not speciﬁcally listed in the

RFP

5. Please conﬁrm what is considered daily cleaning vs. periodic services (semi-

annual/annual), and whether there is a deﬁned threshold ( “below X feet included

daily”)

6. Are there any areas excluded from “cleanable square footage” (interior windows,

exterior windows, mechanical rooms, IT rooms, storage, secured clinical areas) Answer:

Mechanical rooms, biohazard storage, IT rooms do not have to be serviced.

7. Does the “cleanable square footage” include any exterior contracted areas (covered

entries, sidewalks, patios, etc.), or are those excluded?

8. Can ETSU provide building layout overviews/ﬂoor plans (or a space summary by

location)

9. Please provide the total number of restrooms by location, including:

• Number of ﬁxtures (toilets/urinals/sinks)

• Gender breakdown

• Any specialty/clinical restroom types"

10. Please provide the number of elevators at each location requiring custodial servicing.

Answer: Kingsport is the only clinic that has an elevator

11. Will any special equipment be required for cleaning above 10 feet (lifts, scaﬀolds)

Answer: Special equipment such as lifts, etc. should not be required.

12. Please conﬁrm whether window cleaning includes interior, exterior, or both. Answer: At

this time vendor is only responsible for cleaning the interior windows and glass.

13. What is the total window square footage by location (or by building), and what is the

cleanable window square footage per building

14. Are there any special access constraints for window cleaning (high glass, patient privacy

restrictions, etc.)

RFP 26005

East Tennessee State University

February 16, 2026

15. Please describe the monitoring/performance metrics used to evaluate compliance

(inspections, checklists, frequency, scoring)

16. Regarding service deductions: what are the deﬁned service units/milestones, the

deduction amounts, and is there a maximum cap per month/occurrence

17. What staﬃng levels and shifts are currently used to support these locations (total

headcount and schedule pattern, by location if available)

18. What is the expected lead time for badges/keys/access credentials for a newly

onboarded contractor. Answer: We will make arrangements prior to the start of the

contract to received key cards with each clinic.

19. Are there background checks, security requirements, or access restrictions for contractor

personnel (clinical areas, after-hours access, etc.)

20. Are there established systems/procedures for reporting maintenance issues (work order

platform), and what is the expected contractor role in reporting (notify only vs. initiate

tickets) Answer: Cleaning staﬀ can leave notes for clinic staﬀ. Location and who to

leave the note for will be discussed during walkthrough and key pick up.

21. Are vendors responsible for battery replacement for any potential automated restroom

dispensers/receptacles? If so, what battery type and approximate quantity Answer: If

vendor installs an automatic dispenser, vendor will be responsible for replacing

batteries.

22. Who will serve as the primary ETSU point of contact for daily coordination and quality

oversight (title/role)

23. Is contractor parking available? Any assigned parking or costs/fees (current or

forecasted) Answer: Cleaning is done after hours so there is no assigned parking. We

have no parking fees

24. Are there any "special" restricted/approved cleaning agents, tools, or methods required

for clinical/medical spaces

25. Are there designated secure storage areas at each location for consumables and

equipment

26. Are any speciﬁed break areas available for custodial personnel . Answer: Staﬀ should

not be working enough hours in the clinics to require a break. If for some reason a

break is needed, they may use the kitchen area and clean up after themselves.

27. Please conﬁrm the waste approach by each location:

• Are dumpsters/compactors provided on-site

• Who is responsible for arranging service and pickup

What is the current pickup schedule (trash/recycling)" Answer: Each clinic has a

dumpster. Clinics do not have a recycling program. Some may be recycling on their

own but cleaning staﬀ is not responsible to handle recycling.

RFP 26005

East Tennessee State University

February 16, 2026

28. Are there any known unusual closures that occur (weather, protests, etc.) Answer: ETSU

and its clinics do experience closures due to weather occasionally. Center Managers

or a staﬀ member should inform cleaning staﬀ.

29. Are there any known unusual circumstances that will require 24-hour coverage of

services

30. Are special events held at the facilities? If so, approximately how many per year and do

they trigger additional cleaning requirements

31. Is any speciﬁed software/technology required or currently used for inspections,

reporting, timekeeping, or work orders that the contractor must interface with

32. Will any oﬃce space be provided for contractor use. Answer: Vendor should not need

any oﬃce space.

33. Will onsite laundry machines be available, or is there a location where the contractor

may install laundry equipment (if desired). Answer: There are no laundry facilities on

site

34. After proposal submission, will ETSU conduct discussions/negotiations (e.g., best-and-

ﬁnal), or will award be made based on initial proposals. Answer: Addressed in RFP

Document.

35. Is ETSU able to provide a budget estimate or not-to-exceed range for planning purposes

(If not, please conﬁrm)

36. When does the current custodial contract end (and what is the anticipated

transition/start date for the new contractor)

37. Will it be acceptable for contractor to take photos during internal inspections,

walkthroughs, quality audits for the purpose of quality performance and documentation.

Answer: No digital media including pictures or video are allowed in the clinics.

38. Please conﬁrm whether the contractor will be responsible for the removal, transport and

disposal of regulated medical waste and sharps container, or if these services are

managed by a third party. Answer: Biowaste handled by clinic staﬀ.

39. If the contractor is responsible for any portion of medical waste handling, please clarify

the scope of responsibility

Question: Can you please conﬁrm if submittal by email will be acceptable? Answer, You can

submit questions to me via email. The proposal must be submitted in paper with a usb drive with pdf

copy, please review bid documents for exact instructions

Question: There might be an error on the RFP. I noticed on page 51-52 of the RFP that sections

6.5A.3. - 6.5A.5. are missing. I only noticed because those sections are listed as required on

attachment 6.11. Are these sections required or have they been excluded? Answer, They have

been removed, but thanks for checking. Only A.1, A.2, A.6. A.7.

RFP 26005

East Tennessee State University

February 16, 2026

1. Will we receive an itemized list of paper products, soaps, sanitizers, etc. needed for each

building (brand names, amount needed, etc)? Answer: There are no speciﬁc brands

required. The only speciﬁc requirement is that the hand soap be foaming soap and

not leak out the dispenser. I have been told JC is purchasing theirs but this will stop

with the new contract.

2. Can you provide ﬂoor plans with the areas covered in carpet highlighted? Answer: See

ﬂoorplans.

3. How many exterior windows are at each facility that we are responsible for? Answer: See

ﬂoorplans.

4. What is our involvement with each biohazard room? Are we required to remove

biohazardous waste in those rooms? If so, are there ETSU procedures we need to

follow? Answer: Biohazard is handled by clinic staﬀ.

5. Are there any areas in each facility that we are required to stay out of? Answer: Not at this

time. Each clinic can inform you/staﬀ of any changes.

6. How do you facilitate assets/keys to the winning bidder? Answer: A supervisor and the

staﬀ member should make appointment with each clinic manager to get the key and

do a walkthrough of the building.

7. Can you describe the transition process from the existing team to the winning bidder?

8. Can prior vendor staﬃng hours be shared?

9. Are there alarm or access procedures we must follow? Answer: Each clinic has their own

procedure. Please ensure to get that information when the supervisor and employee

pick up the keys.

10. Will ETSU perform audits or inspections? Answer: Reference RFP documents, covered

there.

11. Are there incentives or penalties for performance?

12. What is the average daily patient count (or overall foot traﬃc) for each facility?

13. What training (if any) do you require? Answer: A supervisor and staﬀ member should

make themselves familiar with the clinic when they pick up the keys. If more than one

walkthrough is needed, just make arrangements with each clinic manager.

14. Are there any intangibles that you look for in successful cleaning partners (outside of cost)?

Answer: We would like a company that has a professional appearance, employees that

arrive to work on time and good communication between staﬀ and ETSU FM staﬀ.

15. Are there any areas that the existing cleaning provider overlooks? Answer: Adhering to the

daily, weekly, monthly and yearly schedule

16. Are there any areas or buildings where you’d like more attention to detail than what is

currently being provided? Answer: We are in the medical profession. Cleanliness and

sanitary conditions are imperative

This page summarizes the opportunity, including an overview and a preview of the attached documents.

RFP26005 - ETSU Family Medicine Custodial Services - Addendum 3 - Q&A Response

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