Whitfield County Schools Sealed Solicitation
Title: Facilities - Custodial Services - WCS-FA-2024-001 Zone B
Deadline: 9/18/2023 2:00 PM (UTC-05:00) Eastern Time (US & Canada)
Status: Cancelled
Solicitation Number: WCS-FA-2024-001 Zone B
Description: Janitorial and Custodial Services for 8 Facilities.
Pre-Bid Meeting Date: 8/29/2023 9:00 AM
Pre-Bid Meeting Details: Mandatory Pre-Proposal Meeting - Only proposers attending the pre-proposal meeting at 9:00 a.m. (EST), on August 29, 2023, shall be eligible for proposal submission. The pre-proposal meeting shall be held at the Student Service Center, 201 E. Tyler St., Dalton, GA. 30721. ***Any proposer arriving more than 5 minutes late shall not be permitted to attend*** Mandatory Tour of Facilities – It shall be the sole responsibility of the proposer to visit each facility to acquaint itself with the nature and extent of the work involved. Site visits shall start immediately after the Pre-Proposal meeting on August 29, 2023, and shall leave from 201 E. Tyler St., Dalton, GA. 30721. Transportation to all sites shall be up to the proposer. The district shall have representatives to conduct tours and answer questions. Tours are mandatory for proposers.
Documents:
| Documents as of 8/21/2023 |
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Addition 1
Posted: 8/29/2023
Type of Addition: Tabulation Sheet
Overview: Here is the tabulation sheet from the 2023 Custodial Services Zone B WCS-FA-2023-010.
Solicitation #: WCS-FA-2024-001
Documents:
Addition 2
Posted: 9/6/2023
Type of Addition: Addendum 1
Overview: The attached information provided by the Whitfield County Schools is made as part of this RFP. The purpose of this addendum is to revise this RFP. In the event of a conflict between previously released information and the information contained herein, the latter shall control. A signed acknowledgment of this addendum should be attached in Tab 1 to your RFP response.
Solicitation #: WCS-FA-2024-001
Documents:
Addition 3
Posted: 10/5/2023
Type of Addition: Cancellation Information
Overview: Decision made by the District.
Question 1
Posted: 8/22/2023
Question: Who is the current contractor and what is their pricing?
Response: American Facility Services Inc. at $946,888.08 per year.
Question 2
Posted: 8/23/2023
Question: Would WCS consider purchasing autonomous robotic equipment in lieu of contracting for cleaning of hard floors and carpets?
Response: All custodial equipment shall be provided by the winning bidder.
Question 3
Posted: 8/28/2023
Question: On page 29 of the Bid specification, the price proposal indicates a "Price/ Sq.Ft" column. Is this for monthly or yearly cost? Please clarify.
Response: Both, provide the monthly and yearly totals for each location.
Question 4
Posted: 8/28/2023
Question: The solicitation states this contract has a period from 1/1/2024-12/31/2024 with the ability to renew the contract for four (4) additional one-year terms. The price schedule does not indicate nor include years 2-5 column pricing. How will the contract price be adjusted upon renewal?
Response: The contract shall state - The term of this Contract shall be from January 1, 2024, through December 31, 2024. At the District’s sole option, it may extend the term of this Contract for up to four (4) one-year terms upon the same terms and conditions set forth herein. In the event of extension, the cost of the proposal may be increased or decreased based on producer price index or other relevant market forces that are beyond the control of the contractor. The rate of increase cannot exceed 3% per year. All price increases must be presented in writing to the District ninety (90) days before the end of the current term. The District must agree to changes in writing. The Contract shall terminate immediately and absolutely at such time as appropriate and otherwise unobligated funds are no longer available to satisfy District’s obligations under this Contract.
Question 5
Posted: 8/28/2023
Question: Under "Consumable Supplies", it states that proposer shall provide consumable supplies to perform all work functions, which "include but are not limited to trash bags, floor sealant, finish, stripper, detergents, disinfectants, foam hand soap with dispensers, hand sanitizer with dispensers, rags, carpet shampoo, mops, mop buckets, wet floor signs, dust mops, brooms, brushes, and wringers." No mention of paper products was listed. Who is responsible for paper products? The County or proposer?
Response: Proposer. I shall post an addendum to the RFP addressing adding in the paper products.
Question 6
Posted: 8/29/2023
Question: Can you supply the bids tally sheet from last year?
Response: I have added the tabulation sheet for the 2023 RFP - Custodial Services Zone B WCS-FA-2023-010.
Question 7
Posted: 8/31/2023
Question: Will electronic signatures be acceptable? Or wet signatures only?
Response: Please clarify your question.
Question 8
Posted: 9/1/2023
Question: Under the RFP, what are the minimum number of day porter(s) does WCS require from vendors as well as what are the school hours for each school that requires day porters?
Response: The number of porters and porter hours shall be up to each proposer to maintain and keep the facilities to the cleaning schedule standard, Means, and Methods. "See attachment A - Cafeteria for an additional porter for lunch". In addendum 1, we have addressed the porter hours. In addendum 1, we have addressed the porter hours.
Question 9
Posted: 9/5/2023
Question: Do the documents that require signatures will you accept signatures with DocuSign (e-signature) or wet signature (pen).
Response: wet signature (blue pen)
Question 10
Posted: 9/5/2023
Question: Does the county purchase expendable supplies or does the contractor provide and include in monthly price?
Response: Yes, the contractor is to provide all supplies and include them in monthly price
Question 11
Posted: 9/5/2023
Question: Are the cleaners and management team required to have health insurance?
Response: Not required. "Retaining employees could be an issue since all other vendors have offered health insurance"
Question 12
Posted: 9/5/2023
Question: Can the current crew be offered jobs in locations where the school is happy with the cleaning service?
Response: YES
Question 13
Posted: 9/5/2023
Question: Can we use subcontracted labor?
Response: No. "The question is not specific enough
Question 14
Posted: 9/5/2023
Question: How many day porters are required at each school?
Response: We are bidding for each proposer to submit what they think it would take to keep the facilities clean, Means, and Methods. "See attachment A - Cafeteria for an additional porter for lunch"
Posted: 8/29/2023
Type of Addition: Tabulation Sheet
Overview: Here is the tabulation sheet from the 2023 Custodial Services Zone B WCS-FA-2023-010.
Solicitation #: WCS-FA-2024-001
Documents:
Posted: 9/6/2023
Type of Addition: Addendum 1
Overview: The attached information provided by the Whitfield County Schools is made as part of this RFP. The purpose of this addendum is to revise this RFP. In the event of a conflict between previously released information and the information contained herein, the latter shall control. A signed acknowledgment of this addendum should be attached in Tab 1 to your RFP response.
Solicitation #: WCS-FA-2024-001
Documents:
Posted: 10/5/2023
Type of Addition: Cancellation Information
Overview: Decision made by the District.
Posted: 8/22/2023
Question: Who is the current contractor and what is their pricing?
Response: American Facility Services Inc. at $946,888.08 per year.
Posted: 8/23/2023
Question: Would WCS consider purchasing autonomous robotic equipment in lieu of contracting for cleaning of hard floors and carpets?
Response: All custodial equipment shall be provided by the winning bidder.
Posted: 8/28/2023
Question: On page 29 of the Bid specification, the price proposal indicates a "Price/ Sq.Ft" column. Is this for monthly or yearly cost? Please clarify.
Response: Both, provide the monthly and yearly totals for each location.
Posted: 8/28/2023
Question: The solicitation states this contract has a period from 1/1/2024-12/31/2024 with the ability to renew the contract for four (4) additional one-year terms. The price schedule does not indicate nor include years 2-5 column pricing. How will the contract price be adjusted upon renewal?
Response: The contract shall state - The term of this Contract shall be from January 1, 2024, through December 31, 2024. At the District’s sole option, it may extend the term of this Contract for up to four (4) one-year terms upon the same terms and conditions set forth herein. In the event of extension, the cost of the proposal may be increased or decreased based on producer price index or other relevant market forces that are beyond the control of the contractor. The rate of increase cannot exceed 3% per year. All price increases must be presented in writing to the District ninety (90) days before the end of the current term. The District must agree to changes in writing. The Contract shall terminate immediately and absolutely at such time as appropriate and otherwise unobligated funds are no longer available to satisfy District’s obligations under this Contract.
Posted: 8/28/2023
Question: Under "Consumable Supplies", it states that proposer shall provide consumable supplies to perform all work functions, which "include but are not limited to trash bags, floor sealant, finish, stripper, detergents, disinfectants, foam hand soap with dispensers, hand sanitizer with dispensers, rags, carpet shampoo, mops, mop buckets, wet floor signs, dust mops, brooms, brushes, and wringers." No mention of paper products was listed. Who is responsible for paper products? The County or proposer?
Response: Proposer. I shall post an addendum to the RFP addressing adding in the paper products.
Posted: 8/29/2023
Question: Can you supply the bids tally sheet from last year?
Response: I have added the tabulation sheet for the 2023 RFP - Custodial Services Zone B WCS-FA-2023-010.
Posted: 8/31/2023
Question: Will electronic signatures be acceptable? Or wet signatures only?
Response: Please clarify your question.
Posted: 9/1/2023
Question: Under the RFP, what are the minimum number of day porter(s) does WCS require from vendors as well as what are the school hours for each school that requires day porters?
Response: The number of porters and porter hours shall be up to each proposer to maintain and keep the facilities to the cleaning schedule standard, Means, and Methods. "See attachment A - Cafeteria for an additional porter for lunch". In addendum 1, we have addressed the porter hours. In addendum 1, we have addressed the porter hours.
Posted: 9/5/2023
Question: Do the documents that require signatures will you accept signatures with DocuSign (e-signature) or wet signature (pen).
Response: wet signature (blue pen)
Posted: 9/5/2023
Question: Does the county purchase expendable supplies or does the contractor provide and include in monthly price?
Response: Yes, the contractor is to provide all supplies and include them in monthly price
Posted: 9/5/2023
Question: Are the cleaners and management team required to have health insurance?
Response: Not required. "Retaining employees could be an issue since all other vendors have offered health insurance"
Posted: 9/5/2023
Question: Can the current crew be offered jobs in locations where the school is happy with the cleaning service?
Response: YES
Posted: 9/5/2023
Question: Can we use subcontracted labor?
Response: No. "The question is not specific enough
Posted: 9/5/2023
Question: How many day porters are required at each school?
Response: We are bidding for each proposer to submit what they think it would take to keep the facilities clean, Means, and Methods. "See attachment A - Cafeteria for an additional porter for lunch"