Posted: 10/23/2020

Type of Addition: Addendum No. 1

Overview: Addendum No. 1 corrects the Mandatory Prebid Conference date and time in the solicitation

Documents:

• Addendum No. 1 21-DES-ITBLW-373.pdf

Posted: 11/18/2020

Type of Addition: Addendum No. 3

Overview: Addendum No. 3 answers vendor questions. 

Documents:

• Addendum No. 3 21-DES-ITBLW-373.pdf

Posted: 12/1/2020

Type of Addition: Award Information

Overview: Notice of Award

Documents:

• 21-DES-ITBLW-373 Award Notice.pdf

Posted: 10/28/2020

Question: 1. The current living wage is $15/hour. The contract only allows to request for price adjustment based on CPI-U during each renewal period. If the Living Wage increases, does the County also allow contractor to request for price adjustment based on Living wage increase? 2. Based on the historical data, when the living wage increase, the increase percentage is much higher than the CPI-U rate. Does the County allow contractor to submit for price adjustment based on the living wage increase percentage?

Response: The Living wage and CPI-U increases are not the same. The Contractor does not have to request a Living wage increase. The Living wage increase will go into effect at the subsequent renewal period. The CPI-U increase may be adjusted at the time of the contract renewal pending the Contractor make the request within the designated time period listed in the Contract documents (i.e.. 60 days or 90 days). The Contractor will request separately an increase to the then current Living wage once the County post an increase/decrease rate.

Posted: 10/28/2020

Question: What was the last winning bid?

Response: Please reference Addendum No. 2.

Posted: 11/2/2020

Question: Who is the incumbent contractor and how long have they been providing their services? Are you having 1 vendor or multiple vendors for each 4 Options?

Response: LT Services, Inc. is the incumbent contractor. They have been providing the services for the past five years. The County reserves the right to award to one or multiple vendors. Please reference the Method of Award of the solicitation.

Posted: 11/2/2020

Question: Is it possible to get the current supply usages from the current contractor?

Response: What specifically is being requested? What supply usages?

Posted: 11/2/2020

Question: Bid doc states that vendor is required to provide snow removal for sidewalks around all County Buildings. What is the maximum distance from the building to clean? Who provides salt?

Response: Please reference Addendum No. 2.

Posted: 11/6/2020

Question: What is the current contract price? Is it based on $15.00 Living wage?

Response: Please reference Addendum No. 2.

Posted: 11/6/2020

Question: Under the Covid-19, situation, do you open all buildings in full capacity and request full services or will reduce services and negotiate the contract price?

Response: Please reference Addendum No. 2

Posted: 11/7/2020

Question: What are the monthly or annual costs to Arlington County for consumable products such as toilet tissue, paper towels, plastic trash bags, hand soaps, sanitizers, feminine hygiene products, batteries, etc.?

Response: The cost per month to Arlington County is all inclsive of all work, personnel, equipment, materials and all charges that may be incurred. Please reference the current Contract prices in Addendum No. 2.

Posted: 11/7/2020

Question: In the RFP, could you explain more fully Section 26 A, B, and C regarding the Rider Clause? Or provide a copy of the Arlington County contract that contains the Rider Clause and which the vendor will have to execute?

Response: Please reference Addendum No. 2

Posted: 11/9/2020

Question: 1. What is the County's annual spend? a. What is the current value of this contract? 2. Any union issues? a. Collective bargaining agreement? - No. b. VA is a right-to-work state, but there is a union. 3. Are there any fees for background checks? a. Who will perform these background checks? b. Is a general background check acceptable or do you use a specific system? 4. Are there any fees that must be endured for false alarm responses? 5. What is the head count for each site? a. What is the head count for each group of expected consumables? i. Approximately how many people use these facilities? 6. What is the total number of chairs at each site cleaned annually? 7. Can you break out the square footage for carpet and vct? 8. Will QA be required at all sites weekly or specific sites? 9. What will the transition period coordination between the new and old vendor look like? Who will provide deliverables? How long will this period be? 10. Regarding the floors in the gym, basketball court, and concrete, how is the incumbent cleaning these floors? 11. How many employees do you have working at these facilities? 12. In terms of percentage, how much does use of these facilities by the public vary based on the season? 13. How long has the incumbent held this contract prior to the previous five years?

Response: 1. Please reference Addendum No. 2. 2. No union issues. No collective bargaining agreement. 3. Yes, the County will incur all charges for background checks for Option A, Justice Center and Option D, Water Pollution Control Bureau. The Arlington Coutny Sheriff’s office will perform the background checks. 4. Yes. Please Referece Scope of Services, 4. Building Access and Security, C. 5. Head count for each site and each group of expected consumables not available. The General Public has access to many of the facilities (i.e. Public Libaries, Recreation centers, etc.). 6. The estimated total number of chairs per Option: Option A 300 chairs, Option B 450 chairs, Option C 400 chairs, and Option D 100 chairs. 7. Information is not available. 8. Please reference Section II. Revised Scope of Services, 10. Quality Assurance (Q/A) and Control (QC) Program/Weekly Inspection. 9. Please read the Revised Scope of Services, 8. Contract Management, D. Contract Transition Plan. 10. Please read the Revised Scope of Services. 11. Please reference the Scope of Service, hours of operations for each Option. 12. Information not available. 13. The incumbent has held the contract since 2013.

Posted: 11/11/2020

Question: 1. Since Arlington County is a Union Environment and any building over 100k square feet is normally a Union janitorial staff-only building, has this ever been a union contract with union employees? 2. Can the building janitorial staff ever be converted to union employees? A. Is there a regulation or law preventing the janitorial staff from joining the union?

Response: Please reference Addendum No. 3

Posted: 11/12/2020

Question: 1) Please provide the seniority list of the current contractor. 2) What is the square footage of the government furnish office/storage for contractor? 3) Please confirm, if the proposer needs the below to submit the bid a) license from Virginia b) an physical office in Virginia 4) Provide the quantity of elevators and escalator on the location 5) Do we have a carpet in Aerobics area? if yes than please provide the square footage for the same. 6) How many benches are available in Exercise/weight room to wipe down? 7) Please confirm, if we have to provide the custodians only for 5 hours a day (Monday through Friday) as per the timings 5:00 p.m. to 10:00 p.m available on the Schedule point on ITB 8) Please provide the quantity of sinks, toilets and urinals on Restroom Facilities 9) Please provide the quantity of Carpets, Rugs and Drapes on the location 10) Please provide the quantity of water fountain 11) Please provide the square footage of Wood Basketball Courts where 2 coats oil base polyurethane needs to be apply 12) Please provide the quantity of microwave in break room in equipment bureau 13) Please provide the square footage of Barcroft Garage & Trades Center Garage, Network Operations Center, Impound Lot, Trades Center support 14) Please confirm, if the night cleaning employee and night porter are the same. 15) Please confirm, if the Thomas Building (2020) & 2020 2020a building are same. if not than please provide the square footage for Thomas building (2020) 16) Please confirm, If we need to clean the interior and exterior windows on the location Arlington County Office Building. If yes then please provide the number of windows on the locations. 17) Please provde the quantity of chairs that needs to be cleaned annually on the location Arlington County Office building 18) Please provide the Carpet square footage of Auditorium on the location Central Library, Arlington County Office building 19) Please provide the Restroom square footage on the location Walter Reed Recreation Center 20) Please provide the square footage of the Canteen, basket ball court, wood exercise room on the location Walter Reed Recreation Center 21) As per building information, the daily hours for Arlington County Office Buildings:Court Sqaure West is 16 hours. Do we appoint 2 employee for 8 hours each. 22) We have the details of require supplies in ITB. Could you please provide the monthly quantity for the same. 23) Please confirm the term for the initial contract will starts from January,2021 24) Please provide the quantity of fabric furniture that needs to vacuumed 25) FYI - Please note, the first year annual cost prices for "535-14LW South Arlington Contract Pricing" in the "Addendum 2" doesn't sum up with the total. There is a discrepancy of $2000. As per pricing the total is $651,211.36 and as after adding the each location amount the total is $649,211.36. 26) Please confirm, if the PANDEMIC (COVID) cleaning is for all the locations 27) Please confirm, if the details for reduced services are for COVID-19 cleaning 28) Could you please guide us to get authorized to transact the business in common wealth of Virginia.

Response: Please reference Addendum No. 3

Posted: 11/12/2020

Question: • We would like to seek further clarifications based on the previous Q&A regarding to the Living Wage were answered via Addendum 2 (Q&A 1,2,and 3). Current living wage is $15/hr effective from now to 6/30/2021. Assuming the new contract’s base period is 1/1/2021 – 12/31/2021. For Example: assuming if on 7/1/2021, the living wage increases from $15/hr to $16/hr (6.25% increase), and on around Oct 2021, the CPI-U rate is 2%: o Question 1: Is it correct that the contractor does not have to pay its employee the $16/hr until 1/1/2022 (not 7/1/2021) when the contract renew for option period starts on 1/1/2022-12/31/2022? If not, please clarify the effective date that Contractor has to pay its employees the new living wage? o Question 2: Will the County allows the contract price to be adjusted to add 6.25% (Living Wage) for its renewal period regarding to the Living Wage increase? And the contract price will be automatically adjusted by the County? o Question 3: If the County allows for the Living Wage price adjustment, will the County also allow Contractor to request for price adjustment based on CPI-U in addition to the Living Page % increase (6.25% for Living Wage + 2% for CPI-U), total of 8.25% increase?

Response: Please reference Addendum No. 3

Posted: 11/12/2020

Question: Page 7 under Section 17-Qualification of Bidders. It is requires that bidders to submit 3 similar recently completed contracts. For each contract, must include the required information such as contract name, contract description...final contract cost. Please clarify regarding to Contract Manager’s name, telephone number, and address. Does the County wants our project manager’s POC information or the County wants our customers’ POC information?

Response: Please reference Addendum No. 3

Posted: 11/12/2020

Question: Bid form requires, Proof of three (3) years of experience providing custodial services in Federal, State and Local and Industrial or Trades facilities - What kind of proof can I submit? will Business licenses for 2018-2020 qualify this requirement?

Response: Please reference Addendum No. 3

Posted: 11/13/2020

Question: 1. Please confirm the only staffing for Arlington County Detention is for one day porter 5 days a week, Monday through Friday, 8 hours a day, 8AM-5PM? 2. Does bidder pricing for Arlington County Detention, Option A (Full-Service and Reduced-Service), have to include consumable products for the center? If so, what is the average monthly employee/resident population? 3. What is the staffing expectation for the George Washington Baseball Club House? 4. Please verify the hours for the evening porter at Lone Bridge Aquatics Center? 5. Would County be amendable to a Cost Plus program for all consumable products with bidder? That is, bidder’s monthly costs for consumables billed back monthly to Contractor with supporting documents? 6. If any Project Managers for this opportunity have not been identified, may bidder submit a detailed job description instead of the requested resume? 7. What is the Scope of Work for Arlington County Detention? 8. Is an Arlington County Business License required to be submitted with bidder’s proposal? 9. Is there a cost to the bidder for background checks/screening conducted by the County for bidders’ employees? If so, what is the cost per submission?

Response: Please reference Addendum No. 3

Posted: 11/13/2020

Question: Can you provide the copy of last solicitation?

Response: Please reference Addendum No. 3