Posted: 7/13/2023

Type of Addition: Pre-Solicitation Meeting Attendance Sheet

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Posted: 7/20/2023

Type of Addition: In Review

Posted: 9/27/2023

Type of Addition: Award Information

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Posted: 6/30/2023

Question: Are you accepting bids for each building as a separate contract or does one bid include all the buildings? Also, in the RFP it indicates that all cleaning must be done between 5 minutes after the business closes and 11 pm, are this time negotiable?

Response: Your proposal should include the price to clean each building and the total cost for all buildings. The County intends to award one company based on the total cost for all buildings. Regular cleaning services should be done in the time specified to avoid issues with the security alarms. However, for the semi-annual services that require more time, we can make arrangements to have them done outside of the usual time window.

Posted: 7/14/2023

Question: 1. What is the name of the company currently providing cleaning services at the Florence County Libraries? 2. What is the total number of restrooms and locker rooms in each library? 3. What is the total number of fixtures (e.g., toilets, sinks, urinals, and showers) in the restrooms and locker rooms? 4. Are the restroom dispensers standardized (e.g., toilet tissue, hand towel, hand soap, hand sanitizer, etc.) in all of the restrooms? If not, would Florence County Libraries be interested in the contractor standardizing all of the restroom dispensers? 5. What janitorial and consumable supplies does Florence County Libraries provide? 6. What janitorial and consumable supplies does the contractor provide? 7. Is the contractor responsible for providing any can liners? If so, how many trash cans require can liners that are provided by the contractor? 8. Please send the manufacturer name, part number, pack size, and description of all consumable supplies being used/consumed for this janitorial services contract. 9. Please send an annual estimated usage for all janitorial and consumable supplies being used/consumed for this janitorial services contract. 10. Are there any specific background requirements? Are there any specific vaccination requirements? Are there any specific drug testing requirements? 11. What is the process for new contractor employees to get authorization to work in the libraries? 12. How does the contractor gain access to each library? 13. What is the total headcount of people working at each library? 14. What is the estimated daily foot at each library? 15. Are weekend cleaning services required at any of the libraries? 16. Are dumpsters stationed at all library locations? 17. What is the estimated square footage of hard surface floors (e.g., terrazzo, VCT) that need to be stripped and waxed at each library? 18. What is the estimated square footage of carpeted areas that need to be shampooed with a steam cleaner at each library? 19. What is the definition of “cleaned and washed” as it relates to the semi-annual services for inside windows? How many windows require these services at each library? 20. It is our understanding that the libraries have been part of a County-wide cleaning services contract. Please send a copy of the County-wide cleaning services contract.

Response: 1. What is the name of the company currently providing cleaning services at the Florence County Libraries? Defender Services 2. What is the total number of restrooms and locker rooms in each library? Please see answer to question #3 below. 3. What is the total number of fixtures (e.g., toilets, sinks, urinals, and showers) in the restrooms and locker rooms? Florence - 4 staff restrooms; 4 toilets (total among all staff restrooms); 4 sinks; 4 public restrooms; 16 toilets; 14 sinks; 4 urinals ? Note: this location also includes a shower, but the library’s Custodian will maintain as needed. Contractor does not need to clean it. Johnsonville/Olanta/Timmonsville - 1 staff restroom; 1 sink; 1 toilet; 1 staff kitchen; 1 sink; 2 public restrooms; 4 sinks; 4 toilets Lake City - 1 staff restroom; 1 toilet; 1 sink; 5 public restrooms; 9 toilets; 2 urinals; 9 sinks; staff and Community Center kitchens - 4 sinks Pamplico - 1 staff restroom; 1 sink; 1 toilet; 1 staff kitchen; 1 sink; 2 public restrooms; 2 sinks; 2 toilets 4. Are the restroom dispensers standardized (e.g., toilet tissue, hand towel, hand soap, hand sanitizer, etc.) in all of the restrooms? If not, would Florence County Libraries be interested in the contractor standardizing all of the restroom dispensers? The majority of dispensers have been standardized, including those in the most heavily used public and staff restrooms. 5. What janitorial and consumable supplies does Florence County Libraries provide? The library furnishes toilet tissue, paper hand towels, liquid soap for dispensers, and trash bags. Currently, the cleaning contractor orders these items through a wholesale supplier as needed, has them shipped to the library, and bills the library at cost. This arrangement seems to be the most efficient way to guarantee that the contractor’s employees always have the needed supplies available. 6. What janitorial and consumable supplies does the contractor provide? The contractor provides supplies other than toilet tissue, paper hand towels, liquid soap for dispensers, and trash bags. The specific other supplies needed may vary by vendor, as vendors may propose different methods for various tasks such as carpet cleaning, etc. 7. Is the contractor responsible for providing any can liners? If so, how many trash cans require can liners that are provided by the contractor? The library provides trash can liners through the method described in question #5. 8. Please send the manufacturer name, part number, pack size, and description of all consumable supplies being used/consumed for this janitorial services contract. Unknown 9. Please send an annual estimated usage for all janitorial and consumable supplies being used/consumed for this janitorial services contract. Please see answer to question #6 above. Toilet tissue, paper hand towels, liquid soap, and trash bags are ordered by the vendor as needed and charged to the library, so this information is not readily available. However, specific item numbers, sizes, and prices will fluctuate due to changes in availability and usage. 10. Are there any specific background requirements? Are there any specific vaccination requirements? Are there any specific drug testing requirements? The library does not impose any special requirements on employees of the vendor. 11. What is the process for new contractor employees to get authorization to work in the libraries? The contractor is responsible for authorizing and assigning employees as needed. The library may request that specific employees are re-assigned or no longer authorized to work in a certain facility if there are issues such as unfinished work, damage, theft, etc. 12. How does the contractor gain access to each library? The contractor will be given keys for each facility. 13. What is the total headcount of people working at each library? Florence: 48; Johnsonville: 4; Lake City: 9; Olanta: 3; Pamplico: 4; Timmonsville: 4; 14. What is the estimated daily foot at each library? Approximate foot traffic/people counts are below. These are annual estimates based on electronic counters, as daily traffic can vary based on library events and community programs: Florence: 120,000; Johnsonville: 16,000; Lake City: 18,000; Olanta: 6,000; Pamplico: 9,000; Timmonsville: 8,000 15. Are weekend cleaning services required at any of the libraries? The scope of work only includes weekday cleanings. However, some semi-annual services may be performed most effectively over weekends or holidays. These times can be coordinated between the vendor and the library as needed. 16. Are dumpsters stationed at all library locations? Yes, each library has a dumpster. 17. What is the estimated square footage of hard surface floors (e.g., terrazzo, VCT) that need to be stripped and waxed at each library? Please base your proposal on your observations of the facilities during the walk-through. You can also visit any of the libraries during regular operating hours for closer observation. 18. What is the estimated square footage of carpeted areas that need to be shampooed with a steam cleaner at each library? Please base your proposal on your observations of the facilities during the walk-through. You can also visit any of the libraries during regular operating hours for closer observation. 19. What is the definition of “cleaned and washed” as it relates to the semi-annual services for inside windows? How many windows require these services at each library? We assume window cleaning to involve application of a cleaning solution, and squeegeeing or wiping dry to remove grime, spots, streaks, and fingerprints, leaving a clear, transparent appearance. Vendors may propose any solution that will accomplish this result. The windows vary in size and design between location, so please base this portion of your proposal on your observations during the walk-through. 20. It is our understanding that the libraries have been part of a County-wide cleaning services contract. Please send a copy of the County-wide cleaning services contract. The County had a county-wide contract with Defender Services for a long time (10+ years). The original contract is not available. However, the Libraries current annual cost is $172,112.04 plus the cost for the supplies.