University of Alabama in Huntsville Sealed Solicitation
Title: UAH Campus Custodial Services
Deadline: 8/27/2020 2:00 PM (UTC-06:00) Central Time (US & Canada)
Status: Cancelled
Solicitation Number: P00228
Description:
Date:
August 6, 2020
TO:
RE: Request for Proposals – UAH Campus Custodial Services
The University of Alabama in Huntsville
Proposal Number P00228
The
University of Alabama in Huntsville is requesting proposals for UAH Campus Custodial Services. To register on UAH
Vendor Registry go to WEBSITE: http://www.uah.edu/business-services/vendors/bid-opportunities and click on Vendor
Registration. To obtain a copy of this proposal, scroll down and click on
the proposal number.
There will be a Non- Mandatory Meeting on August 13, 2020 AT 2:00
PM.
All
Requests for Proposals must be submitted thru Vendor Registry by 2:00 P.M. on Thursday August 20, 2020
In
the event it becomes necessary to revise any part of this Request for Proposal
prior to the assigned return date, revisions will be posted in writing by
Procurement Services on our UAH Vendor Registry website. http://www.uah.edu/business-services/vendors/bid-opportunities.
The University will be the sole determinant of whether any revisions/addenda
should be issued as a result of any questions or other matters, and will extend
the proposal deadline if such information significantly amends this
solicitation or makes compliance with the original proposal due date
impractical.
In
order to be considered for selection, vendors must submit a complete response
to this request for proposal via vendorregistry.com. The vendors shall make no
other distribution of the proposals.
No
proposal may be amended or withdrawn after the scheduled closing time of receipt
for a period of sixty (60) days. The University reserves the right to waive any
informality and to reject any and all proposals.
All
questions pertaining to this Request for Proposal should be addressed to Kelly
Haas via Vendor Registry: subject UAH Campus
Custodial Services (P00228). Deadline for
questions is Tuesday August 17th at 5:00pm.
Sincerely,
Kelly D. Haas
Kelly
Haas
Procurement
Officer II
Procurement
Services
Pre-Bid Meeting Date: 8/13/2020 2:00 PM
Pre-Bid Meeting Details: Please sign up if you plan to attend the pre-bid meeting.There will be a Non Mandatory Conference Meeting on Thursday August 13th AT 2:00 PM and Site Inspection after. This meeting will start at the Business Services Building Conference Room on the UAH Campus. Please limit guests to two per company and you must wear a mask during this meeting.
Documents:
| Documents as of 8/7/2020 |
|---|
| UAH Campus Custodial Service (P00228).pdf |
Addition 1
Posted: 8/13/2020
Type of Addition: Addendum
Overview:
August
13, 2020
RE:
Request for Proposals- UAH Campus Custodial Services
The
University of Alabama in Huntsville
Proposal No. P00228.RV01
Addendum No. 1
Proposal
P0028.RV01 has been amended as follows:
1.
This
proposal open date will change from August 20, 2020 to August 27th
2020 at 2:00pm CST. Please also see
below revised dates. All other items on
the proposal remain the same.
2. Questions can be submitted until Thursday
August 20th at 5pm.
3.
Please
remove and do not bid on # 6 Union Grove Gallery, # 17 Central Plant Building, # 24
Lowe House, and #30 Charger Park.
4.
Please
add to pricing sheet: Price per Square
foot for Strip and Wax - ____________
All
questions pertaining to this Request for Proposal should be addressed to Kelly
Haas via Vendor Registry (Subject: UAH Campus Custodial Services P00228.RV01)
Sincerely,
Kelly D. Haas
Kelly
Haas
Procurement
Officer II
Procurement
Services
Deadline: 8/27/2020 2:00 PM
Solicitation #: P00228.RV01
Documents:
Addition 2
Posted: 8/28/2020
Type of Addition: In Review
Addition 3
Posted: 8/28/2020
Type of Addition: In Review
Addition 4
Posted: 7/8/2021
Type of Addition: Cancellation Information
Overview: Due to the time that has elapsed since the proposal has opened, UAH will not award this proposal. We are however putting out a quick bid that will go out on 7/8/2021 and open on 7/15/2021 at 4 pm.
Question 1
Posted: 8/7/2020
Question: Could you upload to the google drive where exhibit C is and add in the excel version of Exhibit A & B?
Response: This will be added.
Question 2
Posted: 8/7/2020
Question: What would be the anticipated start date of this contract?
Response: As soon as possible.
Question 3
Posted: 8/7/2020
Question: Could you please provide current staffing levels (position, hours, wage rates)? Please include what health insurance benefits are provided and taken. Please also include total paid time off (ie: vacation, PTO, paid holiday).
Response: No reply
Question 4
Posted: 8/10/2020
Question: In Exhibit B, page 19-20 of the RFP document, there is a spreadsheet that outlines the building details. The headers are GSF, which I assume is Gross SF, RSF, which I assume to be Renovated SF, and NASF. Does that mean Not Applicable Square Feet? If so, is NASF non cleanable areas? If not, what does it stand for? Thank you!
Response: NASF=NET ASSIGNABLE SQUARE FEET
Question 5
Posted: 8/10/2020
Question: The buildings listed on “Exhibit A Bid Sheet” (page 18) and “Exhibit B Campus Buildings” (pages 19-20) do not match exactly. The following buildings are listed on “Exhibit A Bid Sheet,” but are not on “Exhibit B Campus Buildings”: #6: UGG Union Grove Gallery, #24: LOW Lowe House, & #30: CGP Charger Park II Pressbox #2. Can you provide the address, Gross Square Feet, and Cleanable Square Feet for these three buildings? In addition, the following buildings are listed on “Exhibit B Campus Buildings,” but are not on “Exhibit A Bid Sheet”: Bldg# 10: ANNEX-B (Computer Science), Bldg# 12: ANNEX-D (JRC & R.I), & Bldg# 33: Central Receiving Annex. Were those three buildings intentionally left off the bid sheet? Or are they supposed to be combined with a building that is listed on the bid sheet?
Response: UGG, CGP, ANNEX-B,ANNEX-D Central Receiving Annex= Will not be cleaned by contractor. No bid.
Question 6
Posted: 8/10/2020
Question: Is this work currently contracted, and if so, to whom and for how long?
Response: Is done in house.
Question 7
Posted: 8/10/2020
Question: What is the current value of contract or if in-house, the current budget for services?
Response: No reply.
Question 8
Posted: 8/11/2020
Question: Can UAH provide the estimated cleanable sq.ft. for each building? Exhibit A, page 18. Are there cleaning tasks for the Intermodal such as leaf blowing, stairwells and trash cans? What is the sq.ft. for the Lowe House and frequency of cleaning?
Response: No, we do not have that information. Intermodal cleaning will only consist of the Police Department with 4,200 GSF. Lowe House will be cleaned by UAH staff.
Question 9
Posted: 8/11/2020
Question: Can you please define the sf/ft information listed on Exhibit B; Need to know what RSF and NASF stand for? Also, is this contract for night cleaning only Monday-Friday or will it include us providing Day Porter services.
Response: RSF= RENOVATED SQUARE FEET. NASF=NET ASSIGNABLE SQUARE FEET. GSF=GROSS SQUARE FEET and is the TOTAL. UAH Staff will be providing Day Porter Services.
Question 10
Posted: 8/13/2020
Question: Section 4.12 under performance. How many special project and detail cleaning tasks were requested in 2019? Would special equipment or proficiency be required such as scissor lift or HVAC knowledge?
Response: Special events last year where for table/chair set ups and normal janitorial cleaning after meetings
Question 11
Posted: 8/13/2020
Question: Section 4.13 under performance - Is there a recycle program in place that we will follow using the mentioned bins and dumpsters or will we be required to implement and secure services of haulers and take care of storage and removal of universal hazardous waste? An example would be if light bulbs are not removed in a timely manner and storage of bulbs becomes an issue.
Response: Light bulbs and hazardous materials are removed by maintenance and/or by the Office of Environmental Health and Safety. We use a single stream recycling program and all bins are in place.
Question 12
Posted: 8/13/2020
Question: Section 7.0 Weekend Services - Are these the only two places included in contract? Will requests for service in other buildings be extra billing?
Response: This is the only 2. If other request it will be under 4.12 special projects for extra billing.
Question 13
Posted: 8/13/2020
Question: Section 8.0 Event Scheduling - What was the average number of events from 2019? Or is there an event calendar from 2019 available? Is there an event coordinator or campus wide conference/event online program that is used and will it be available for our use?
Response: Event janitorial support is scheduled through the department. Last year we had approx. 15 different events we serviced for meetings, week of welcome, orientations, etc. We use Astra reporting that will be available, but it does not show janitorial support, that would be scheduled in advance by the department.
Question 14
Posted: 8/13/2020
Question: Is there a penalty If the FTE count falls below proposed number but tasks are still completed satisfactorily?
Response: No.
Question 15
Posted: 8/13/2020
Question: To clarify, you answered: "UGG, CGP, ANNEX-B, ANNEX-D, & Central Receiving Annex= Will not be cleaned by contractor. No bid." What about the Lowe House (LOW) that was also left off of Exhibit B? If it will be bid on, can you provide the address, GSF, & NASF for LOW?
Response: Lowe House is no bid.
Question 16
Posted: 8/13/2020
Question: To clarify, you mentioned that NASF = Net Assignable Square Feet. Does UAH define this as Cleanable Square Feet?
Response: No, NASF is defined as: The sum of all areas on all floors of a building assigned to, or available for assignment to, an occupant or specific use.
Question 17
Posted: 8/13/2020
Question: Bldg #89 OKT Olin B. King has a NASF of 0. Does this mean that the building will not be cleaned or was this an error?
Response: Please use GSF.
Question 18
Posted: 8/13/2020
Question: On Exhibit B, there are 9 buildings that do not have anything listed as the NASF (CPB, MSB, OPB, SKH, SST, IMF, CGU, SWI, & SSB). Should we assume that the GSF (Gross SF) will equal the NASF (Net Assignable SF)?
Response: Please use GSF.
Question 19
Posted: 8/13/2020
Question: In question 8, someone asked UAH to provide the "Estimated Cleanable SF" for each building that is requested on the bid form found in Appendix A. Can UAH provide this information for pricing purposes? If not, how can we obtain this information since we already have the Gross square feet?
Response: We are asking you for what you have determined for cleanable sq ft. We are not providing nor have this information.
Question 20
Posted: 8/13/2020
Question: Question 16 defines what NASF is. Can UAH clarify further? What specifically is NASF used for? In addition, if a building does not have a NASF listed, are we to assume that the GSF = the NASF?
Response: Please use GSF.
Question 21
Posted: 8/13/2020
Question: Please clarify if this RFP is for 5 years per page 29 or 10 years per page 3 of the rfp?
Response: 5
Question 22
Posted: 8/13/2020
Question: Please provide (Excel if possible) a list of the following (in google drive or attached): 1.) current products uses (reference page 4 "equal product") 2.) Current available equipment inventory for possible use
Response: No response
Question 23
Posted: 8/13/2020
Question: Page 6 References APPA 2 and 1, Page10 (4.1) reference APP 1, 2,3 per exhibit I: Please provide Exhibit I and clarify the levels are 1,2, and 3 or just 1 & 2. (in excel if able)
Response: No response
Question 24
Posted: 8/13/2020
Question: Page 9 (3.2) - please confirm in writing there will be no training required as apart of this bid to any UAH employees, just to Contractors employees that they hire to have on UAH campus. This wording can be misinterpreted: "Contractor shall provide all training at no additional cost to UAH" as if we are providing UAH the training.
Response: You are not required to provide training to UAH employees. Your employees must have adequate training and documentation stating such training.
Question 25
Posted: 8/13/2020
Question: Page 11: 4.12 : Project work: How would you like for us to price project work? Hourly labor price? (if included in the total cost: please provide an estimated total hours of project work per year as so we all price it accordingly)
Response: We would just like a cost per labor hour
Question 26
Posted: 8/13/2020
Question: What is the new CMMS systems that UAH has purchased/awarded?
Response: You may speak to Fonda Gaylord, Director of Customer Service about CMMS. (256) 824-6416
Question 27
Posted: 8/13/2020
Question: Page 16 - 8.0: Event Scheduling How would you like us to price out events? Per labor hour (regular or Supervisor) ?
Response: Yes, per labor hour. Regular custodians. We will have supervision on staff.
Question 28
Posted: 8/13/2020
Question: What are the key KPI's UAH is looking to track? What is the ideal level for each?
Response: We are looking for a record of performance. How are doing compared weekly, monthly, and yearly. Turnover %, UAH customer satisfaction and responsiveness, safety, supply costs, work orders (These are just examples and we will discuss once contract is awarded in more detail)
Question 29
Posted: 8/13/2020
Question: Please provide an addendum speaking to the updates on the pricing sheet, and due date per the pre-bid meeting today 1 week extension removal of items 6,17,24, and 30 on pricing sheet
Response: An addendum has been posted.
Question 30
Posted: 8/13/2020
Question: Who has the university used as Temp labor up until Covid?
Response: The University has used University employees.
Question 31
Posted: 8/13/2020
Question: Please provide a list of potential vendors who attended the prebid meeting? or let us know how to access it on the system.... our view doesn't show it to the best of my knowledge
Response: This is listed in Vendor Registry.
Question 32
Posted: 8/17/2020
Question: What duties will the daytime custodial employees have?
Response: Periodic refresh of common areas and restrooms and spill cleanup. Detail cleaning such as windows, light fixtures, etc.
Question 33
Posted: 8/17/2020
Question: Which buildings and how many hours will the daytime custodial employees be assigned?
Response: We will be in all buildings and staff will be rotating throughout the day. Hours vary based on occupancy.
Question 34
Posted: 8/17/2020
Question: What Sq Ft., if any, should we assume will be cleaned by daytime employees?
Response: We do not have a cleanable sq ft for you to use.
Question 35
Posted: 8/17/2020
Question: Still unclear on NASF and its relevance. The pricing page asks for Estimated cleanable sq. ft. Are you asking the vendors to estimate this? If so, what is the reason?
Response: NASF is used by facilities/architects. This was a form given to us by the Office of the Architects. We do not have a cleanable sq ft for you to use.
Question 36
Posted: 8/17/2020
Question: Please provide the buildings and sq ft areas that require Level 1 & 2 cleaning.
Response: This has been uploaded to Google Docs.
Question 37
Posted: 8/17/2020
Question: How many porters or day cleaners will be schedule for this same space on this RFP from the University/David's team?
Response: At this time we have 41 Custodian assigned as day porters.
Question 38
Posted: 8/17/2020
Question: 1. According to page 8, it states that UAH will supply hand towels, toilet tissue, hand soap, and trash can liners (defined as consumables). Question: As it relates to COVID related supplies who is responsible for the following? a. Hand Sanitizer. b. Hand Sanitizer Dispensers.
Response: UAH is responsible for hand sanitizer and dispensers
Question 39
Posted: 8/17/2020
Question: 2. Will the contractor be responsible for any COVID cleaning? If so what is the UAH expectation?
Response: No.
Question 40
Posted: 8/17/2020
Question: On page 10 (4-4.1) it states, “The contractor shall provide APPA cleaning level 1, 2 or 3 (as determined on Exhibit 1) quality custodial workmanship in every respect.” Question: I do not see Exhibit 1 within the Proposal document, please provide.
Response: Exhibit has been uploaded to Google Docs.
Question 41
Posted: 8/17/2020
Question: On page 16 (7.0 Weekend Services), it states “Contractor shall provide supervised weekend cleaners every Saturday and Sunday from 8:00 a.m. to 7:00 p.m. to perform the following duties at Charter Union (CGU) and Conference Training Center (CTC).” Question: a. How many cleaners is UAH requiring the contractor to provide at the (CGU)? b. How many cleaners is UAH requiring the contractor to provide at the (CTC)?
Response: The contractor will be responsible for making staffing determinations. As long as the job is completed satisfactory to the scope required.
Question 42
Posted: 8/17/2020
Question: 6. I notice that there is a provision for semi-annual scrub and re-coating of VCT floors, but I do not see a strip and re-coat frequency. Question: How often does UAH require the contractor to perform a complete strip and re-coating of VCT flooring?
Response: Please check the addendum.
Question 43
Posted: 8/17/2020
Question: Who is the current contractor providing service to the buildings outlined in the proposal?
Response: UAH is currently providing these services onsite.
Question 44
Posted: 8/17/2020
Question: What is the current annual fee for these services?
Response: We are currently not outsourcing these services.
Question 45
Posted: 8/17/2020
Question: What is UAH 2020 and 2021 budget for these services?
Response: We at this time can not give a budget.
Question 46
Posted: 8/19/2020
Question: Will this be a 5 year or 10 year? Page 3 says 1 year plus 9= 10 Page 29 asks for pricing for 5 years
Response: 5 YR
Question 47
Posted: 8/19/2020
Question: On the price page- Exhibit A - Floor Work Average price per SF What are you looking for here? (is this use dividing our price by sq ft?)
Response: Yes, price/sq ft
Question 48
Posted: 8/19/2020
Question: Is there a performance bond and bid bond required to bid on this contract?
Response: Page 23 has the information of the performance bond.
Question 49
Posted: 8/19/2020
Question: Ms. Kelly Hass, On pg. 7 of the RFP, it states that all proposals must be for labor, and labor related costs, supervision, management, overhead supplies, equipment, consumables and all other cost associated with delivery of the service. Question: UAH does purchase and provide all consumable products; correct?
Response: Correct, UAH supplies consumables. We define consumables as paper towels, toilet tissue, soap, and trash liners.
Question 50
Posted: 8/19/2020
Question: BEV - Bevill Center : APPA 2 This is on the APPA List Exhibit but it is not on any other part (Price page or Sq ft page)... is this apart of the RFP or is this excluded? If it is apart of it please provide Gross Sq Ft. and to be added to Price sheet.
Response: Please disregard Bevill Center. We are not bidding it out.
Question 51
Posted: 8/19/2020
Question: What is the APPA Level for this building? It was not on the APPA sheet. DDC Invention to Innovation Center I2C 850 Ben Graves Dr
Response: APPA LEVEL 2 for I2C
Question 52
Posted: 8/19/2020
Question: During prebid it was stated that each building would be listed as to which APPA level it would receive. Will this still be added?
Response: It should be added. If not email drb0022@uah.edu and I will send you a copy.
Question 53
Posted: 8/19/2020
Question: Is there office space available on campus for a Project Manager to work from? If so, where is the office located and what is the approximate square footage of the space?
Response: We can find space once bid is awarded. Currently, we are moving offices around for staff and I do not have a definite space allocated.
Question 54
Posted: 8/19/2020
Question: Is there access to hard-wire biometric timekeeping and key security systems on campus?
Response: Keys are governed by the UAH key policy found here: https://www.uah.edu/images/administrative/policies/06.06.13-FA_FO_Keys_and_Building_Access_Policy.pdf As of now, we are not providing timeclock access.
Question 55
Posted: 8/19/2020
Question: Is there a list of the previous year’s events available, including size of the event (attendees)?
Response: No list is available.
Question 56
Posted: 8/19/2020
Question: For event support, what timeframes are considered contractual vs. after hours and billable?
Response: Events are outside the normal scope of work defined in RFP. Especially in buildings during weekends when staff has not been requested in RFP.
Question 57
Posted: 8/19/2020
Question: Are we to provide pricing for all buildings listed based on an estimated cleanable square footage as we determine or are we only to bid on buildings with the NASF provided?
Response: Do not use NASF. Please use GSF.
Question 58
Posted: 8/19/2020
Question: Does the University have a preferred timeframe for custodians to perform cleaning services (days, evening, graveyard)?
Response: After 4pm. Late evenings are preferred. Day Porters are on site until 3:45 pm.
Question 59
Posted: 8/19/2020
Question: Will an onsite office be provided? a. Will the following be provided: b. A telephone line? c. Internet access? d. Electricity? e. Hook-ups for washer/dryer? f. Hardline Internet connection for timeclocks throughout campus?
Response: Washer and Dryer is located at the PPB building. Office Space will be provided. I do not have it located at the moment as we are shifting staff. Yes to telephone, internet, electricity.
Question 60
Posted: 8/19/2020
Question: How much is the contractor vehicle permit fees?
Response: $140/year
Question 61
Posted: 8/19/2020
Question: What is the cost for a parking permit for the contractors employees? Also do the night time employees need a parking pass?
Response: $140/year
Question 62
Posted: 8/19/2020
Question: As employment laws continue to change, and it is probable that future minimum wage and benefit laws will change on a federal and/or state basis during the contract period, will the contractor be allowed to adjust the contract amount for any future changes in federal and state laws in regard to minimum wages, state mandated benefits and the Affordable Care Act that are currently not known which go into effect during the contract period? If yes, will this clause be included in the final contract? If no, please explain why it would not be allowed?
Response: You will need to add these possible future changes to your bid. There will not be a clause added to the contract for this change.
Question 63
Posted: 8/19/2020
Question: Ms. Haas, Can the vendor awarded the Custodial Services contract hire some one with a misdemeanor?
Response: Please speak to UAH HR department as this depends on the misdemeanor. (256) 824-6545
Question 64
Posted: 8/19/2020
Question: Ms. Haas, Can the vendor who is awarded the Custodial Services contract hire a qualified applicant with a misdemeanor?
Response: We have already responded to this question. Please see the public solicitation.
Question 65
Posted: 8/19/2020
Question: Is the renewal after the 1st year for 5 years or 9 years?
Response: We have already responded to this question. Please see the public solicitation.
Question 66
Posted: 8/19/2020
Question: Does NASF include common areas such as entrances, hallways and restrooms?
Response: Please use GSF and tour buildings to have your cleanable sq ft. NASF is Net Assignable Square Footage not to be confused with Cleanable.
Question 67
Posted: 8/19/2020
Question: Is there a size limited for uploading the bid?
Response: no
Question 68
Posted: 8/20/2020
Question: In Exhibit A in regards to Floor Work. Is the price per square foot to be included in the total price or should the price per square foot for the floor be excluded and that price just be listed in the final column?
Response: We would like a price per sq foot. However, listed in the RFP has items that are required. Strip and wax is not and we would like just the price per sq ft to schedule.
Question 69
Posted: 8/20/2020
Question: Exhibit B - We believe we understand the meanings of the acronyms used in this exhibit, but would like confirmation for GSF, RSF, and NASF. Part of the confusion is that for one line item in the column labeled Last Major Renovation, the year is 1987 and for that same line item, the Install year is 2002.
Response: GSF: Gross Square Feet RSF: Renovated Square Feet NASF: Net Assignable Square Feet, not to be confused with cleanable square feet. Please contact the Office of the Architect (Jeff Gibisch) for information on Renovations. jeffrey.gibisch@uah.edu
Question 70
Posted: 8/20/2020
Question: UAH Campus Non-smoking policy - We want to adhere to this policy. Will this policy be provided when the job is awarded or does this need to be included with the proposal?
Response: Policy is found here: https://www.uah.edu/images/administrative/policies/06.06.08-FA_FO_Smoke_And_Tobacco_Free_Policy.pdf
Posted: 8/13/2020
Type of Addition: Addendum
Overview:
August
13, 2020
RE:
Request for Proposals- UAH Campus Custodial Services
The
University of Alabama in Huntsville
Proposal No. P00228.RV01
Addendum No. 1
Proposal
P0028.RV01 has been amended as follows:
1.
This
proposal open date will change from August 20, 2020 to August 27th
2020 at 2:00pm CST. Please also see
below revised dates. All other items on
the proposal remain the same.
2. Questions can be submitted until Thursday
August 20th at 5pm.
3.
Please
remove and do not bid on # 6 Union Grove Gallery, # 17 Central Plant Building, # 24
Lowe House, and #30 Charger Park.
4.
Please
add to pricing sheet: Price per Square
foot for Strip and Wax - ____________
All
questions pertaining to this Request for Proposal should be addressed to Kelly
Haas via Vendor Registry (Subject: UAH Campus Custodial Services P00228.RV01)
Sincerely,
Kelly D. Haas
Kelly
Haas
Procurement
Officer II
Procurement
Services
Deadline: 8/27/2020 2:00 PM
Solicitation #: P00228.RV01
Documents:
Posted: 8/28/2020
Type of Addition: In Review
Posted: 8/28/2020
Type of Addition: In Review
Posted: 7/8/2021
Type of Addition: Cancellation Information
Overview: Due to the time that has elapsed since the proposal has opened, UAH will not award this proposal. We are however putting out a quick bid that will go out on 7/8/2021 and open on 7/15/2021 at 4 pm.
Posted: 8/7/2020
Question: Could you upload to the google drive where exhibit C is and add in the excel version of Exhibit A & B?
Response: This will be added.
Posted: 8/7/2020
Question: What would be the anticipated start date of this contract?
Response: As soon as possible.
Posted: 8/7/2020
Question: Could you please provide current staffing levels (position, hours, wage rates)? Please include what health insurance benefits are provided and taken. Please also include total paid time off (ie: vacation, PTO, paid holiday).
Response: No reply
Posted: 8/10/2020
Question: In Exhibit B, page 19-20 of the RFP document, there is a spreadsheet that outlines the building details. The headers are GSF, which I assume is Gross SF, RSF, which I assume to be Renovated SF, and NASF. Does that mean Not Applicable Square Feet? If so, is NASF non cleanable areas? If not, what does it stand for? Thank you!
Response: NASF=NET ASSIGNABLE SQUARE FEET
Posted: 8/10/2020
Question: The buildings listed on “Exhibit A Bid Sheet” (page 18) and “Exhibit B Campus Buildings” (pages 19-20) do not match exactly. The following buildings are listed on “Exhibit A Bid Sheet,” but are not on “Exhibit B Campus Buildings”: #6: UGG Union Grove Gallery, #24: LOW Lowe House, & #30: CGP Charger Park II Pressbox #2. Can you provide the address, Gross Square Feet, and Cleanable Square Feet for these three buildings? In addition, the following buildings are listed on “Exhibit B Campus Buildings,” but are not on “Exhibit A Bid Sheet”: Bldg# 10: ANNEX-B (Computer Science), Bldg# 12: ANNEX-D (JRC & R.I), & Bldg# 33: Central Receiving Annex. Were those three buildings intentionally left off the bid sheet? Or are they supposed to be combined with a building that is listed on the bid sheet?
Response: UGG, CGP, ANNEX-B,ANNEX-D Central Receiving Annex= Will not be cleaned by contractor. No bid.
Posted: 8/10/2020
Question: Is this work currently contracted, and if so, to whom and for how long?
Response: Is done in house.
Posted: 8/10/2020
Question: What is the current value of contract or if in-house, the current budget for services?
Response: No reply.
Posted: 8/11/2020
Question: Can UAH provide the estimated cleanable sq.ft. for each building? Exhibit A, page 18. Are there cleaning tasks for the Intermodal such as leaf blowing, stairwells and trash cans? What is the sq.ft. for the Lowe House and frequency of cleaning?
Response: No, we do not have that information. Intermodal cleaning will only consist of the Police Department with 4,200 GSF. Lowe House will be cleaned by UAH staff.
Posted: 8/11/2020
Question: Can you please define the sf/ft information listed on Exhibit B; Need to know what RSF and NASF stand for? Also, is this contract for night cleaning only Monday-Friday or will it include us providing Day Porter services.
Response: RSF= RENOVATED SQUARE FEET. NASF=NET ASSIGNABLE SQUARE FEET. GSF=GROSS SQUARE FEET and is the TOTAL. UAH Staff will be providing Day Porter Services.
Posted: 8/13/2020
Question: Section 4.12 under performance. How many special project and detail cleaning tasks were requested in 2019? Would special equipment or proficiency be required such as scissor lift or HVAC knowledge?
Response: Special events last year where for table/chair set ups and normal janitorial cleaning after meetings
Posted: 8/13/2020
Question: Section 4.13 under performance - Is there a recycle program in place that we will follow using the mentioned bins and dumpsters or will we be required to implement and secure services of haulers and take care of storage and removal of universal hazardous waste? An example would be if light bulbs are not removed in a timely manner and storage of bulbs becomes an issue.
Response: Light bulbs and hazardous materials are removed by maintenance and/or by the Office of Environmental Health and Safety. We use a single stream recycling program and all bins are in place.
Posted: 8/13/2020
Question: Section 7.0 Weekend Services - Are these the only two places included in contract? Will requests for service in other buildings be extra billing?
Response: This is the only 2. If other request it will be under 4.12 special projects for extra billing.
Posted: 8/13/2020
Question: Section 8.0 Event Scheduling - What was the average number of events from 2019? Or is there an event calendar from 2019 available? Is there an event coordinator or campus wide conference/event online program that is used and will it be available for our use?
Response: Event janitorial support is scheduled through the department. Last year we had approx. 15 different events we serviced for meetings, week of welcome, orientations, etc. We use Astra reporting that will be available, but it does not show janitorial support, that would be scheduled in advance by the department.
Posted: 8/13/2020
Question: Is there a penalty If the FTE count falls below proposed number but tasks are still completed satisfactorily?
Response: No.
Posted: 8/13/2020
Question: To clarify, you answered: "UGG, CGP, ANNEX-B, ANNEX-D, & Central Receiving Annex= Will not be cleaned by contractor. No bid." What about the Lowe House (LOW) that was also left off of Exhibit B? If it will be bid on, can you provide the address, GSF, & NASF for LOW?
Response: Lowe House is no bid.
Posted: 8/13/2020
Question: To clarify, you mentioned that NASF = Net Assignable Square Feet. Does UAH define this as Cleanable Square Feet?
Response: No, NASF is defined as: The sum of all areas on all floors of a building assigned to, or available for assignment to, an occupant or specific use.
Posted: 8/13/2020
Question: Bldg #89 OKT Olin B. King has a NASF of 0. Does this mean that the building will not be cleaned or was this an error?
Response: Please use GSF.
Posted: 8/13/2020
Question: On Exhibit B, there are 9 buildings that do not have anything listed as the NASF (CPB, MSB, OPB, SKH, SST, IMF, CGU, SWI, & SSB). Should we assume that the GSF (Gross SF) will equal the NASF (Net Assignable SF)?
Response: Please use GSF.
Posted: 8/13/2020
Question: In question 8, someone asked UAH to provide the "Estimated Cleanable SF" for each building that is requested on the bid form found in Appendix A. Can UAH provide this information for pricing purposes? If not, how can we obtain this information since we already have the Gross square feet?
Response: We are asking you for what you have determined for cleanable sq ft. We are not providing nor have this information.
Posted: 8/13/2020
Question: Question 16 defines what NASF is. Can UAH clarify further? What specifically is NASF used for? In addition, if a building does not have a NASF listed, are we to assume that the GSF = the NASF?
Response: Please use GSF.
Posted: 8/13/2020
Question: Please clarify if this RFP is for 5 years per page 29 or 10 years per page 3 of the rfp?
Response: 5
Posted: 8/13/2020
Question: Please provide (Excel if possible) a list of the following (in google drive or attached): 1.) current products uses (reference page 4 "equal product") 2.) Current available equipment inventory for possible use
Response: No response
Posted: 8/13/2020
Question: Page 6 References APPA 2 and 1, Page10 (4.1) reference APP 1, 2,3 per exhibit I: Please provide Exhibit I and clarify the levels are 1,2, and 3 or just 1 & 2. (in excel if able)
Response: No response
Posted: 8/13/2020
Question: Page 9 (3.2) - please confirm in writing there will be no training required as apart of this bid to any UAH employees, just to Contractors employees that they hire to have on UAH campus. This wording can be misinterpreted: "Contractor shall provide all training at no additional cost to UAH" as if we are providing UAH the training.
Response: You are not required to provide training to UAH employees. Your employees must have adequate training and documentation stating such training.
Posted: 8/13/2020
Question: Page 11: 4.12 : Project work: How would you like for us to price project work? Hourly labor price? (if included in the total cost: please provide an estimated total hours of project work per year as so we all price it accordingly)
Response: We would just like a cost per labor hour
Posted: 8/13/2020
Question: What is the new CMMS systems that UAH has purchased/awarded?
Response: You may speak to Fonda Gaylord, Director of Customer Service about CMMS. (256) 824-6416
Posted: 8/13/2020
Question: Page 16 - 8.0: Event Scheduling How would you like us to price out events? Per labor hour (regular or Supervisor) ?
Response: Yes, per labor hour. Regular custodians. We will have supervision on staff.
Posted: 8/13/2020
Question: What are the key KPI's UAH is looking to track? What is the ideal level for each?
Response: We are looking for a record of performance. How are doing compared weekly, monthly, and yearly. Turnover %, UAH customer satisfaction and responsiveness, safety, supply costs, work orders (These are just examples and we will discuss once contract is awarded in more detail)
Posted: 8/13/2020
Question: Please provide an addendum speaking to the updates on the pricing sheet, and due date per the pre-bid meeting today 1 week extension removal of items 6,17,24, and 30 on pricing sheet
Response: An addendum has been posted.
Posted: 8/13/2020
Question: Who has the university used as Temp labor up until Covid?
Response: The University has used University employees.
Posted: 8/13/2020
Question: Please provide a list of potential vendors who attended the prebid meeting? or let us know how to access it on the system.... our view doesn't show it to the best of my knowledge
Response: This is listed in Vendor Registry.
Posted: 8/17/2020
Question: What duties will the daytime custodial employees have?
Response: Periodic refresh of common areas and restrooms and spill cleanup. Detail cleaning such as windows, light fixtures, etc.
Posted: 8/17/2020
Question: Which buildings and how many hours will the daytime custodial employees be assigned?
Response: We will be in all buildings and staff will be rotating throughout the day. Hours vary based on occupancy.
Posted: 8/17/2020
Question: What Sq Ft., if any, should we assume will be cleaned by daytime employees?
Response: We do not have a cleanable sq ft for you to use.
Posted: 8/17/2020
Question: Still unclear on NASF and its relevance. The pricing page asks for Estimated cleanable sq. ft. Are you asking the vendors to estimate this? If so, what is the reason?
Response: NASF is used by facilities/architects. This was a form given to us by the Office of the Architects. We do not have a cleanable sq ft for you to use.
Posted: 8/17/2020
Question: Please provide the buildings and sq ft areas that require Level 1 & 2 cleaning.
Response: This has been uploaded to Google Docs.
Posted: 8/17/2020
Question: How many porters or day cleaners will be schedule for this same space on this RFP from the University/David's team?
Response: At this time we have 41 Custodian assigned as day porters.
Posted: 8/17/2020
Question: 1. According to page 8, it states that UAH will supply hand towels, toilet tissue, hand soap, and trash can liners (defined as consumables). Question: As it relates to COVID related supplies who is responsible for the following? a. Hand Sanitizer. b. Hand Sanitizer Dispensers.
Response: UAH is responsible for hand sanitizer and dispensers
Posted: 8/17/2020
Question: 2. Will the contractor be responsible for any COVID cleaning? If so what is the UAH expectation?
Response: No.
Posted: 8/17/2020
Question: On page 10 (4-4.1) it states, “The contractor shall provide APPA cleaning level 1, 2 or 3 (as determined on Exhibit 1) quality custodial workmanship in every respect.” Question: I do not see Exhibit 1 within the Proposal document, please provide.
Response: Exhibit has been uploaded to Google Docs.
Posted: 8/17/2020
Question: On page 16 (7.0 Weekend Services), it states “Contractor shall provide supervised weekend cleaners every Saturday and Sunday from 8:00 a.m. to 7:00 p.m. to perform the following duties at Charter Union (CGU) and Conference Training Center (CTC).” Question: a. How many cleaners is UAH requiring the contractor to provide at the (CGU)? b. How many cleaners is UAH requiring the contractor to provide at the (CTC)?
Response: The contractor will be responsible for making staffing determinations. As long as the job is completed satisfactory to the scope required.
Posted: 8/17/2020
Question: 6. I notice that there is a provision for semi-annual scrub and re-coating of VCT floors, but I do not see a strip and re-coat frequency. Question: How often does UAH require the contractor to perform a complete strip and re-coating of VCT flooring?
Response: Please check the addendum.
Posted: 8/17/2020
Question: Who is the current contractor providing service to the buildings outlined in the proposal?
Response: UAH is currently providing these services onsite.
Posted: 8/17/2020
Question: What is the current annual fee for these services?
Response: We are currently not outsourcing these services.
Posted: 8/17/2020
Question: What is UAH 2020 and 2021 budget for these services?
Response: We at this time can not give a budget.
Posted: 8/19/2020
Question: Will this be a 5 year or 10 year? Page 3 says 1 year plus 9= 10 Page 29 asks for pricing for 5 years
Response: 5 YR
Posted: 8/19/2020
Question: On the price page- Exhibit A - Floor Work Average price per SF What are you looking for here? (is this use dividing our price by sq ft?)
Response: Yes, price/sq ft
Posted: 8/19/2020
Question: Is there a performance bond and bid bond required to bid on this contract?
Response: Page 23 has the information of the performance bond.
Posted: 8/19/2020
Question: Ms. Kelly Hass, On pg. 7 of the RFP, it states that all proposals must be for labor, and labor related costs, supervision, management, overhead supplies, equipment, consumables and all other cost associated with delivery of the service. Question: UAH does purchase and provide all consumable products; correct?
Response: Correct, UAH supplies consumables. We define consumables as paper towels, toilet tissue, soap, and trash liners.
Posted: 8/19/2020
Question: BEV - Bevill Center : APPA 2 This is on the APPA List Exhibit but it is not on any other part (Price page or Sq ft page)... is this apart of the RFP or is this excluded? If it is apart of it please provide Gross Sq Ft. and to be added to Price sheet.
Response: Please disregard Bevill Center. We are not bidding it out.
Posted: 8/19/2020
Question: What is the APPA Level for this building? It was not on the APPA sheet. DDC Invention to Innovation Center I2C 850 Ben Graves Dr
Response: APPA LEVEL 2 for I2C
Posted: 8/19/2020
Question: During prebid it was stated that each building would be listed as to which APPA level it would receive. Will this still be added?
Response: It should be added. If not email drb0022@uah.edu and I will send you a copy.
Posted: 8/19/2020
Question: Is there office space available on campus for a Project Manager to work from? If so, where is the office located and what is the approximate square footage of the space?
Response: We can find space once bid is awarded. Currently, we are moving offices around for staff and I do not have a definite space allocated.
Posted: 8/19/2020
Question: Is there access to hard-wire biometric timekeeping and key security systems on campus?
Response: Keys are governed by the UAH key policy found here: https://www.uah.edu/images/administrative/policies/06.06.13-FA_FO_Keys_and_Building_Access_Policy.pdf As of now, we are not providing timeclock access.
Posted: 8/19/2020
Question: Is there a list of the previous year’s events available, including size of the event (attendees)?
Response: No list is available.
Posted: 8/19/2020
Question: For event support, what timeframes are considered contractual vs. after hours and billable?
Response: Events are outside the normal scope of work defined in RFP. Especially in buildings during weekends when staff has not been requested in RFP.
Posted: 8/19/2020
Question: Are we to provide pricing for all buildings listed based on an estimated cleanable square footage as we determine or are we only to bid on buildings with the NASF provided?
Response: Do not use NASF. Please use GSF.
Posted: 8/19/2020
Question: Does the University have a preferred timeframe for custodians to perform cleaning services (days, evening, graveyard)?
Response: After 4pm. Late evenings are preferred. Day Porters are on site until 3:45 pm.
Posted: 8/19/2020
Question: Will an onsite office be provided? a. Will the following be provided: b. A telephone line? c. Internet access? d. Electricity? e. Hook-ups for washer/dryer? f. Hardline Internet connection for timeclocks throughout campus?
Response: Washer and Dryer is located at the PPB building. Office Space will be provided. I do not have it located at the moment as we are shifting staff. Yes to telephone, internet, electricity.
Posted: 8/19/2020
Question: How much is the contractor vehicle permit fees?
Response: $140/year
Posted: 8/19/2020
Question: What is the cost for a parking permit for the contractors employees? Also do the night time employees need a parking pass?
Response: $140/year
Posted: 8/19/2020
Question: As employment laws continue to change, and it is probable that future minimum wage and benefit laws will change on a federal and/or state basis during the contract period, will the contractor be allowed to adjust the contract amount for any future changes in federal and state laws in regard to minimum wages, state mandated benefits and the Affordable Care Act that are currently not known which go into effect during the contract period? If yes, will this clause be included in the final contract? If no, please explain why it would not be allowed?
Response: You will need to add these possible future changes to your bid. There will not be a clause added to the contract for this change.
Posted: 8/19/2020
Question: Ms. Haas, Can the vendor awarded the Custodial Services contract hire some one with a misdemeanor?
Response: Please speak to UAH HR department as this depends on the misdemeanor. (256) 824-6545
Posted: 8/19/2020
Question: Ms. Haas, Can the vendor who is awarded the Custodial Services contract hire a qualified applicant with a misdemeanor?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 8/19/2020
Question: Is the renewal after the 1st year for 5 years or 9 years?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 8/19/2020
Question: Does NASF include common areas such as entrances, hallways and restrooms?
Response: Please use GSF and tour buildings to have your cleanable sq ft. NASF is Net Assignable Square Footage not to be confused with Cleanable.
Posted: 8/19/2020
Question: Is there a size limited for uploading the bid?
Response: no
Posted: 8/20/2020
Question: In Exhibit A in regards to Floor Work. Is the price per square foot to be included in the total price or should the price per square foot for the floor be excluded and that price just be listed in the final column?
Response: We would like a price per sq foot. However, listed in the RFP has items that are required. Strip and wax is not and we would like just the price per sq ft to schedule.
Posted: 8/20/2020
Question: Exhibit B - We believe we understand the meanings of the acronyms used in this exhibit, but would like confirmation for GSF, RSF, and NASF. Part of the confusion is that for one line item in the column labeled Last Major Renovation, the year is 1987 and for that same line item, the Install year is 2002.
Response: GSF: Gross Square Feet RSF: Renovated Square Feet NASF: Net Assignable Square Feet, not to be confused with cleanable square feet. Please contact the Office of the Architect (Jeff Gibisch) for information on Renovations. jeffrey.gibisch@uah.edu
Posted: 8/20/2020
Question: UAH Campus Non-smoking policy - We want to adhere to this policy. Will this policy be provided when the job is awarded or does this need to be included with the proposal?
Response: Policy is found here: https://www.uah.edu/images/administrative/policies/06.06.08-FA_FO_Smoke_And_Tobacco_Free_Policy.pdf