Calhoun County Sealed Solicitation
Title: RFP #02-CCLBA-2025 - Boarding, Securing, Locksmith & Trash Removal Services
Deadline: 3/25/2025 3:00 PM (UTC-05:00) Eastern Time (US & Canada)
Status: In Review
Solicitation Number: RFP #02-CCLBA-2025
Description: This Request for Proposals (“RFP”) is being issued by the Calhoun County Land Bank Authority (CCLBA) and the Calhoun County Treasurer (“Treasurer”.) The CCLBA and Treasurer invite the submission of proposals for boarding, securing, locksmith, and trash removal services for properties owned by the CCLBA and Treasurer. The successful Respondent will review the scope of services and provide requested documentation demonstrating their qualifications for boarding, securing, and locksmithing as well as trash removal and site cleanup. Respondents who provide this service with demonstrated experience and an interest in making their services available to the CCLBA and Treasurer are invited to respond to this RFP.
Documents:
| Documents as of 3/20/2025 |
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Addition 1
Posted: 3/26/2025
Type of Addition: In Review
Addition 2
Posted: 3/26/2025
Type of Addition: In Review
Question 1
Posted: 3/12/2025
Question: In the scope of work section on page 4, it indicates the CCLBA and Treasurer are looking for companies that can perform boarding, securing, trash removal and locksmith services. The scope of work section does not include lawn mowing services. On page 19, Number 2 of the Evaluation Matrix, it states the capacity to provide boarding, securing, locksmith and trash removal services on a weekly basis. However, the point system states 5 points, or 10 points will be added to the contractors score by demonstrating the capacity to mow 40 or 60 properties per week. Can you please advise if Number 2 of the Evaluation Matrix is a clerical error and or should lawn mowing services be part of the scope of work and be included in any pricing proposal submitted by the contractor?
Response: That was a typo error on CCLBA's part. This contract does not include mowing.
Question 2
Posted: 3/12/2025
Question: How are work order assignments typically received by the contractors ? Are they submitted via email as an Excel attachment or is the contractors granted access to a system of record program that is utilized by the CCLBA?
Response: See Question 3
Question 3
Posted: 3/12/2025
Question: How does the contractors notify the CCLBA of completed work assignments? Is this done via email or a system of record program that is utilized by the CCLBA?
Response: See the Question 4. The contractor will be emailed by staff the assignment, contractor completes the work by forwarding an invoice and photos of the completed work via email.
Question 4
Posted: 3/12/2025
Question: How does the contractor submit invoicing? Is this done via email or a system of record program that is utilized by the CCLBA?
Response: The contractor would submit an invoice with detail and photos before the work was performed and a photo after the work was completed via email.
Question 5
Posted: 3/12/2025
Question: How often are work order assignments sent to the contractors? Daily, once a week, once per month, etc.?
Response: The work orders have been coming in once a week on average. The work load fluctuates.
Question 6
Posted: 3/12/2025
Question: Complaint work order assignments state that the contractor shall have 48-hours to remedy. Can you please provide an example of what a typical complaint order work assignment would entail? What is the typical volume of complaint work orders in an average month?
Response: An example would be trash removal with a substantial amount. When a complaint comes in we would expect it to be resolved within 48 hours. There is not a substantial amount of work of this type monthly.
Question 7
Posted: 3/12/2025
Question: What is the expected turnaround time for the completion of non-complaint/emergency work order assignments?
Response: The turnaround time to secure a building that is open is as soon as possible, definitely within hours of receiving a request.
Question 8
Posted: 3/12/2025
Question: Level of Service 1- States may confirm pricing before assigning the job. Is this a request for pricing based on service types predetermined as needed or a presentation of pricing?
Response: There are some circumstances, such as a large trash-out job that a cost for the job would be requested prior to issuing the job to the contractor, for budget purposes. Yet for simple board and lock jobs, the contractor invoices for labor and materials used.
Question 9
Posted: 3/12/2025
Question: After evaluation and scoring are complete and an award is made, will offerors receive a debrief on their evaluation and scoring?
Response: If Respondents have submitted a bid they can request an "as read" bid tabulation following the bid opening meeting. Any information beyond that would have to be requested through a Freedom Of Information Act (FOIA) request on the county's website.
Question 10
Posted: 3/12/2025
Question: Please provide an example of documentation to submit with the proposal that would meet the criteria set forth in the evaluation matrix (Appendix H) under the experience in providing boarding, securing, locksmith and trash removal section. Would documentation to submit include any previous work orders completed for other clients, invoicing?
Response: Please provide the years experience in the letter of intent and use references that will be able to attest to the experience in the field. If the Respondent has little or now experience, please explain other types of related skills that will support doing this work.
Question 11
Posted: 3/12/2025
Question: Appendix B – Pricing proposal – can the respondent provide service costs in metrics versus per hour per employee? (i.e, price per linear foot, price per cubic foot, etc.)?
Response: No, the requested pricing is in the same manner that the Respondent would invoice for a job. Any other type of pricing will be rejected.
Posted: 3/26/2025
Type of Addition: In Review
Posted: 3/26/2025
Type of Addition: In Review
Posted: 3/12/2025
Question: In the scope of work section on page 4, it indicates the CCLBA and Treasurer are looking for companies that can perform boarding, securing, trash removal and locksmith services. The scope of work section does not include lawn mowing services. On page 19, Number 2 of the Evaluation Matrix, it states the capacity to provide boarding, securing, locksmith and trash removal services on a weekly basis. However, the point system states 5 points, or 10 points will be added to the contractors score by demonstrating the capacity to mow 40 or 60 properties per week. Can you please advise if Number 2 of the Evaluation Matrix is a clerical error and or should lawn mowing services be part of the scope of work and be included in any pricing proposal submitted by the contractor?
Response: That was a typo error on CCLBA's part. This contract does not include mowing.
Posted: 3/12/2025
Question: How are work order assignments typically received by the contractors ? Are they submitted via email as an Excel attachment or is the contractors granted access to a system of record program that is utilized by the CCLBA?
Response: See Question 3
Posted: 3/12/2025
Question: How does the contractors notify the CCLBA of completed work assignments? Is this done via email or a system of record program that is utilized by the CCLBA?
Response: See the Question 4. The contractor will be emailed by staff the assignment, contractor completes the work by forwarding an invoice and photos of the completed work via email.
Posted: 3/12/2025
Question: How does the contractor submit invoicing? Is this done via email or a system of record program that is utilized by the CCLBA?
Response: The contractor would submit an invoice with detail and photos before the work was performed and a photo after the work was completed via email.
Posted: 3/12/2025
Question: How often are work order assignments sent to the contractors? Daily, once a week, once per month, etc.?
Response: The work orders have been coming in once a week on average. The work load fluctuates.
Posted: 3/12/2025
Question: Complaint work order assignments state that the contractor shall have 48-hours to remedy. Can you please provide an example of what a typical complaint order work assignment would entail? What is the typical volume of complaint work orders in an average month?
Response: An example would be trash removal with a substantial amount. When a complaint comes in we would expect it to be resolved within 48 hours. There is not a substantial amount of work of this type monthly.
Posted: 3/12/2025
Question: What is the expected turnaround time for the completion of non-complaint/emergency work order assignments?
Response: The turnaround time to secure a building that is open is as soon as possible, definitely within hours of receiving a request.
Posted: 3/12/2025
Question: Level of Service 1- States may confirm pricing before assigning the job. Is this a request for pricing based on service types predetermined as needed or a presentation of pricing?
Response: There are some circumstances, such as a large trash-out job that a cost for the job would be requested prior to issuing the job to the contractor, for budget purposes. Yet for simple board and lock jobs, the contractor invoices for labor and materials used.
Posted: 3/12/2025
Question: After evaluation and scoring are complete and an award is made, will offerors receive a debrief on their evaluation and scoring?
Response: If Respondents have submitted a bid they can request an "as read" bid tabulation following the bid opening meeting. Any information beyond that would have to be requested through a Freedom Of Information Act (FOIA) request on the county's website.
Posted: 3/12/2025
Question: Please provide an example of documentation to submit with the proposal that would meet the criteria set forth in the evaluation matrix (Appendix H) under the experience in providing boarding, securing, locksmith and trash removal section. Would documentation to submit include any previous work orders completed for other clients, invoicing?
Response: Please provide the years experience in the letter of intent and use references that will be able to attest to the experience in the field. If the Respondent has little or now experience, please explain other types of related skills that will support doing this work.
Posted: 3/12/2025
Question: Appendix B – Pricing proposal – can the respondent provide service costs in metrics versus per hour per employee? (i.e, price per linear foot, price per cubic foot, etc.)?
Response: No, the requested pricing is in the same manner that the Respondent would invoice for a job. Any other type of pricing will be rejected.