Calhoun County Sealed Solicitation
Title: RFP#115-24 JANITORIAL SERVICES
Deadline: 10/21/2024 10:00 AM (UTC-05:00) Eastern Time (US & Canada)
Status: In Review
Solicitation Number: RFP#115-24
Description: Calhoun County is soliciting proposals from qualified consultants, for JANITORIAL SERVICES. Calhoun County is seeking qualified, established, professional, janitorial firms to provide cleaning services for seven (7) County building sites, with 9 buildings, listed in these specifications. Potential contractors must submit a proposal for all building sites listed to be considered. The length of this contract will be three (3) years, commencing on November 21, 2024, and continuing through November 20, 2027. This contract may be extended for two (2) one (1) additional year, at the discretion of the County, including evaluation of past services, and through mutual agreement of both parties. Contractor must be able to commence provision of janitorial services by December 13, 2024.
Floor care, other than approved daily services, may be secured by the County outside of the awarded Janitorial Services contract, but an alternate proposal including monthly maintenance and an annual floor care program is encouraged.
An alternate proposal is encouraged for the Contractor to supply the following products, but not limited to; white Scott hand towels, white Scott 2-ply toilet tissue, C-Fold towels, Purell foam moisturizing hand soap, Gards regular maxi pads, Tampax Regular Tampons in tubular cardboard, feminine hygiene disposal bags, toilet seat covers, black trash liners, Purell foaming hand sanitizer refills, cone water cups, and air fresheners.
Pre-Bid Meeting Date: 10/7/2024 8:00 AM
Pre-Bid Meeting Details: Please sign up if you plan to attend the pre-bid meeting. The meeting will be held on Monday, October 7, 2024, commencing at 8:00 A.M. at the Justice Center, 161 E Michigan Ave., Battle Creek, MI. Parking is available in the public/employee parking lot located behind the Justice Center. Bidders are to enter the building using the Public Entrance, which includes going through a metal detector for security purposes. Please advise the Sheriff’s Deputies you are there to attend the pre-proposal meeting for Janitorial Services. You will be directed to the Sheriff’s Administration office for further assistance. Representatives of Calhoun County Purchasing, and Calhoun County Facilities will be present to discuss the project, bidding requirements and project sequencing requirements. Attendance at the pre-proposal meeting is strongly encouraged for the bidder to submit a bid.
Documents:
| Documents as of 9/24/2024 |
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Addition 1
Posted: 10/11/2024
Type of Addition: Addendum Number 01 - Q&A
Deadline: 10/21/2024 10:00 AM
Solicitation #: RFP#115-24
Documents:
Addition 2
Posted: 10/21/2024
Type of Addition: In Review
Question 1
Posted: 10/8/2024
Question: I would like to information regarding the cleaning expected. For example is it general cleaning(mopping sweeping dusting santization bathroom vacuum). Or is floor waxing, window cleaningout side and inside etc.
Response: Please see RFP#115-24 Janitorial Services, PART III - Technical Specifications, Sec. 3.0, 3.1, 3.2, 3.3, & 3.9.
Question 2
Posted: 10/8/2024
Question: The the county have a standard RFP format for vendors to enter information into and submit to the registry.
Response: Please see RFP#115-24 Janitorial Services, PART I - Instructions, Terms & Conditions. Attachments in the RFP are PDF fillable.
Question 3
Posted: 10/8/2024
Question: Are all equipment and supplies are purchase by the vendor?
Response: Please see RFP#115-24 Janitorial Services, PART III - Technical Specifications, Sec. 3.0, 3.1.2, 3.1.3, 3.2, 3.2.1, & 3.9.
Question 4
Posted: 10/8/2024
Question:
Response: No question was submitted in the "Question Asked" field.
Question 5
Posted: 10/9/2024
Question: 1.) Who is the current contractor? 2.) What is the current contract price being paid today? For each site? Date contract started? 3.) Is the current contractor scope of work the same as the current bid scope of work? If not, what has changed? 4.) How many hours per day per location does the cleaning crew work? 5.) For Strip & Wax jobs, How many coats of wax per strip? How many coats of wax per Scrub? 6.) Who provides the chemicals for a strip & wax? 7.) How many square feet of your floors is to be strip & wax in each building? 8.) When we perform a strip & wax, would we be responsible for moving furniture? 9.) How many square feet is carpet? 10.) What is the total square feet of your buildings? Each building? 11.) Who supplies the cleaning supplies? 12.) Who supplies the paper & plastic,(toilet tissue, hand towels, hand soap) trash can liners? If contractor, what are the approx. previous or current cost? 13.) What hours are the current cleaning crew working? What days of week will we do service at each location? 14.) What is your budget? 15.) Are there specific hours designated for cleaning? 16.) Is there a Bond required? 17.) Will there be background requirements? If so, what is the level of background check required? 18.) Are there any billable optional services What were the annual billings for the optional services? 19.) Do we need to clean 2nd story or above exterior windows. 20.) Anticipated start date of service?
Response: 1.) GDI Services, Inc. 2.) The current janitorial contract is available by FOIA. https://www.calhouncountymi.gov/departments/administration/foia.php; 3.) Additional buildings, office space, stairwell, and restrooms have been added to the SOW. 4.) TBD. 5.) Each finish is different. The goal is to achieve a durable, long-lasting finish that won't require immediate stripping after only a few buffing sessions. For high-traffic areas, additional layers may be required. 6.)Contractor is responsible for supplying strip and wax. 7.) See RFP#115-24 Janitorial Services, Attachment G. 8.) Depends upon the location; office, hallway, etc. table and chairs in the public areas is the responsibility of the cleaners to move to strip & wax area, whereas, furniture in private offices is the responsibility of the county. 9.) See RFP#115-24 Janitorial Services, Attachment G. 10.) Total SF of the buildings is not applicable to the SOW and/or Pricing. 11.) See RFP#115-24 Janitorial Services, PART III, Technical Specifications, including 3.1 Scope of Work Requirements. 12.) See RFP#115-24 Janitorial Services, PART III - Technical Specifications and Attachment I for Estimated Annual Usage of Misc. Supplies by Cases. Prices vary based on several factors, such as market demand, quality and features, and economic conditions. 13.) See RFP#115-24 Janitorial Services, PART III - Technical Specifications, Sec 3.1, 3.1.6, and 3.10.2. 14.) Budget to be determined based upon proposals received, including alternate bids for supplies and/or an alternate bid for floor care. 15.) See RFP#115-24 Janitorial Services, PART III - Technical Specifications, Sec. 3.0 & 3.1. 16.) See RFP#115-24 Janitorial Services, PART II - General Provisions, Sec. 2.2 Performance Bond. 17.) See RFP#115-24 Janitorial Services, PART III - Technical Specifications, Sec. 3.9.11 Contractor's Employees. 18.) N/A. 19.) Cleaning services is for interior cleaning. 20.) See RFP#115-24 Janitorial Services, PART III -Technical Specifications, Sec 3.0. The anticipated start date may be negotiable.
Question 6
Posted: 10/10/2024
Question: Is this a new contract or a contract up for renewal?
Response: Renewal.
Question 7
Posted: 10/10/2024
Question: If this is a contract up for renewal, what was the amount invoiced for these same services last year? If the scope of work has changed since the previous contract, what changed?
Response: The value of the current contract is $978,499.00. Changes in the SOW include, but not limited to; additional buildings, hallways, restrooms, & stairwells.
Question 8
Posted: 10/10/2024
Question: Can you provide a copy of the current contract?
Response: The current janitorial contract is available by FOIA. https://www.calhouncountymi.gov/departments/administration/foia.php
Question 9
Posted: 10/10/2024
Question: Can you provide estimated usage by location for consumables over the past year?
Response: See RFP#115-24 Janitorial Services, Attachment I (Estimated Annual Usage of Misc. Supplies, by Cases).
Question 10
Posted: 10/10/2024
Question: Is it the county's intent to award one contract, or multiple contracts?
Response: See RFP#115-24 Janitorial Services, PART I - Instructions, Terms & Conditions, Sec 1.13 AWARD OF CONTRACTS.
Question 11
Posted: 10/10/2024
Question: There was communication at the pre-bid meeting that we had to hand deliver the proposal, but the RFP states to send it electronically. Can we please get clarity on this as we want to execute the request correctly. Thanks in advance for your response.
Response: See RFP#115-24 Janitorial Services, PART I - Instructions, Terms & Conditions., Sec. 1.0 Proposals. All bids must be submitted electronically via Vendor Registry.
Question 12
Posted: 10/10/2024
Question: What is the value of the current contract for these services?
Response: $978,499.00
Question 13
Posted: 10/10/2024
Question: Are the custodian working on this contract members of a union? If so, which union?
Response: No.
Question 14
Posted: 10/10/2024
Question: Does the County currently receive monthly/annual floor care? If so, how often are the carpets cleaned and the floors scrubbed, strip and waxed, and buffed?
Response: No.
Question 15
Posted: 10/10/2024
Question: Please provide clarity on the following from page 15 of the RFP: “1st shift from 8:00 AM – 5:00 PM and from 5:00 PM to 10:00 PM Monday through Friday for 2nd shift. All cleaning services are to be performed after 5:00 PM.” Are the first and second shifts referring to the requested day porters? And all sites (aside from the six exceptions listed) should receive service after 5pm only?
Response: 1st shift is for the Day Porter positions. 2nd shift works after 5:00 PM. Yes, all sites, aside the exception, should receive services after 5:00 PM.
Question 16
Posted: 10/10/2024
Question: Are the toliet paper, paper towels, forming soap, and c folds dispensers in each building the same model style .
Response: Yes. The County is in the process of standardizing consumable products. C-Fold dispensers and C-Fold Towels are being phased out and will be replaced with touchless hand-towel dispensers.
Question 17
Posted: 10/10/2024
Question: Does the paper towel dispenser work as a manual dispenser and does it paper towel feedout in the middle of the dispenser?
Response: All paper towel dispensers are automatic and touchless. The paper towel feeds down the middle of the dispensers.
Question 18
Posted: 10/10/2024
Question: Does the C Fold towel have 2 folds or 3 folds.
Response: C-Fold towels are being phased out and replaced with automatic touchless paper towel dispensers. The County is responsible for purchasing and supplying applicable batteries, including, but not limited to, all automatic touchless paper towel dispensers, touchless trash containers, etc.
Question 19
Posted: 10/10/2024
Question: Who is the manufacture for the foaming Hand Soap and Foaming Sanitizer dispenser
Response: GOJO Industries manufactures Purell hand sanitizer and its stands.
Posted: 10/11/2024
Type of Addition: Addendum Number 01 - Q&A
Deadline: 10/21/2024 10:00 AM
Solicitation #: RFP#115-24
Documents:
Posted: 10/21/2024
Type of Addition: In Review
Posted: 10/8/2024
Question: I would like to information regarding the cleaning expected. For example is it general cleaning(mopping sweeping dusting santization bathroom vacuum). Or is floor waxing, window cleaningout side and inside etc.
Response: Please see RFP#115-24 Janitorial Services, PART III - Technical Specifications, Sec. 3.0, 3.1, 3.2, 3.3, & 3.9.
Posted: 10/8/2024
Question: The the county have a standard RFP format for vendors to enter information into and submit to the registry.
Response: Please see RFP#115-24 Janitorial Services, PART I - Instructions, Terms & Conditions. Attachments in the RFP are PDF fillable.
Posted: 10/8/2024
Question: Are all equipment and supplies are purchase by the vendor?
Response: Please see RFP#115-24 Janitorial Services, PART III - Technical Specifications, Sec. 3.0, 3.1.2, 3.1.3, 3.2, 3.2.1, & 3.9.
Posted: 10/8/2024
Question:
Response: No question was submitted in the "Question Asked" field.
Posted: 10/9/2024
Question: 1.) Who is the current contractor? 2.) What is the current contract price being paid today? For each site? Date contract started? 3.) Is the current contractor scope of work the same as the current bid scope of work? If not, what has changed? 4.) How many hours per day per location does the cleaning crew work? 5.) For Strip & Wax jobs, How many coats of wax per strip? How many coats of wax per Scrub? 6.) Who provides the chemicals for a strip & wax? 7.) How many square feet of your floors is to be strip & wax in each building? 8.) When we perform a strip & wax, would we be responsible for moving furniture? 9.) How many square feet is carpet? 10.) What is the total square feet of your buildings? Each building? 11.) Who supplies the cleaning supplies? 12.) Who supplies the paper & plastic,(toilet tissue, hand towels, hand soap) trash can liners? If contractor, what are the approx. previous or current cost? 13.) What hours are the current cleaning crew working? What days of week will we do service at each location? 14.) What is your budget? 15.) Are there specific hours designated for cleaning? 16.) Is there a Bond required? 17.) Will there be background requirements? If so, what is the level of background check required? 18.) Are there any billable optional services What were the annual billings for the optional services? 19.) Do we need to clean 2nd story or above exterior windows. 20.) Anticipated start date of service?
Response: 1.) GDI Services, Inc. 2.) The current janitorial contract is available by FOIA. https://www.calhouncountymi.gov/departments/administration/foia.php; 3.) Additional buildings, office space, stairwell, and restrooms have been added to the SOW. 4.) TBD. 5.) Each finish is different. The goal is to achieve a durable, long-lasting finish that won't require immediate stripping after only a few buffing sessions. For high-traffic areas, additional layers may be required. 6.)Contractor is responsible for supplying strip and wax. 7.) See RFP#115-24 Janitorial Services, Attachment G. 8.) Depends upon the location; office, hallway, etc. table and chairs in the public areas is the responsibility of the cleaners to move to strip & wax area, whereas, furniture in private offices is the responsibility of the county. 9.) See RFP#115-24 Janitorial Services, Attachment G. 10.) Total SF of the buildings is not applicable to the SOW and/or Pricing. 11.) See RFP#115-24 Janitorial Services, PART III, Technical Specifications, including 3.1 Scope of Work Requirements. 12.) See RFP#115-24 Janitorial Services, PART III - Technical Specifications and Attachment I for Estimated Annual Usage of Misc. Supplies by Cases. Prices vary based on several factors, such as market demand, quality and features, and economic conditions. 13.) See RFP#115-24 Janitorial Services, PART III - Technical Specifications, Sec 3.1, 3.1.6, and 3.10.2. 14.) Budget to be determined based upon proposals received, including alternate bids for supplies and/or an alternate bid for floor care. 15.) See RFP#115-24 Janitorial Services, PART III - Technical Specifications, Sec. 3.0 & 3.1. 16.) See RFP#115-24 Janitorial Services, PART II - General Provisions, Sec. 2.2 Performance Bond. 17.) See RFP#115-24 Janitorial Services, PART III - Technical Specifications, Sec. 3.9.11 Contractor's Employees. 18.) N/A. 19.) Cleaning services is for interior cleaning. 20.) See RFP#115-24 Janitorial Services, PART III -Technical Specifications, Sec 3.0. The anticipated start date may be negotiable.
Posted: 10/10/2024
Question: Is this a new contract or a contract up for renewal?
Response: Renewal.
Posted: 10/10/2024
Question: If this is a contract up for renewal, what was the amount invoiced for these same services last year? If the scope of work has changed since the previous contract, what changed?
Response: The value of the current contract is $978,499.00. Changes in the SOW include, but not limited to; additional buildings, hallways, restrooms, & stairwells.
Posted: 10/10/2024
Question: Can you provide a copy of the current contract?
Response: The current janitorial contract is available by FOIA. https://www.calhouncountymi.gov/departments/administration/foia.php
Posted: 10/10/2024
Question: Can you provide estimated usage by location for consumables over the past year?
Response: See RFP#115-24 Janitorial Services, Attachment I (Estimated Annual Usage of Misc. Supplies, by Cases).
Posted: 10/10/2024
Question: Is it the county's intent to award one contract, or multiple contracts?
Response: See RFP#115-24 Janitorial Services, PART I - Instructions, Terms & Conditions, Sec 1.13 AWARD OF CONTRACTS.
Posted: 10/10/2024
Question: There was communication at the pre-bid meeting that we had to hand deliver the proposal, but the RFP states to send it electronically. Can we please get clarity on this as we want to execute the request correctly. Thanks in advance for your response.
Response: See RFP#115-24 Janitorial Services, PART I - Instructions, Terms & Conditions., Sec. 1.0 Proposals. All bids must be submitted electronically via Vendor Registry.
Posted: 10/10/2024
Question: What is the value of the current contract for these services?
Response: $978,499.00
Posted: 10/10/2024
Question: Are the custodian working on this contract members of a union? If so, which union?
Response: No.
Posted: 10/10/2024
Question: Does the County currently receive monthly/annual floor care? If so, how often are the carpets cleaned and the floors scrubbed, strip and waxed, and buffed?
Response: No.
Posted: 10/10/2024
Question: Please provide clarity on the following from page 15 of the RFP: “1st shift from 8:00 AM – 5:00 PM and from 5:00 PM to 10:00 PM Monday through Friday for 2nd shift. All cleaning services are to be performed after 5:00 PM.” Are the first and second shifts referring to the requested day porters? And all sites (aside from the six exceptions listed) should receive service after 5pm only?
Response: 1st shift is for the Day Porter positions. 2nd shift works after 5:00 PM. Yes, all sites, aside the exception, should receive services after 5:00 PM.
Posted: 10/10/2024
Question: Are the toliet paper, paper towels, forming soap, and c folds dispensers in each building the same model style .
Response: Yes. The County is in the process of standardizing consumable products. C-Fold dispensers and C-Fold Towels are being phased out and will be replaced with touchless hand-towel dispensers.
Posted: 10/10/2024
Question: Does the paper towel dispenser work as a manual dispenser and does it paper towel feedout in the middle of the dispenser?
Response: All paper towel dispensers are automatic and touchless. The paper towel feeds down the middle of the dispensers.
Posted: 10/10/2024
Question: Does the C Fold towel have 2 folds or 3 folds.
Response: C-Fold towels are being phased out and replaced with automatic touchless paper towel dispensers. The County is responsible for purchasing and supplying applicable batteries, including, but not limited to, all automatic touchless paper towel dispensers, touchless trash containers, etc.
Posted: 10/10/2024
Question: Who is the manufacture for the foaming Hand Soap and Foaming Sanitizer dispenser
Response: GOJO Industries manufactures Purell hand sanitizer and its stands.