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HomeMy WebLinkAboutRESPONSE - RFP - 8022 CUSTODIAL SERVICESAddendum 1 - Page 1 of 4 ADDENDUM NO. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of BID 8022: Custodial Services OPENING DATE: 3:00 PM (Our Clock) November 21, 2014 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions & Answers Exhibit 2 – Addendum attachments Please contact Doug Clapp, CPPB, Senior Buyer at (970) 221-6776 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing Addendum 1 - Page 2 of 4 Exhibit 1 – Questions & Answers 1. One supplier is awarded the business, will it still be required that the site supervisor for each company is 100% dedicated to the City? Yes. 2. On page 40 it states that the vendor is to use whatever frequency of work and procedure deemed to be most effective in achieving the Quality Specifications and Task Frequencies. Since each facility is listed with a weekly service frequency and each task is listed with a frequency, should we bid those service frequencies? Yes. This statement seems contradictory to the Task Frequencies. This item allows the vendor to make recommendations on potential improvements for efficiencies, performance and costs. 3. On page 211 there is a column for day porters with ‘x’ and ‘?’ next to some of the facilities. Can you better specify which buildings will have day porters and what their days per week and hours per day are expected to be for each facility? This document has been revised - The facilities with an x are the facilities in which we now have a day porter/matron on a route each day, the facilities with a ? are facilities in which we may consider having this service. Monday – Friday, 8 hours per day (8am-5pm) is what we have right now. 4. Is Ft. Collins seeking LEED certification throughout their portfolio during the anticipated term of this agreement? Yes on new and remodeled facilities. 5. On Item E, it states “you will have 48 of them.” There are 46 facilities listed on the Building Information Summary. Are 2 buildings missing or are 46 the right number? 46 facilities at this time 6. On Schedule 8, it asks for the “Dollar Value of Credit Hours” for both supervision and cleaners. Can you please elaborate on how the City would like us to calculate this. If credit is required due to non-performance issues, please present what you would offer for the credit cost / hour. 7. Can you clarity if the contract is for 1 year plus 1 option year or for a different term. It is a 1 year contract with up to 4 additional renewals 8. What is the current contract value? $862,538.70 Addendum 1 - Page 3 of 4 9. Is the Vendor Cover Sheet supposed to be in the Service Program or Pricing Information of our proposal? Yes 10. Are we supposed to complete Schedules 1-8 for each of the 46 buildings (which would equal 368 pages)? Not for each building just for the total. 11. If you do want Schedules 1-8 for each building, since there is no place to list the building name, how would you like us to label these pages? No. see answer above. 12. On Schedule 8, it lists “1. Task/Frequency Spreadsheets” and then list several type of buildings, can you elaborate on what price is supposed to be populated here. Please provide the annual cost on each line. 13. On Schedule 8, #2, it asks for the Total Annual Price. Is this supposed to be for 1 building or all the buildings? All the bulidings. 14. On page 33 of 212, #10, it says “Proposals must contain individual prices for ALL listed buildings.” Is this referencing Schedules 1-8, Schedule 8 - #2 (on a per building bases), another form, or a separate sheet we should include with just the building names and annual prices? Refer to revised Building Information Summary spreadsheets (pg 51 -52) 15. How long has the current contract been in place? Since 2009 16. Has the scope of work changed since the last contract? If so by how much? No. 17. Who is the current contractor? Do they sub contract the work? Varsity Contractors. No. 18. There was a mention of Compost spec liners in the Pre-Bid meeting, can you please elaborate? The City is looking at using compostable liners where possible, so we are asking vendors to supply their cost for liners they would use in all areas of the operation. Regular trash pickup Office liners Restroom liners Break room liners Addendum 1 - Page 4 of 4 19. It was asked if everyone was clear on the "Dusting Specs" in the Pre-Bid meeting, can you please elaborate? Is there more than what is mentioned in the bid? The areas dusted need to be free of bonded dust, which doesn’t need to be damp wiped off, after the designated dusting frequency of that facility. 20. How many references are you requesting? A minimum of 3. 21. Site management indicates that all supervisors shall be present during the custodian hours of 4am-11pm (custodian hours state 4am-12pm) please clarify if the hours are correct? Site manager should be available 24/7, or a designated supervisor covering off shifts or weekends and holidays. 22. Are we only to submit and fill out the vendor forms as requested (Items A-K and pricing schedules)? Or are we asked to submit those as well as a technical proposal of our own? Reference Proposal instructions (pg 31) and including the 2014 Building Information Summary spreadsheet (refer. Page 51 & 52) 23. Schedule 9, did you want us to fill in the three buildings provided as examples? Or are we to submit a monthly billing structure for all buildings? Once a firm or firms have been selected then they will need to fill out a Schedule 9.