SAN JOAQUIN COUNTY PURCHASING AND SUPPORT SERVICES PURCHASING DIVISION

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1 SAN JOAQUIN COUNTY PURCHASING AND SUPPORT SERVICES PURCHASING DIVISION David M. Louis, C.P.M., CPPO, CPPB Director Jon Drake, C.P.M. Deputy Director Date: November 7, 2011 To: From: Bid#6767 Janitorial Services for EEDD Building Participants Gina Gutierrez, Deputy Purchasing Agent Subject: Addendum #1, to Bid# 6767 Janitorial Services for EEDD Building PLEASE NOTE: This addendum must be signed and returned with your proposal. Failure to do so will cause rejection of your proposal. This Addendum No.1 forms part of the Invitation to Bid#6767 and shall supersede the original specifications of the above entitled Bid wherein it contradicts same. This Addendum provides clarification to the following specifications as well as clarification to questions submitted: GENERAL CLARIFICATIONS: Page 21 Exhibit A: Disregard Clean Exterior of All Perimeter Windows from Scope of Work. This section has been removed. Page 7, Section 7.7 Time of Work: County requires that successful bidder have at least 3 employees on staff for a minimum of 12 hours total per day. See attached Exhibit A for the Sign-In Sheet for the Pre-Proposal Conference that took place on October 28, 2011 at 9:00am, PDT. QUESTIONS AND ANSWERS: Question 1: Are there any bond requirements for this contract? Answer: No. Question 2: It was mentioned during the pre-bid conference/walk through that a total of 12 hours of services was either required or was currently being provided. Can you please clarify this information? Answer: The County is not currently getting this amount of service. The County is now requiring a minimum of 12 hours of service per day divided between 3 staff. Question 3: Who is the current vendor? Answer: Imperial Maintenance Services Janitorial Services for EEDD Building Addendum #1 to Bid 6767 Wednesday, November 16, 2011 Page 1 of 11

2 Question 4: Does the current contract cover the same scope? What is the annual value? Has the current contract reached its expiration? Answer: The scope in the current contract is not exactly the same as the one outlined in Bid The current contract follows the scope of work below. The annual value is $34, The current contract has not expired. AREAS TO BE CLEANED Exterior Exterior Exterior Janitorial Closets/Utility Room Washrooms/ restrooms DAILY (MONDAY THROUGH FRIDAY 4:30 PM TO 9:30 PM) All wastebaskets, and recycle totes shall be emptied and trash to be removed to outside garbage container/bins Shelves, wall, doors, desktops and system furniture work surfaces shall be spot cleaned Lobby door glass, door panels and viewing glass doors shall be cleaned with appropriate solution Doorknobs, railings, light switches, door push bars, temperature regulators and other related surfaces shall be cleaned, sanitized and polished. Elevator light panels, call panel and other related surfaces for the elevators. Contractor shall damp clean and sanitize tabletops, basins, counters, seats and back of chairs Contractor shall clean, polish and refill napkin holders Contractor shall empty and clean all containers and disposals Contractor shall clean and sanitize drinking fountains Contractor shall spot clean cupboard doors, handles, wall, and interior glass Contractor shall wipe clean all appliances (microwave, refrigerator, etc) Contractor shall vacuum all carpeted areas including all carpeted stairways and common areas Contractor shall sweep, damp mop, and sanitize all hard surface floors Contractor shall empty and keep all ashtray containers clean and filter Contractor shall clean cigarette/cigar butts from ground at Lobby entrances and exits Contractor shall remove all trash and debris from walkways and exterior entrance and exit door ways Contractor shall keep janitorial closet and utility rooms clean and organized Contractor shall clean, sanitize, disinfect, and polish all restroom fixtures including porcelain surfaces, toilets (interior and exterior), urinals, hand basins/counters, plumbing fixtures, glass and mirrors with the appropriate cleaning solutions Washrooms/ Restrooms Washrooms/ Restrooms Washrooms/ Restrooms Washrooms/ restrooms AREAS TO BE CLEANED Contractor shall empty all container and disposals, spot clean and sanitize all sanitary containers. Contractor shall clean all wall surfaces, doors and stall partitions Contractor shall refill all dispensers including napkins, soap, tissue, liners, seat holder and feminine hygiene dispensers Contractor shall dust and clean all horizontal surfaces including sill, moldings, ledges, lockers, frames and walls WEEKLY Furniture including desks, chairs, tables, filing cabinets, bookcases, and office equipment shall be dusted weekly Telephones shall be cleaned and sanitized Contractor shall clean and disinfect shower stalls, tile surfaces, and tub floors Walls, baseboards, furniture, and other surfaces shall be kept free of wax and finish residue build up, and marks from equipment All furniture and office equipment moved for cleaning shall be returned to their original positions Janitorial Services for EEDD Building Addendum #1 to Bid 6767 Wednesday, November 16, 2011 Page 2 of 11

3 Janitorial Closets/Utility Room/Washrooms & Restrooms Exterior/Interior Area Customer Kitchen AREAS TO BE CLEANED Contractor shall flush all floor drains in restroom, pump room, and janitor closets weekly Contractor shall clean and shine entrance/exit metal foot grid plates at the exterior of the two lobby entrance/exits Customer kitchen refrigerator is to be emptied and cleaned weekly Remove food and beverages however packaged Clean interior and exterior of refrigerator MONTHLY Contractor shall low dust (shoulder level and below) and clean all horizontal surfaces including windowsills, frames, sashes, ledges, baseboards, moldings, pictures, plaques, mural frames, railings, door ledges and wall plates. This includes all corners and crevices shall be kept free of dust and dirt. Contractor shall perform high dust (above shoulder level) all horizontal surfaces, including shelves, moldings, ledges, picture and mural frames, etc, Contractor shall dust all Venetian blinds (Wet cleaning as requested) Contractor shall dust and clean all HVAC intake and outtake vents, light switches, and other mounted items Contractor shall damp clean metal top caps to all system furniture Contractor shall clean pedestals or legs on fixtures (chairs, tables, etc.) Contractor shall damp mop and machine buff all hard surface areas 2 X S PER YEAR Contractor shall strip, treat, and buff all uncarpeted areas to include lobby, bathrooms, kitchens, server room, and other related hard surfaces (Server, if applicable, room required security access and Facilities Management Staff) Contractor shall shampoo (Steam/Extract method) all carpeted areas, to include (but not limited to) vestibules, carpeted walkways, stairwells, assessment room, board room and customer service areas. Carpets to be done on Friday Nights Contractor shall dust and remove cobwebs from ceiling area AS NEEDED (DETERMINED BY COUNTY) Spot clean shelves, wall, doors, desktops and system furniture work surfaces Contractor shall spot clean spills and stains on carpeted and hard surface floors in all areas. (Including gum removal) Question 5: Is the 43,000 square feet all cleanable square feet? Answer: Not all of it is cleanable space. There are areas such as storage rooms, vacant rooms, electrical rooms that will not need cleaning. Question 6: Does the local vendor preference of 5% apply to this bid? Answer: Due to special funding, there will be no local vendor preference for this contract. Question 7: Would a woman owned company be considered a preferred company even if they are not located in San Joaquin County? Answer: The County does not give preferred status to women owned companies. Currently the County only gives a preference to local vendors if funding grant allows it. Question 8: Is there a prevailing wage? Answer: No. Question 9: What is the County currently paying for these services? Answer: The County is currently paying $ per month which totals to $36, per year. Janitorial Services for EEDD Building Addendum #1 to Bid 6767 Wednesday, November 16, 2011 Page 3 of 11

4 Question 10: Are the twelve (12) service hours EEDD WorkNet is requesting for janitorial service firm and mandatory? Does this mean that contract bids will be based on 12 hours of services? Please explain. Answer: The 12 hours are a mandatory minimum per day. County is requiring that 3 staff be on site for a combined 12 hours between all 3 (i.e. 3 people for 4 hours). Question 11: Is EEDD WorkNet adding the exterior window washing to the contract? Answer: No, this has been removed and will be solicited separately. Question 12: Can you please provide copy of the sign in sheet? Answer: See Exhibit A. Question 13: Regarding page 8 section 7.17 Displaced Janitor Opportunity Act, what is the number of current employees providing janitorial services we will have to absorb per this act? Answer: Presently there are 2 janitorial staff at this facility. Question 14: Is the $47, on page 25 the current value of the contract for one year? Answer: No, please disregard this number. This is a typo that should not have been included. Question 15: Please clarify how to submit cost sheet. Is this to be included only inside of the original copy in a sealed envelope only? Or a separate sealed envelope should carry the Original copy with the cost sheet integrated. Answer: Please submit pricing sheet in a separate sealed envelope. The sealed envelope can be included with original bid. END ADDENDUM #1 Please contact me if you have any questions, (209) Signature / Print Name Company Name Janitorial Services for EEDD Building Addendum #1 to Bid 6767 Wednesday, November 16, 2011 Page 4 of 11

5 Exhibit A Janitorial Services for EEDD Building Addendum #1 to Bid 6767 Wednesday, November 16, 2011 Page 5 of 11

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