ADDENDUM NO. 2 REQUEST FOR PROPOSALS JANITORIAL SERVICES CHARLOTTE DOUGLAS INTERNATIONAL AIRPORT. for the CITY OF CHARLOTTE NORTH CAROLINA

Transcription

1 ADDENDUM NO. 2 REQUEST FOR PROPOSALS JANITORIAL SERVICES at CHARLOTTE DOUGLAS INTERNATIONAL AIRPORT for the CITY OF CHARLOTTE NORTH CAROLINA September 16, 2014

2 A. Response to Submitted Questions The responses to all questions submitted prior to the September 15, 2014 deadline are included below. Clarifying questions regarding the answers provided below may be submitted no later than September 18, 2014 at 5 p.m. E.S.T. at procurement@cltairport.com. 1. RFP Administration a. Could we have a copy of the sign-in sheet from the Pre-Proposal conference? b. Can you provide us with the list of attendees who attended the mandatory pre-proposal conference on the 11th? c. Our company doesn't meet the experience qualifications for your RFP. Therefore, I am particularly interested in helping the leading candidates and/or final selected company to meet their diversity spend goals by serving as one of their subcontractors. Any suggestions that you can provide along those lines would be greatly appreciated d. When will the addendum including the Sample Agreement be released? Answer to Questions 1 (a-d): The pre-proposal sign-in sheet, including contact information, and the Service Agreement were included as part of Addendum 1. e. Would it be possible to schedule another facility walk-thru for those unable to participate on the original walk? Answer: Due to the timing another walk through of the facility is impossible. However, the public areas of CLT are open at all times and proposers are welcome to review those areas on their own. f. Do you have to be present at bid opening? Answer: There is no bid opening as this is an RFP, all proposals are due by 4pm EST on September 30, 2014 and a representative of your company does not need to be present at that time. a. Can you provide word and excel format for proposal forms to be submitted Answer: Form 2-5 can be provided in word format. The compensation worksheet was already provided in excel format. If you would like form 2-5 in word format or did not receive the compensation worksheet then please request them by sending an to procurement@cltairport.com. b. Do you have a local vendor preference? Answer: No. c. Under Section V RFP Terms and Conditions, H. Business License and Vendor Registration, it states that the selected proposer is required to be registered as a vendor of

3 the City and must be licensed to provide Work in the State of North Carolina. Does this mean that we do not need to be registered with the City and the State of North Carolina until if and when we are awarded the contract? Answer: That is correct; however once you register with the city of Charlotte you are able to receive updates on all advertisements for services 2. Incumbent and Current Contract a. Who is the incumbent contractor and how many years have they been providing services under the existing contract? b. Regarding the RFP for janitorial services, can you tell me who the current incumbent is? c. Who is your current contractor and current price? d. Can you tell me the current annual cost of this contract for the last 12 month period? e. How long has the current contract been in place and what is the annual contract amount? f. Who is the incumbent vendor? How long have they serviced the airport? g. Can you disclose the annual contract amount? h. Please provide a copy of the current contract and current annual pricing. i. What is the current annual contract amount? j. What is the Annual amount of the current contract? k. Who is the incumbent? Are they sub-contracting any portion of the work? l. What are the start and end dates of the current contract? m. What is the current annual contract value n. What is the current janitorial monthly spend? Answer to Questions 2 (a-n): Sunshine Cleaning Systems Inc. is the incumbent contractor and has been contracting with the Airport for 4 years and 7 months. The contract started in February 2010 and will end as of January 31, If you would like to receive a copy of the contract you may request it by sending an to procurement@cltairport.com. The current contract total annually is estimated at $5,865, The contract is invoiced every other week, but the approximate monthly cost is $520,000.Sub-contracting is addressed in Section 3 below. o. Is the City happy with the current services rendered under the awarded contract? Answer: The current contract has met all of its obligations under the current contract. p. Does the current company have a non-compete clause with their employee s? Answer: No. 3. Charlotte Business INClusion ( CBI ) Program a. Is the City s intent to award this contract to an MWSBE? Answer: As stated in the RFP, a portion of the contract will be provided by MWSBE subcontractor(s). The exact percentage of MWSBE participation will be negotiated with the selected company. However, this does not exclude any MWSBE firm who meets the minimum requirements as set forth in the RFP from proposing as the main contractor. b. If the contractor is sub-contracting, who is the sub-contractor?

4 c. What are the current SBE vendors? Please provide name and contact information d. Who are the current M/W/SBE s working under the current agreement? e. Who are the current minority contractors being utilized on site? Answer to Questions 3 (b-e): The only subcontracting currently utilized under this Agreement is with SBE companies. The current companies are Professional Management Group, their phone number is and GDC Supplies, their phone number is f. What is the current SBE percentage? Answer: 10% 4. Experience and Qualifications a. In regards to the qualifications: Our Company was established in We have been providing janitorial services for over four decades. Currently, we provide service to over 150 locations across the country and provide janitorial services 24/7 with multiple shifts for over 73 million square feet of retail and commercial space, with 47 of the sites being over 1 million square feet. Additionally, we have over 5,000 employees and over $140,000,000 in annual revenues, however, we do not have one particular site with over 150 employees. Will we still be allowed to submit a response to your RFP? Answer: A company s ability to meet the minimum eligibility requirements will be evaluated by the selection committee. b. Page 19, 2nd Paragraph. Will the sub-contractor be required to also meet the following criteria: i. Have been in business for the past five (5) years. ii. Have revenue of at least $3, last year. iii. Have experience cleaning a minimum of 750,000 square feet. Answer: No. 5. Compensation a. Please explain the process for reimbursement of chemicals and expendable supplies. Is the cost of these items to be excluded from the base price? Answer: Reimbursement is based on weekly passenger counts. The process of payment is set forth in the Service Agreement attached to Addendum 1. The current estimated weekly passenger count is included in the Compensation Worksheet. b. Please provide the most current reconciliation report for monthly passenger counts so that we may accurately estimate chemical and expendable supplies for the contract. Answer: The most current reconciliation report is provided below. c. What is the annual passenger count?

5 Answer: For 2013 the annual passenger count was 43,457, 471. d. Is there any cost to contractor for phone service, internet services, or electric services, etc. for any of those spaces? e. Answer: Phone and internet services are the responsibility of the company, however they are a reimbursable expense. Electric service is covered by CLT. f. Is this a performance based contract? If the hours are not met each week, will there be deductions according to the number of hours that were not met? g. Can you provide a deduction chart for the existing contract and for this contract? h. Can you provide historical data on deductions taken from the incumbent contractor in the last 12 months? Answer to Questions 5 (f-h): This is not a performance based contract. However, the percentage of the management fee received for each invoice period is contingent on the company providing the agreed upon staffing hours for that period. The Airport does not consider the management fee calculation a deduction 6. Affordable Care Act, Insurance, Performance Bond and Taxes a. Under the Affordable Care Act employers will be required to provide health care benefits, as of the first of How would the airport like the proposing companies to address this issue, as the answer is not available at this time? i. The selected company negotiates with airport as a pass through cost? ii. Have each proposing company guess what that cost will be? b. The Affordable Care Act requires that companies with more than 50 employees offer affordable health care insurance to all full-time employees. Please tell us if the current Contractor already paying health insurance to all their full-time employees assigned to the airport? Answer to Questions 6 (a-b): While the expense will be a pass through cost, it is a cost that must be estimated by the proposing company and included as part of the compensation worksheet submitted with each proposal. The current contractor is not providing health insurance to full-time employees assigned to the Airport. c. Is there an Aviation insurance requirement? d. Unfortunately, we were unable to locate any insurance requirements for the solicitation; can you please provide this information? e. What are the Insurance Requirements? Can you please provide a sample COI of the coverage you require of your janitorial service provider vendor and their sub-contractor? Answer to Questions 6 (c-e): Yes, the requirements are set forth in the Service Agreement which is attached to Addendum 1. The current COI does not include the exact insurance requirements required under the new Agreement and thus would not provide any helpful information. f. Reference to Performance Bond, It is under understood that a letter confirming the Proposer s ability to obtain a performance bond must be submitted with the proposal. However, does that letter need to include the amount of the bond based on a one year

6 figure or 3 year figure? g. How much or what percent of the annual contract amount should be covered by the Performance Bond. For example, if the annual amount of the contract is $1,000,000. Does the Performance Bond need to be for $1,000,000, or can it be for 10% of the annual contract amount? h. Is a Bond required? What is the amount? i. Can an annual renewable bond be used for costing the performance bond Answer to Questions 6 (f-i): A bond of 50% of the contract value is required, however, the bond will need to be adjusted yearly to match fifty percent (50%) of that year s estimated total contract value. The letter confirming the company s ability to obtain a bond needs to include the amount of the bond based on the first year s total contract value. CLT is unclear of what is meant by can an annual renewal bond be used for costing the performance bond, please submit a clarifying question to ensure CLT can answer accurately. j. Should the price submittal include sales tax and if so, what is the correct percentage for calculation? Answer: Sales tax, where applicable, should be included but as a separate line item on invoices. The percentage should be whatever is required under state law or other applicable law. 7. Office and Storage Space a. We were not showed any office space, supply rooms, or equipment rooms. Would you advise where and how large those spaces are. b. Contractor office space, breakroom, lockers, etc. is there a cost for these areas or are they provided by the airport? Answer to Questions 7 (a-b): All office space, supply rooms and equipment rooms are located in the basement of the terminal except each terminal restroom has a storage closet of approximately 30 square feet and there is additional storage in the old terminal and CLT center buildings. All space referenced above is provided to the company at no cost. Break Room: 1,137 Sq. Feet Office: 108 Sq. Feet Laundry Room: 221 Sq. Feet Storage Area: 3,256 Sq. Feet 8. Staffing a. On page 57; Issued RFP; Attachment 6: Current Staffing - Project Custodians show 40 weekly hours. The correct number of hours is a minimum of 480 weekly hours? Answer: Correct, the current minimum hours for project custodians is 480 hours weekly.

7 b. What are the wages for the restroom attendants and what are the acceptable practices to the public that they can accept gratuities? c. Who receives the money from tip jars in the restrooms, and clarify if wages for these individuals reflect lower rates due to the tipping? d. Would you provide the current workforce wages by each position and shift? e. Please provide current wages/benefits provided to present staff. Are there any special wage requirements for restroom attendants which would include the receipt of tips? f. What is the current hourly rate for the listed positions listed in the RFP, starting on page 58? g. What is the current wage rates paid to employees on site Answer to Questions 8(b-g): Job Manger $21.38 Assist Manger $19.13 Day Crew lead $10.69 Day Custodian 1 $8.44 Day Custodian 2 $9.00 Restroom Attendant $3.13 Evening Senior Crew Leader $11.82 Evening Crew Leader $11.26 Evening Custodian 1 $9.00 Evening Custodian 2 $9.57 Restroom Attendant $3.13 Night Supervisor $16.88 Night Crew Leaders $13.51 Night Custodian 1 $ Night Custodian 2 $10.69 Project Custodians $11.82 As stated in Attachment 1 to Exhibit A in the RFP, Restroom Attendants may accept but not solicit gratuities. However, CLT is open to proposals where Restroom Attendants receive either an hourly wage plus tips or just an hourly wage. Other benefits are set forth in the RFP. h. Are current cleaners members of a collective bargaining unit? i. Are the current employees covered under a collective bargaining agreement or living wage ordinance? If so, what are the agreements? j. Is there a local union on site representing the workers k. Is the incumbent contractor utilizing union labor? If so, can you provide us with the latest seniority list? l. If a new contractor hires any of the current contractor s employees, will these employees retain their seniority at CLT? Answer to Questions 8(h-l): Current cleaners are not a part of a collective bargaining unit or a local unit. Thus, there is no seniority list which can be maintained by those employees who continue to provide the Services under the new Agreement. There is no living wage ordinance. m. In Attachment 6 Current Staffing, current staffing level layout is given along with the weekly hours by position. Are these mandatory hours to be worked or is this simply a

8 guideline for us to use? n. Is the current staffing listed in the RFP mandatory? o. Is there a minimum amount of man-hours required under this contract? p. Are hours mandated and if so what is the required method of recording and reporting? Answer to Questions 8(m-p): Hours required per position are to be proposed by each company. Those listed in the RFP are just the current agreed upon hours per position. Time should be recorded by a time clock and reported with each invoice submitted in a manner approved by CLT. q. Is the use of 1099 contract employees permitted? Answer: No. r. Will the new vendor be allowed to use their logo on uniforms? Answer: Yes, however, CLT retains final approval on uniform appearance. s. Page 59 Stock Clerk - How many days per week does the Stock Clerk work, his hours are not listed in the Current Staffing. Also, there is a description of a Supply Clerk under the job description for the Stock Clerk, yet there is not a job description or hours listed for that position on Page 57 Chart. Can you clarify please? Answer: The Stock Clerk position is currently filled seven (7) days a week. The total hours worked each week for this position is fifty six (56) hours a week. The Supply Clerk is not a position required for this RFP. t. Page 57 Chart - There are no hours listed for a 1st Shift Supervisor in the Current Staffing, is that an oversight or not needed for 1st Shift? Answer: That was an oversight; First Shift Supervisor should be listed as forty (40) hours per week. 9. Employee Parking a. What is the cost for employee parking? b. Is there a cost for employee vehicle parking? c. Are passes required for company vehicles and is there an associated cost? d. Are employees provided free parking? e. What is the cost for employee parking? Answer to Questions 9(a-e): There is no cost for employee vehicle parking, however a parking pass is required. 10. Employee Badging a. If a new contractor hires any of the current contractor s employees, will these employees be required to complete the full badging process and if so, what would that cost per badge be? b. What is the current cost of badging per employee? c. With regard to Section , can you include a timeline and related costs for application

9 for security badges. d. Please explain the process for fingerprinting and the turnaround time for test results. e. Who will conduct TSA training for employees f. What is the cost for employee badging? g. What is the current cost for badging h. If new contractor is awarded, and existing employees currently badged on site, will these employee transfers require costs for new badging i. Badging costs? Can you provide some idea of the cost and timeline for badging. i. Currently badged employees if they are retained by new contractor what is the rebadging cost. 11. Equipment Answer to Questions 10 (a-i): Yes, all employees (even those previously hired under the current Agreement) must complete the full badging process which is at no cost to the company except as set forth in Exhibit A to the RFP. The badging process usually takes between 2-4 weeks. Training required as part of the badging process is provided by CLT. If some other TSA training is meant then please submit a clarifying question so that CLT can answer accurately. a. Will new equipment be required for this RFP? b. Is there any janitorial equipment, owned by the Airport, that will be provided to the successful bidder under the contract? Answer to Questions 11 (a-b): New equipment is required for the RFP and no equipment will be provided to the successful company. The specific types and amounts required are listed in Attachment 3 to Exhibit A in the RFP. c. Are the current radios being utilized on an analog system or are they on a digital system? d. Is the current repeater for the radio system owned by the Airport or the incumbent vendor? Is there any cost to use the current frequencies? Answer c-d: The current radio repeater being utilized is owned by the Airport at no cost to the vendor. The current radios are on both an analog and digital system. e. Is there a vehicle required for this RFP? f. Will AOA driving access be needed to perform the janitorial scope for the airport? 12. Scope of Services Answer to Questions 11(e-f): Yes, certain areas where the Services are required do not include storage for equipment or supplies and thus a vehicle is necessary. However, AOA driving access is not required. a. Can you provide the number of restrooms and fixtures by building and area? Answer: A-Concourse 24 urinals & 63 toilets B- Concourse 24 urinals & 63 toilets

10 C- Concourse 30 urinals & 63 toilets D- Concourse 25 urinals & 62 toilets E- Concourse 24 urinals & 69 toilets Atrium 6 urinals & 16 toilets 3 RD Floor Terminal 7 urinals & 24 toilets Ticketing 4 urinals & 9 toilets Baggage Claim 21 urinals & 47 toilets FIS 11 urinals & 24 toilets East Toll 1 toilet Business Valet 4 toilets Old Terminal 4 urinals & 16 toilets CLT Center 6 urinals & 25 toilets Toll Plaza s & Taxi Stand 5 toilets b. Can you provide a floor plan or description of the Old Terminal? Answer: The Old Terminal is 56,009 square feet and 12,176 square feet of common/public space. The common/public space is the only area that is covered under this RFP. All of the floor space related to this RFP is Terrazzo. c. Can you provide the total square footage of each area broken down by floor type? d. Would it be possible to get a floor finish schedule showing what percentage of floors are carpet vs. hard surface? e. Is project work Please provide a breakout of hard surface/carpet square footage. Answer to c-e: There is 950,000 square feet of carpet, 6,000 square feet of hard tile and 184,772 square feet of Terrazzo, which is not included in this RFP. The remaining square footage is tenant occupied space and is not a part of this RFP. f. Who is responsible for the sanitation stations located throughout the airport? Answer: Sanitation Stations are not included as a part of this RFP. g. In Attachment 4 In regards to Project Work please clarify bi-weekly. Does that mean 2x per week, or every other week? Answer: Yes, this means two times per week. h. In Attachment 4 In regards to Bi-Annually please clarify bi-annual. Does that mean 2x per year, or every other year? Answer: Yes, this means two times per year. i. In Attachment 3, Spartan chemicals are mentioned to be currently used; can another brand of chemical be used? Answer: No

11 j. What is the number of restaurants and retail shops that the vendor is required to pick up waste from on a daily basis? How many times per day is the waste pulled from these establishments? Answer: There are forty four (44) food and beverage location and thirty (30) retail locations in the terminal that require waste pick up daily. Waste is pulled from these locations on an as needed basis. As stated in the RFP, 50,000 clear trash bags and 40,000 black trash bags are used monthly. k. What is the number of jet bridges and Gates? Number of escalators? Number of stairwells? Answer: There are 89 stairwells, 22 moving sidewalks, 19 escalators, and 77 Jet bridges. l. How many elevators are on the parking deck? Answer: There are 16 elevators in the parking decks. m. Can you provide the number of toll plazas, location, and SF for each? Answer: Long Term One Toll Plaza Has one cashier booth and employee break room with one bathroom in the attached building. There is a total of 2,052 square feet. Long Term Two Toll Plaza Has one cashier booth and employee break room with one bathroom in the attached building. There is a total of 3,192 square feet. Daily Toll Plaza Has two cashier booths, the attached building has one break room and one bathroom and 5 offices occupied by parking vendor. There is a total of 780 square feet. n. For Men s and Women s restroom policing, please confirm that a dedicated attendant who services only one restroom is to be provided for each restroom. Please provide the hours that restroom attendants have to be provided each day. Please clarify the requirements for policing Family restrooms. Answer: All restrooms must have an attendant from 7 A.M. to 11 P.M. except for those in ticketing, baggage and the food court. The family restrooms do not require an attendant but must be checked hourly for supplies and cleanliness. o. Please confirm that Food Court areas, Gate Hold Rooms and Jetbridges are included in the Public Areas policing and general cleaning requirements. Answer: Yes.

12 p. Please clarify what areas are covered in exterior policing and general cleaning. Does it include only the curb or is the middle island included also? Answer: Front curb only up to the traffic lane. q. For policing and general cleaning of offices, conference rooms, break rooms, etc., please clarify what is included at ramp level and what is included in the mezzanine. Answer: Nothing on the ramp level is included in this RFP. On the mezzanine level trash must be pulled from 3 offices, the Aviation Office Suite and the USO. Company must clean the USO and all restrooms (3 sets) though no restroom attendant is required for these locations. r. Will any of our people be near ramps or aircraft outside? Answer: Employees will have exposure to the ramp for entrance to the secured areas of the terminal and to deposit trash in dumpsters. s. What is the trash removal procedure? Answer: Trash removal procedures are set forth in Attachment 2 in Exhibit A to the RFP. t. Will there be any back of the house cleaning required? i.e. kitchens, food service? Answer: No, other than the hallways behind the food court. u. Who is responsible for outside window where Bridges and planes are docked? Answer: This scope of work does not fall under this RFP. v. I also didn't see any mention of terrazzo cleaning/maintenance nor was there any riding scrubbers or floor machines other than a couple of side by sides on the equipment list. Are we allowed to use them? Answer: Terrazzo cleaning and maintenance are not part of this RFP. If you are requesting to use equipment not listed in the RFP for other services, please submit a clarifying question so that CLT can accurately answer your question. w. We are responsible, quarterly, to clean the exposed ceiling beams, and light lenses on low ceilings bi-annually. Are we allowed to bring a subcontractor in, such as Scottie's, to do that work? Answer: Subcontractors are allowed with the prior written approval of CLT.

13 x. TSA queuing/checkpoint areas - Are we responsible for cleaning them? Answer: Yes. y. Do we clean the baggage carousels and baggage make-up areas? Answer: Baggage carousels and baggage make-up areas are referred to as transitreads in the RFP, the requirements for their cleaning are set forth in Section I of Attachment 4 to Exhibit A in the RFP. z. Are the concourses/hold rooms open to passengers 24/7? If not, what time do the TSA checkpoints normally close and reopen in the morning? Answer: There is no set time to close down the concourses. Typically the checkpoints shut down around 1 A.M. and reopen at 4:30 A.M., however this can change due to late arrivals, stranded passengers, etc. aa. Are we responsible for cleaning airline ticket counters, baggage belts, and office areas? Answer: No. bb. Are we responsible for FIS (international) trash disposal? Answer: No cc. What are Peak times on a Daily, weekly and monthly basis? Answer: Peak times change based on the seasons of the year. The airlines carry approximately ten flight banks (busier times) a day.

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