Request for Bid Questions and Responses. December 29, 2017

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1 Bid: Janitorial Cleaning Services Bid Due Date: January 5, 2018 Request for Bid Questions and Responses December 29, 2017 All Prospective Bidders: In reference to the bid solicitation, the following questions and inquiries were submitted, and receive a response from Boston Public Health Commission below. Questions & Responses must be reviewed, signed and submitted by bidder in bid packet. Can you me copy of the cleaning bid at your earliest convenience? - Bid documents are found on the BPHC website: Please provide information on how to become a vendor. - Entities that selected to provide goods and/or services or awarded a contract to BPHC, receives the necessary documentation to complete in order to be established as a vendor of BPHC. Who's the current vendor and what's the annual contract value? - The current contracted company for janitorial cleaning service is Done Right Building Services. The estimated annual cost is two hundred thousand dollars ($200,000.00). This is the initial cost with BPHC adding and removing locations and including special services. What company is currently performing these services for each location? - The current contracted company for janitorial cleaning service is Done Right Building Services. Is this a prevailing wage project or just Boston living wage? If so, can you give us the current prevailing wage report? - The prevailing wage is not applicable to the services requested. The City of Boston requires the Living Wage Affidavit and Agreement to be completed by any vendor (whether profit or nonprofit) being awarded a service contract that employs at least 25 full-time equivalent (FTE) employees and where the value of the contract is $25,000 or more. In the bid, you re looking for the cost of supplies. Is supply you're referring to cleaning chemicals or bathroom supplies and trash bags? If bathroom supply and trash bags, can you give us your monthly or annual usage? - The bid requires the cost of service and supplies to be included. BPHC cannot provide monthly or annual usage rate of supplies. Are there any bid deposit or bid bond required? - No bid deposit or bond required. What is the current annual cost for each line item on page 11 of the RFB? - BPHC cannot provide the current annual cost for each location. What is the current monthly costs and special services cost for each of the locations listed throughout pages of the RFB? - BPHC cannot provide the current monthly costs and special services cost for the locations. 1

2 Is the current contractor a union vendor? - BPHC cannot provide the vendor s classification regarding union. Is this a prevailing wage contract? - The prevailing wage is not applicable to the contract pertaining to this RFB. Can you provide the square footages of the properties? - The requested services from this RFB are not based on square footage. Will the contractor or BPHC provide the paper towels, toilet paper, hand soap and trash liners? - Per the RFB, services, supplies, and equipment must be provided by the awarded vendor. In the current contract, who provides the paper towels, toilet paper, hand soap and trash liners? - The current vendor providing janitorial services provides services, supplies, and equipment. What is City of Boston prevailing wage rate? - The prevailing wage is not applicable to the contract pertaining to this RFB. For Prevailing Wage Rates for the Commonwealth of Massachusetts please visit here. Is this contract up for rebid? The reason I ask this is that first year is only from February 1- June 30 and the next 2 option years are from July 1- June The current RFB is final. The initial year includes an additional 5 months of service, totaling 17 months. Year two and three will each be for one full year (12 months) starting July 1 June 30. What is cleanable Square footage for each Building? - The requested services from this RFB are not based on square footage. A walkthrough was provided to potential bidders to view the property locations and identified areas for requested cleaning service. At the bottom of each of the Monthly and Special Services Cost sheet there is a Total Monthly Cost and a Special Services Cost. We want to clarify that the Monthly cost and Special Services cost should be two separate cost? Also can the special services cost give an hourly cleaning rate or should it be a grand total amount for all required services i.e. Stripping and waxing and floor buffing? - The monthly cost and special services cost are separate. For special services a total cost should be provided for all requested services incorporating the frequency. In some of your facilities you have carpeted areas however you do not have carpet cleaning under and of your Special Services costing section of the bid. Should carpet cleaning and shampooing be a part of the special cleaning cost? - Yes, carpet cleaning and shampooing be a part of the special cleaning cost. On page 12 under special services area titled (Gym Court), it indicates the floor is to be stripped and waxed. The RFB indicates the floor be stripped and waxed. Is this the cleaning process you want to be used if not how would you like for it to be cleaned. - The awarded vendor may provide guidance for the appropriate type of cleaning service and equipment for the gymnasium court. Any changes or additions to cleaning services may only be approved by BPHC s Procurement Office. 2

3 On page 17 under location 723A and 723B and on page 28 under 112 South Hampton, it only list the Cleaning services but it has a price for Special Services Cost. Are there any special services requirements for these two locations? - Service location 723 A and 723B are not located at 112 Southampton Street. These properties only require monthly cleaning services. Any special services may be requested by BPHC on an as needed basis. During the walkthrough, it was mentioned that the pool area is going to be closed for 6 months or more. Should the cost be for the full service and if awarded, create an addendum to reflect the difference in cost? - Yes, provide the cost for the total requested initial year of service. BPHC s Procurement Office will work with awarded vendor to adjust the months of services for the pool area. During the walkthrough, it was mentioned that a Trailer would be on site at the Engagement Center in February. Would you please provide the dimensions of the Trainer and amenities within for pricing purposes? - Restroom trailer unit (three toilets, three showers, three sinks). The overall dimension of the trailer is 22 ft. X 7 ft. (140 sq. ft. / 28 sq. ft. mechanical space). On page 32 for location 209 River Street, Department: Entre Familia, it lists only 1 st floor cleaning services. Is there a second floor to this location? If so are there no cleaning services required for the 2 nd floor? - An addendum will be issued to include cleaning service for the second floor of 209 River Street. On page 34 for location 211 River Street, Department: Mom s Project, it list 1 st and 2 nd floor cleaning services. Is there a second floor to this location? If so are there no cleaning services required for the 2 nd floor? - An addendum will be issued to remove the second floor and any requested cleaning service identified for second floor of 211 River Street. On page 11 titled Total Annual Cost including Services and Supplies under Year 1 the contract start date is February 1, Am I correct that the additional 4 months, from Feb.1 thru June 30 pricing should be included in the first year? Also the annual pricing should include be one total cost for Monthly, Special Services and Supply cost combined? - The initial year includes an additional 5 months of service, totaling 17 months. Yes, monthly costs and special services must be included in the total annual cost. Per the RFB, services, supplies, and equipment must be included in the monthly and special services costs. Year two and three will each be for one full year (12 months) starting July 1 June 30. 3

4 Do you know the price for project work or can we bill separately? - The question is not clearly stated therefore BPHC cannot provide a response to this question. What is the living wage affidavit? - Any for-profit or any not-for-profit Vendor who employs at least 25 full-time equivalents (FTE) who has been awarded a Service Contract of $25,000 or more from the Boston Public Health Commission must comply with the provisions of the Boston Public Health Commission and Living Wage Ordinance which requires any such Vendors to pay at least the living wage rate to any employee who directly expends his or her time on the services set out in the contract. All Subcontractors whose subcontracts are at least $25,000 are also required to pay the Living Wage. See Boston Jobs and Living Wage Ordinance and Boston Jobs and Living Wage Regulations. What is the current living wage? - As of July 1, 2017, the living wage rate is $ What is the square footage of the building? - The requested services from this RFB are not based on square footage. Is there a minimum number of employees required per building or is that at discretion of the company? - It is at the awarded vendor s discretion to provide the necessary number of employees to perform the cleaning services requested in the RFB. What is the cost and how is the vendor chosen? - The contract resulting from this RFB will be awarded to the lowest responsive and responsible bidder. This is a one year contract with options to two year renew? The first year contract starts February 1st and ends June 30th? - The first year of the contract is expected to begin February 1, 2018 through June 30, BPHC has a fiscal year of July 1 - June 30. The initial year includes an additional 5 months of service, totaling 17 months. Year two and three will each be for one full year (12 months) starting July 1 June 30. Is this rebid for janitorial services required? - Yes, Procurement law requires a Request For Bid (RFB) to be solicited. Do the cleaning chemicals must all be green? - See page 4 of the RFB Are there any breaks in service? For example, during holidays does BPHC need service during those times? - There will not be any anticipated interruptions in service throughout the year. BPHC Programs have varying hours of requested cleaning service (see page 9 of the RFB). Are there any special services? - Yes, any property location requesting special service is indicated in the RFB scope of service. 4

5 Recognized holidays, are they in the accordance with union bargaining agreement? - The awarded vendor must comply with all hours of operations in accordance with the hours listed in the RFB. Engagement center, is the trailer here? - The trailer will be onsite at the Engagement Center on or about February 2, BPHC s Procurement Office will work with awarded vendor to adjust the cost for service. End of Questions& Responses Bidder Contact Signature: Printed Name: Title: Date: 5