MEMPHIS-SHELBY COUNTY AIRPORT AUTHORITY MEMPHIS, TENNESSEE

Transcription

1 D QUESTIONS AND ANSWERS REGARDING REQUEST FOR PROPOSALS NO JANITORIAL SERVICES 1. What is the monthly dollar amount of the current contract? vastly different from the current contract, so pricing is not comparative. 2. I have a process of cleaning and disinfecting that is not listed on your RFP, may I add this information to my proposal and direct you to a web site that will show you more detail of this cleaning method? Please refer to Section 11 of the RFP. Please include all information within the RFP response. 3. How much is the Airport paying the current Contractor per month/year and how long has the Contractor held the Contract? vastly different from the current contract, so pricing is not comparative. The contractor is in the fifth year of the contract. 4. Are there any changes in the new Contract in comparison to the new Contract (any additions or deletions)? The specifications in the current RFP are vastly different from the current contract. 5. Would you happen to know the total square footage of the areas that the awarded Contractor will have to perform Janitorial Services, I asked because on page 10 it states that the Airport Terminal Complex is approximately one (1) million square feet and has four (4) buildings containing approximately 100,000 square feet that is used by air carriers, but on pages it lists only 288,330 total estimated square footage in the Description of Included Facilities. The Airport Terminal Complex currently is approximately 1,000,000 square feet. Construction prior to the beginning will remove the B concourse area, greatly reducing the total square feet by approximately 80,000 square feet. In addition, much of the 1,000,000 square feet is storage space and tenant space that is not a part of this contract. Please see Addendum 1 for the total square footage of the areas to be serviced. 6. Are you at liberty to share the current staffing? Or should this be a question submitted by Friday 19th? If so I would like to submit it. The Authority does not have the current contractor s staffing records. Questions and Answers Page 1 of 17

2 7. I was of the understanding that the prime had to be certified CDB by end of business day tomorrow Tuesday 1/16/2018. Is that correct? Any entity, who will be used to meet the goal, must be a certified DBE. Certification paperwork was due on 1/19/ Current provider (ISS)? The current provider is ISS. 9. Current annual contract amount? vastly different from the current contract, so pricing is not comparative. 10. Cleaning frequencies? a. Exterior windows b. Escalators and people movers (detail cleaning) c. Carpet extraction d. High dusting e. VCT strip and Wax The RFP does not list cleaning frequencies. You are required to maintain a level of cleanliness as described in the RFP in Section Why does the airport authority want a finish or sealer applied to the terrazzo? As stated in Section All terrazzo floor surfaces shall be maintained in accordance with the guideline provided by the National Terrazzo and Mosaic Association titled The Care of Terrazzo copyright Would the airport authority be willing to remove the finish from the terrazzo and have the terrazzo cleaned and polished as a stone floor surface, which is the correct process for terrazzo? You may propose the above process as an alternate for the Authority s consideration. 13. On site Lift storage, scissor lift and boom for exterior windows? The Authority does not have storage space for lift storage, scissor lift, or boom. Questions and Answers Page 2 of 17

3 14. Office Cleaning M-F 7am 3:30pm (how many times per day) The RFP does not list cleaning frequencies. You are required to maintain a level of cleanliness as described in the RFP in Section Living wage (2013 RFP list $10.00 to start with $0.50 raise after six months) Shelby County Living wage? There is no wage requirement. 16. Is there a shift differential in pay rate? Each company sets their shift differentials. 17. Supplies, will airport be purchasing / supplying any supplies? (RFP refers to ownership of, not purchase of) The Authority supplies hand soap, roll-paper towels, multi-fold hand towels, toilet seat covers, baby changing liners, and toilet paper to the contractor. 18. Infrastructure fees (2013 RFP listed fees for phone, internet and fax, 2017 RFP does not)? Please refer to Section Office space, will the airport supply on site office? Please refer to Section Bus stops, how many? Currently there are 7 bus shelters for a total of 940 square feet. 21. Guard Booths, How many? The number of guard and cashier booths can fluctuate (Section ). Total current square footage is 400 square feet. 22. Exterior sidewalks, pressure cleaning of sidewalks was mentioned in the walk thru, but is not listed in the RFP. Please clarify. Questions and Answers Page 3 of 17

4 There are 6 sidewalks, 3 on the upper level and 3 on the lower level. They extend from pet relief area on the east side of the Terminal Buildings to pet relief area on the West side of the Terminal Buildings. These areas are to be pressure washed quarterly and more often if needed. A drawing showing the specific areas will be available no later than January 31, The Authority will a link to the drawings to everyone who attended the mandatory pre-proposal meeting. 23. Is The Rental car center included in this RFP? The restrooms in the Economy Parking Structure (Section 10.3) are the only areas covered by this contract. 24. As it pertains to the renewal process, does the oblige have the ability to NOT renew the contract? The surety is stating the it is not clearly spelled out in the contract and is asking for clarification.? See Section 20, then subsection 3 of the RFP. The Authority in its sole discretion reserves the option to renew the contract. 25. What is the monthly billing for the current subcontractor? vastly different from the current contract, so pricing is not comparative. 26. What methodology is the MEM utilizing to determine that the 35% threshold is being met? The methodology is in accordance with FAA 49 CFR Part In the RFP (pg 65, Item ) you ask about receiving service requests using an asset management system. Can you please tell us what system MEM is currently utilizing and if MEM has a preference as to which system is utilized? The Authority currently uses Maintenance Connection. The Authority will coordinate with the contractor on how the service requests are received by the contractor. The Authority does not have a preference for the Asset Management System the contractor uses. 28. Do to ACA requirements is the airport authority allowing part-time employee work force? Or are you restricted to full time only? The contractor must follow all federal, state, and local laws. Questions and Answers Page 4 of 17

5 29. I have another question. I was looking over attachment B-G and starting on page 17 under the Item column area and under the Units column it lists the number of square feet for each of the listed area all the way up to page 26. I calculated the total of all of the square footage and came up with a total of 389,402 square feet. Is this the total number of square footage that the awarded Janitorial Vendor will have to perform Janitorial Service? There are additional areas that are not in the Terminal Building square footage breakdown. You are correct the total square footage for the Terminal Building is 389,402. Please see Addendum 1 for the total square footage and locations the contractor will be servicing. 30. Will the MSCAA allow electric carts to be utilized in the concourses? No. 31. On page 29 of the RFP under Office Space TSA 2,513 sq. Please specifically identify where this space is located, provide a floorplan and scope of services. The space referred to as TSA is the Terminal B and Terminal C checkpoints. The scope of services is the same as all other similar terminal and concourse spaces. The times this area is to be serviced is subject to TSA needs. 32. Is the successful bidder able to change out the paper towel/soap/toilet dispensers at their expense? No, the contractor will not be allowed to change the dispensers. 33. It was shared with us at the meeting that you have 2.5 million passengers a year come through. If more destinations or carriers are added which would increase the passenger flow. Is the company awarded the contract permitted to ask for an increase? No, unless there is an increase or decrease of 20% or more from the current 4.2 million passengers per year. 34. Do most staff use public transportation? The Authority does not have this information. 35. Is there an assigned spot to park a company vehicle provided to vendor at no charge? The Authority will provide one parking space at no charge in the Authority s short term parking structure. Questions and Answers Page 5 of 17

6 36. Employee Parking, does the vendor pay the employees parking? Please see Section How many employees have a parking pass paid by contractor, just ball-park estimate? This is a constantly changing number. The Authority does not consider the current number relevant to the new contract. 38. Terminal B is going to close for construction, are we to exclude Terminal B Concourse from the staffing & pricing? B Concourse has been excluded from the total square footage. Please see Addendum 1 for the corrected total square footage. 39. Has the Terminal B Concourse been excluded from the 288k square footage? B Concourse has been excluded from the total square footage. Please see Addendum 1 for the corrected total square footage. 40. Has MEM developed a budget for 2018 or 2019? If so, what is it? This question is not relevant to the clarification of the specifications. The Authority will develop its budget once the winning proposer has been selected. 41. Would the Airport like to hear about different Terrazzo Care programs used at other Airports? Can a new process be proposed in our response? You may propose a new process as an alternate for the Authority s consideration. 42. RFP pg. 63, Local Address if we do not have a current local address but intend on opening one if awarded the contract, what do we place here for this answer, simply N/A at this time? Yes, your answer is N/A. 43. Pg 15 Local Preference- Will local companies be given a preference? If so, what is the percentage advantage? Please click here for our local preference policy. Questions and Answers Page 6 of 17

7 44. Does the city know the current contract staffing, can it be shared? The Authority does not have this information. 45. What is the last full year contract pricing? vastly different from the current contract, so pricing is not comparative. 46. What is the latest available full month price? vastly different from the current contract, so pricing is not comparative. 47. Is there a current wage ordinance? If so what is the amount? There is no wage requirement. 48. Is offering employees benefits mandatory? The contractor must follow all federal, state, and local laws. 49. How many employees do the current Prime and Subcontractor have employed? The Authority does not have this information. 50. How much was the current bid awarded for and was there any additional increases during the contract? vastly different from the current contract, so pricing is not comparative. 51. Re: RFP , What is the current cleaning services provider being paid monthly for janitorial services? vastly different from the current contract, so pricing is not comparative. Questions and Answers Page 7 of 17

8 52. Re: RFP , May we please have a list of all equipment currently used for janitorial services? vastly different from the current contract, so equipment is not comparative. 53. Re: RFP , May we please have the total dollars spent in the last three months for supplies? The Authority does not have this information. 54. Re: RFP , Are international flights included, and, if so, to what extent? Yes, the international arrival area is included on an as needed basis. The price will be negotiated with the successful respondent. 55. Re: RFP , What percentage of the Memphis International Airport is cleaned? The total square footage to be cleaned is 462,005 as shown in the table in Addendum How many cleaning contractors currently provide cleaning services for the Memphis International Airport? Only the incumbent contractor and subcontractor provide services for the Authority. The Authority has no information available for the number of contractors employed by our tenants. 57. What percentage of Memphis International Airport does each cleaning contractor clean? The Authority does not have this information. 58. What are the current cleaning services providers (for the other areas of the Memphis International Airport) being paid monthly for janitorial services? The Authority does not have this information. 59. RFP , Are Snack Shops, Retail Areas, etc. included in the areas to be serviced? Questions and Answers Page 8 of 17

9 No, the individual tenants are responsible for their areas. 60. RFP , What are the main areas outside the entry doors included in the janitorial services? Sidewalks in front of the building. Servicing this area includes pressure washing the sidewalks quarterly or more often if needed, emptying trash cans and ash urns, cleaning glass doors and gum removal. A drawing showing the specific areas will be available no later than January 31, The Authority will a link to the drawing to everyone who attended the mandatory pre-proposal meeting. 61. RFP , How frequently must outside windows be cleaned? The Authority does not define frequency of cleaning. Please see Sections and for glass cleaning standards. 62. RFP , Who currently cleans the outside windows? The current contractor, ISS cleans the outside windows. 63. RFP , What supplies, if any, are supplied by the Memphis Airport Authority? The Authority supplies hand soap, roll-paper towels, multi-fold hand towels, toilet seat covers, baby changing liners, and toilet paper to the contractor. 64. RFP , Because of the significant number of dollars involved, can payment terms be modified to twice/month billing on the 1st and 15th of the month? No, the Authority requires monthly billings. 65. RFP , After the contract is awarded March 15, if a number of badge requests are submitted April 1, when will the badges be available? The typical time for obtaining a badge is approximately two weeks; however, on occasion it may take longer based on factors beyond the Authority s control. 66. RFP , If the proposed uniform is presented to the Authority by March 16, will it be approved by April 1? Yes. Questions and Answers Page 9 of 17

10 67. RFP , Will the winning contractor's badges automatically secure parking for the new cleaning employees? The contractor must request parking access, submit payment, and parking will then be available when the badge is issued. 68. RFP , What steps do new employees take to properly enter airport property and secure an approved parking place? The contractor must apply for a badge, request parking, and submit payment. Parking will then be available when the badge is issued. 69. RFP , Will cleaning contractors be notified about the date and time of the weekly cleaning inspection? Please see Section 13.1 of the RFP. 70. RFP , How will cleaning contractors be notified about the date and time of the weekly cleaning inspection? Please see Section 13.1 of the RFP. 71. RFP , If a cleaning contractor consistently performs well (above 80%) on the weekly inspections, how is the 5% incentive bonus paid to the contractor? The bonus will be paid on the closest monthly bill after the quarterly inspection. 72. RFP , In the eyes of the Memphis Airport Authority, what type of work or work situations constitute "extra billing" (billing above that of the normal cleaning contract billing)? Any work not covered in the contract would constitute extra billing. 73. RFP , May we please have a highlighted, large scale map(s) of all areas to be cleaned; maps illustrating all levels of the Memphis International Airport that are to be serviced. Maps will be available no later than January 31, The Authority will a link to the maps to everyone who attended the mandatory pre-proposal meeting. 74. RFP , Is there a security kennel to be cleaned? If so, what are the cleaning responsibilities in that area? See Section for Service Animal Relief Area. Questions and Answers Page 10 of 17

11 75. RFP , When receiving supplies, are there any special steps to take? What are the rules regarding transporting supplies to the various supply closets throughout the airport? Supplies entering the Airport Operations Area and/or Sterile Area will be inspected. 76. Is this a union or non-union contract? The Authority does not have this information. 77. Contract Is 1 year with 2 (one year) option, could this contract be extend to 5 year contract? No, the timing of this contract coincides with the completion of the Authority s Terminal Modernization plan. A new RFP will be issued at that time. 78. Exterior windows for 2 story buildings. Is it cleaned by in house or city? The contractor cleans all exterior windows. 79. Who is in charge of parking lot cleaning? Bill The Authority is responsible for cleaning the parking lot areas, however there are some office spaces and restrooms that are the responsibility of the contractor. 80. Police area frequency and hours? The RFP does not list cleaning frequencies. The contractor will be required to maintain a level of cleanliness as described in the RFP in Section 11. Please refer to Section 10.2 in Addendum 1 for the hours these offices are available. 81. Bill 82. Page 30 total sqft states 288,330 sqft and on attachment G total sqft states 389,402 sqft. Which total sqft is correct? The total square footage to be cleaned is 462,005 as shown in the table in Addendum 1. The total from Attachment G is for the Terminal Building only. There are outlying buildings and offices that are not included in the tables in Attachment G. Page 71 Does the total annual labor cost include p/r tax, workers comp, liability insurance and benefits (vacations, holidays, sick day and etc.,? Questions and Answers Page 11 of 17

12 The labor cost should include all costs. 83. Restroom supply list does not include: Can liners, who is to provide, if the vendor is responsible, can we get the sizes and cases quantities being used monthly? Who provides Urinal deodorizers? Fragrance sprayers are the being used, if yes who supplies? Can liners are supplied by the contractor. The Authority does not have information regarding quantities. Urinal deodorizers/fragrance sprays are not allowed. 84. Will MEM airport provide a Performance Bond Form? Or will they accept the Surety s generic performance bond form? The Authority will not provide a Performance Bond form. A bond form provided by the Surety is acceptable. 85. If a DBE resided in Shelby County, would the partnership meet the Local Business preference? Please click here for our local preference policy. 86. Requirements # /3/4 asked to detail 3 contracts and to provide their reference contact information. Can these 3 references be the expanded from the 4 reference requirement of #15.4.1? The proposer may expand the information from the requirements in Section The expanded information must be provided under Tab D. 87. Requirement # asked for a timeline. Is this the same as the transition plan requirement in requirement # ? 15.7PPlease provide a timeline for implementing the transition plan. ct. 88. Requirement # asked an org structure and level of staffing. Is this the same as requirement # ? Under Requirement , the proposer should provide a high level organization chart of the company, not just those involved directly with this contract. Under requirement , the proposer should provide an organization chart of the staff directly involved with this contract including resumes. 89. In Tab F, you have a 12-page maximum requirement. This section includes the staffing and transition plans which could take up several pages. Would you consider removing them from the page count? Questions and Answers Page 12 of 17

13 The Authority believes 12 pages should be sufficient to cover the information required. 90. The current Contractor that has the Memphis - Shelby County Airport Janitorial Services contract, is their contract on a scaled back area of the Airport facility, in other words; are they currently cleaning all of the cleanable square footage of the Airport or are they cleaning the same amount of square footage that the new Contract consist of while under the Modernization phase? This question is not relevant to the clarification of the specifications. 91. Also, can we have the Bid Tabs or Bid Proposal info from the current Janitorial Contractor showing how many employees that they are currently staffing the Airport with for the current Janitorial Services Contract? vastly different from the current contract, so pricing is not comparative. 92. I was ing because I was able to locate and download the Attachment A and Attachments B-G on the Fly Memphis Airport website for RFP Janitorial Services, but the sign in sheets for all of the Vendors that attended the Mandatory Pre-Proposal Meeting was not on the site. I was wondering if the sign in sheets would be posted any time within the next couple of days or so. Sign-in sheets were ed to everyone who attended the mandatory pre-proposal meeting. 93. In the Bond section please define what the Authority wants to see in the bond amount section. Do you want 5% or should we be leaving this blank so we can fill in an actual dollar amount, please? The proposer fills in the amount. The Proposal Bond amount should be either 5% of the first year price of the contract or $10,000 whichever is greater. 94. Attachment A on the MSCAA website, indicated in RED shows the end of concourse B to be cleaned, please explain expectation to clean this space during construction. (Please see attached for clarification). Yes, the international arrival area is included on an as needed basis. The price will be negotiated with the successful respondent. 95. Regarding Attachment C-Gate Schedules, how do these numbers translate into the estimated customer traffic anticipated after the closure of Concourse B? How many Airport employees should we plan for? The gate schedule shows the available number of seats for each concourse. Contractor is responsible for staffing. Questions and Answers Page 13 of 17

14 96. Please clarify the Authority s expectations for what areas the vendor is responsible for. a. It is our impression from the pre-bid meeting that all of Concourse B will be closed off during the term of the contract leaving only Concourses A and C (and the terminals) to be serviced. Is this correct? b. Please clarify the vendors responsibilities with regards to retail spaces, food service spaces, and airline club spaces. c. Please clarify vendor responsibilities with regards to areas behind ticket counters and the offices behind the ticket counters. d. Please clarify the area of responsibility for exterior cleaning/policing. e. Are any of the office spaces located on the Mezzanine, lower and main levels of the Airport excluded from the contract? f. No specific mention is made of Baggage Claim area, restrooms and offices located on this level. Is this included in the RFP? g. Please clarify vendor responsibility with regards to the TSA security checkpoints (passenger screening area before admittance to the concourses). h. Please clarify vendor responsibility with regards to Authority Break Rooms in the Ramp areas. I.E. will vendor be responsible for cleaning appliances (microwave ovens), and/or emptying refrigerators, and cleaning dishes? i. Please clarify vendor responsibilities for cleaning loading bridges. During pre-bid meeting we were told they would not be part of the RFP, however, they are listed in attachments B-G. a. Correct b. Contractor is not responsible for these areas. c. Contractor is not responsible for these areas. d. A drawing showing the specific areas will be available no later than January 31, The Authority will a link to the drawing to everyone who attended the mandatory pre-proposal meeting. e. Please see the Revised Section 10.2 in Addendum 1. f. Yes, the Baggage Claim area is included in this RFP. The square footage is included in the Terminal square footage in Revised Section 10.2 in Addendum 1. g. The scope of services is the same as all other similar terminal and concourse spaces. The times this area is to be serviced is subject to TSA needs. h. No i. The loading bridges owned by the airlines are the responsibility of the airlines. The Authority owns approximately 11 loading bridges. The airlines using those bridges are responsible for cleaning the bridges, however, from time to time the Authority may request the contractor the assist with cleaning of the Authority owned loading bridges on an as needed basis, please see Section for specifications. The price for this service will be negotiated with the successful respondent. 97. Please confirm the charges for parking. The RFP states $36.00 per person, per month. Handouts provided during the pre-bid meeting indicate the cost at $30.00 per person, per month. a. Is the Fee associated with a vehicle, an individual, or vendor staff count? The parking fee is $36.00 per person, per month. The fee is assessed for each person with access to the parking facility. Questions and Answers Page 14 of 17

15 98. What space will be available to the vendor for storage of equipment and supplies? a. Where will this space be located? b. Will it be secured? Please see Section The contractor shall be responsible for securing the space. 99. Please confirm that the vendor is responsible for supplying the following consumable/disposable items a. Waste receptacle liners both large and small b. Feminine hygiene 1. Liners for receptacles 2. Products for existing dispensers c. Air fresheners are listed on the pricing forms without a count of units. Are these units present in the airport restrooms? (none were noticed during the walkthrough but may have been missed due to discreet location placement) a. Yes b. 1. Yes 2. No c. Air fresheners are not to be used under this contract Please confirm fees for ID badges, those listed in the RFP differ from the amounts listed in the handouts received during the pre-bid meeting The price shown in the RFP is the correct price If there is a change in the federal minimum wage, state wage or local prevailing wage or medical coverage laws; will MEM consider pricing changes based on these item(s)? The contractor has the ability to build in wage increases on an annual basis. Should there be some legislation requiring a significant increase in wages, the Authority would be agreeable to negotiating a change in the contract price Pg 71, column B Annual Cost Supplies, are supplies defined as our chemicals and materials to perform cleaning services? Not consumable supplies such as toilet paper, trash can liners, restroom soaps, etc, - these items are supplied by MEM, correct? The Authority supplies hand soap, roll-paper towels, multi-fold hand towels, toilet seat covers, baby changing liners, and toilet paper to the contractor Want to confirm that if we find and select a DBE and include them in our proposal, we do not have to show the entire good faith process, correct? If you can meet the required goal with a Certified DBE subcontractor, then there would not be a need to show good faith efforts. Questions and Answers Page 15 of 17

16 104. How many employees and managers currently maintain the facility for janitorial services? a. Do you find the current number of labor support sufficient? The Authority does not have this information Is window cleaning services (high-cleaning) included in the janitorial responsibilities or is this a separate service? All window cleaning is the successful respondent s (contractor s) responsibility Is there any equipment owned by the airport available for use by the contractor? The Authority will not furnish any equipment Will the contractor be responsible for maintaining cleaning services for areas under reconstruction? No Will the contractor be responsible for construction cleaning? No Is there a dedicated office/breakroom for the contractor s employees and management team? Phil Yes, the break room and office space is located under gate C22. A link to the drawing showing this area will be available no later than January 31, The Authority will a link to the drawing to everyone who attended the mandatory pre-proposal meeting Will the cleaning of the parking garage be included in janitorial responsibilities? The contractor will be responsible for only the restrooms and office spaces in the Economy Parking Structure. The Authority cleans the common areas Will the Memphis Airport Authority provide supplies such as toilet paper, paper towels, trash liners, soap, etc.? Questions and Answers Page 16 of 17

17 The Authority supplies hand soap, roll-paper towels, multi-fold hand towels, toilet seat covers, baby changing liners, and toilet paper to the contractor. Questions are listed as submitted, company names are withheld Questions and Answers Page 17 of 17