ADDENDUM NO. 1 CITY OF FREDERICK PURCHASING DEPARTMENT 111 Airport Drive East Frederick, MD (301)

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1 July 9, 2015 TO: All Potential Bidders SUBJECT: Bid FY16-E Custodial Cleaning Services RE: Addendum #1 consisting of Meeting Minutes, RFIs and City Responses, Bid Updates and Clarification, Revised Bid Form, Floor Plans, Pre-Bid Sign-in Sheet This addendum is made part of the solicitation documents to the same extent as though it was originally included therein. In the event of conflict with the original contract documents, the addendum shall govern over all other contract documents to the extent specified. Subsequent addendums shall govern over prior addenda only to the extent specified. The bidder shall be required to acknowledge receipt of the informational addendum by signing the addendum and including it with the bid. Failure of a bidder to include a signed informational addendum in their bid shall deem their bid non-responsive, however, the City may waive this requirement if determined to be in its best interest. The City will not be responsible for any other explanation or interpretation made verbally or in writing by any other city representative. We look forward to receiving your bids. Sincerely, THE Kandi Fullerton, CPPB Purchasing Manager 1

2 ACKNOWLEDGEMENT OF ADDENDUM #1 The undersigned acknowledges that Addendum No.1 for Bid FY16-E has been received by the undersigned and will be incorporated in all copies of said solicitation in the possession of the undersigned. It is understood that all bids submitted in response to this project will be presumed to be based upon full knowledge of the contents of Addendum No. 1. (Company Name) (Signature-Authorized Official) (Title) (Date) IMPORTANT NOTE: Please sign and date this Acknowledgement of Receipt and return via facsimile or to The City of Frederick, Purchasing Department at (301) , Attention: Ms. Kandi Fullerton or 2

3 PRE-BID MEETING MINUTES July 1, :00 am at DPW Project: Bid No: Custodial Cleaning FY16-E Attendees: Kandi Fullerton City of Frederick Purchasing Manager Keisha Brown Judi Arnold Eva Cosner Prospective Bidders City of Frederick Purchasing Administrative Assistant City of Frederick Facilities Manager City of Frederick Operations Support Services Supervisor See sign-in sheet issued by City of Frederick A. Comments by Purchasing 1. This is a non-mandatory pre-bid meeting and site visit for all interested parties. 2. All questions pertaining to this solicitation (not presented in this meeting) shall be sent to Kandi Fullerton in writing. She may be reached via kfullerton@cityoffrederick.com or fax at , with being the preferred method. 3. All addendums pertaining to this solicitation shall be posted on the City of Frederick s Purchasing website; 4. Minutes of this meeting and responses to submitted RFI s will be part of an addendum which should be issued by 7/9/15. The meeting sign-in sheet will be posted to the Purchasing website today. 5. Last day for questions prior to the submittal date is 7/10/15 by 3:00 p.m. 3

4 4 ADDENDUM NO This is a City-funded contract so there is no percentage or set aside, but due diligence in attempting to include DBEs must be shown. We encourage the use of Frederick County Workforce Services and their information is in the bid packet. 7. All forms in the bid package must be completed in their entirety and returned. 8. The bid opening will be 7/16/15 at 2pm in this building. 9. This is not an all or nothing contract. The City reserves the right to add or delete locations at any time. B. Comments by Facilities Eva advised there are some minor changes to the Public Works facility, which will be addressed in the addendum. She will be the point of contact for the DPW facility. Judi is the project manager and main point of contact for all the other facilities. She stressed that the Marc Train station is utilized by the public the most and we need to ensure that it is clean and stocked. The supplies for Marc are delivered to City Hall and cleaning staff are to take them to the station. The station is to be cleaned twice a day, five days a week (Monday-Friday), except holidays. The morning cleaning should be around 8:30am and the afternoon around 3 pm. The only thing we do along the track is empty the trash. Sweeping is done around the exterior, but not along the track. All other facilities are cleaned three times a week. Supplies can be ordered at any time and you ll have them in a day or two. Don t wait until stock is too low. If you are planning a Sunday cleaning for City Hall or the Annex we can be more flexible with the time. However, the schedule you submit is to be stuck to consistently. The Municipal Office Annex and City Hall must begin at 5 am. Log books will be available at Public Works, City Hall and the Annex. Record any issues (slow leak clogs, areas unable to clean, etc.). Should you see a cracked toilet, sink faucet continually running, etc., you would contact our communications department immediately as well as the Facilities Manager. A personnel list must be submitted and we are to be made aware of any changes immediately. Please notify your staff that there are cameras in the facilities which we periodically review. Your staff must wear some form of identification like a logoed polo shirt or badge. There will be a keypad code or swipe card provided for entry into the Annex. You will be given a key and code for City Hall. Public Works is staffed 24/7.

5 C. Questions Question: For stripping and waxing, will the furniture be moved at DPW? Answer: Part-time staff has done so in the past and it could be done as long as we have sufficient notice. Q: Can floor work be done over the weekend at DPW? A: Yes it can be done on weekends for DPW, the Annex and City Hall. Q: Is DPW work to begin at 5am? A: We are flexible with the time as long as it s a consistent schedule and not on consecutive days. Q: How many custodians work currently at DPW? A: None. We utilize part-timers and/or staff cleans their own areas. Q: How long should be spent at the Annex and City Hall? A: It would depend upon the number of staff you are using. Approximately a couple hours with three or so people would be an estimate. There are no time requirements, but all the tasks need to be completed. The Annex opens at 7am and City Hall at 8am. It s ok to go a little past these times as long as work is not being done in public areas. Q: Do any of the facilities need deep cleaned before starting? A: The contractor would need to bring them up to a standard of cleanliness. A line item for initial cleaning will be added to the bid form. Q: Are POs to be done for stock or just straight communication with the points of contact? A: Communicate directly with Judi or Eva. There are forms you can utilize for ordering. D. Site Visit No questions are to be asked or answered during the site visits. Record them and send in writing to Kandi. With no further questions, the meeting concluded at 10:30am and the group began their site visits. End of Meeting Minutes The preceding constitutes the Purchasing Admin s understanding of the meeting. If clarification is required on the content presented herein, please notify Kandi Fullerton in writing within three working days of receipt of these minutes. 5

6 Updates to Bid Document: ADDENDUM NO. 1 Section 2.06 and all subsequent mentions of schedule: Add 3 x Per Week: Work to be performed three times in a seven day period. Section 3.1 City staff may relay information from the log book to the Facilities Manager or their designee. Section 3.8 Add to list of contractor s materials furniture polish Add Storage: Equipment that is not removed from the facility is to be stored only in designated areas as determined by the Facilities Manager or their designee and communicated to the contractor. Section 3.9 A copy of the report shall be provided weekly to the Facilities Manager or their designee. Section 3.12 A Material Safety Data Sheet (MSDS) must accompany all cleaning agents that are utilized by the awarded contractor resulting from this bid. Section 4.2 Project #4 - See Updates in italic below. Section 4.3 Suggested Time for Public Works: As early as 4 am for morning cleaning, but flexible as long as a consistent schedule is set. PROJECT #4- DEPARTMENT OF PUBLIC WORKS 6 Schedule of Duties Entrances/Lobby Area/Offices/Training Room 3 x per week

7 a. Vacuum carpeted floors b. Sweep or vacuum (with appropriate equipment) tile floors c. Spot clean carpet as needed with approved cleaner / spot removal d. Empty wastebaskets, replace bag liner if ripped, soiled or wet e. Dispose of refuse in a designated outside dumpsters f. Empty cigarette containers in outside designated smoking areas g. Wet mop during winter months (1 x per week in spring, summer & fall) Not between the hours of 7am and 3pm h. Clean glass entry/exit doors i. Clean glass doors and interior windows in Communications office j. Empty exterior waste cans; replace liners k. Clean and sanitize all drinking fountains (2 in hallways) and ice maker Weekly a. Dust accessible areas on desks, window sills, bookcases / other wood furniture (unless obstructed with items such as books, file trays, pictures, etc.). If a specific day is designated for this task, staff can remove most obstructions. b. Sweep exterior landing Monthly a. Clean all doors, including entry doors & metal kick plates b. Dust pictures / wall items with feather duster c. Clean all air conditioning registers and air return vents Kitchens 3 x per week a. Wipe down kitchen tables and counter surfaces. b. Clean & sanitize all kitchen counter surfaces c. Sweep floors d. Replenish paper products and air fresheners e. Empty waste cans, replace liners as needed f. Dispose of refuse in a designated outside dumpsters g. Wet mop floors with approved products Weekly a. Sanitize hard surface chairs Monthly 7

8 a. Wipe down top & front of refrigerators, microwaves, and vending machines (front only) b. Wipe cabinet doors c. Clean refrigerator interior. (Advance notice must be given.) d. Clean all air conditioning registers and air return vents e. Clean all doors, including entry doors & metal kick plates Restrooms & Locker Rooms 3 x per week a. Clean and sanitize all surfaces (sink basins, toilets, urinals, countertops) b. Sweep and wet mop floors with approved products c. Clean showers (locker rooms) and floor drains to be free of mold/mildew/hair/ soap residue, etc. d. Clean soap dispensers / bar soap holders e. Empty waste cans, replace with new can liner f. Dispose of refuse in a designated outside dumpsters g. Replenish product supplies such as hand towels, toilet paper, hand soap, seat protectors, air fresheners, etc. h. Clean mirrors i. Sanitize door handles and push plates Weekly a. Empty sanitary boxes in ladies rooms. Monthly a. Polish all chrome and stainless steel with appropriate cleaners b. Clean stall partitions walls c. Wipe waste can exterior d. Flush floor drains with water and deodorizer e. Locker fronts and tops f. Use anti-clogging product in urinals (Banish provided by CoF) one (1) time a month for urinal and pipe maintenance or more frequently as needed and mutually agreed upon by CoF and cleaning crew. g. Clean all air conditioning registers and air return vents. h. Clean all doors, including entry doors & metal kick plates Post facility tour clarifications for Public Works (DPW): In offices that are cluttered with boxes, flowers, papers, etc., the expectation is to clean only accessible space. 8

9 Showers that have supplies stored in them do not need to be cleaned. Showers that are accessible 1 x week shower cleaning is sufficient, unless there is evidence of recent showering. Cleaning days and times are flexible other than 7am-3pm during business hours; but not consecutive days. [Example: Sunday, Tuesday and Thursday would work.] Building C Mechanic shop clean one office (space that is accessible), two (2) locker rooms, and small tiled hallway where the locker rooms are. Building E-1 Grounds and Building Maintenance Clean 4 offices, large locker room and the ladies locker room. Clean all of the hallway space between the entrance door on the right of the building to the locker room and up to the large work room. Building D Clean restroom only. If hallway corridor is cleared of clutter and is accessible, then sweep & mop all one time a week. Building A Two kitchens, two (2) public restrooms, nine (9) locker rooms, all offices including three (3) in the purchasing/warehouse space. No access is allowed in the actual warehouse. Side glass doors should be cleaned 1 x week (more often if needed). Front lobby doors and foyer glass doors only as high as able to reach. [Window washing crew comes two times a year.] Additional RFIs: Scott Coolahan Account Executive office cell fax scoolahan@multicorpmd.com 9

10 Is sales tax to be included in the pricing or should we bill separately after performing the work? Please see page 4 of the solicitation. City Response: The contractor is responsible for paying all taxes they owe. The City is tax exempt. On page 36 of the solicitation are the restrooms included in the estimated square footage for each building? Is there any annual project work required in the restroom spaces? City Response: Yes, the restrooms are included in the estimated square footage. Yes, the floors of the restroom would be stripped, scrubbed, rinsed and waxed annually at City Hall and Municipal Office Annex. 10