11 How is this contract different from the current

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1 Date: 10/24/17 Question Deadline: 10/18/17 Answer Deadline: 10/24/17 Page 1 of 7 1 Can you bid on one section only or do we have to include both Grounds Care and Building cleaning? You may submit a proposal for one or both services. For more information, refer to page ten (10), section B4 Background Information within the RFQ document. 2 Does this project require a bid bond with the bid package? 3 Does this project require a payment/ performance bond? 4 What do you spend yearly on Grounds Care services? The Lake Worth Campus spends ~$113,000 The Loxahatchee Groves Campus spends ~$84,480 The Belle Glade Campus spends ~$16,000 The Boca Raton Campus spends ~$31,571 The Palm Beach Gardens and Historical Campus did not utilize outside vendors for Grounds Care. The scope of the RFP and past vendor contracted services are not identical. 5 Who is the current contractor conducting custodial services? 6 Is the current vendor also providing the grounds service? 7 How many years has the current contractor been the college/university service provider? C & W Facility Services. The current vendor has held their cleaning contract with the College since This company has changed their name twice since their first contract was issued. 8 What is the annual cost of the current contract? ~$1,560,468 9 What was the term and number of renewals of the current contract? Twenty-four months with three (3) one-year optional terms. 10 What additional services are currently being provided and what is the current cost of those services? 11 How is this contract different from the current contract you have in place? Additional services are paid for when requested. Floor care deep scrub & recoat $0.10/sf. Floor care strip & refinish $0.15/sf. Carpet care Host cleaning $0.25/sf. T&M rates extra janitor work $17.38/hr. Additional interior window washing $0.10/sf. Price to add new facility to contract $0.111/sf. Additional porter services to contract for $3,308/month. Grounds care services have been added to the current RFP and may be added to the new contract if so desired by College administration. There are fewer porters services required in this RFP than in past cleaning contracts. Finally, there is an increase in the square footage of the total custodial cleaning required in this RFP. It should be noted that generally the scope of services required within this RFP and resulting contract are significantly different than the existing contracted services. Therefore, companies submitting proposals should pay close attention to the requirements of this RFP as opposed to data related to

2 Date: 10/24/17 Question Deadline: 10/18/17 Answer Deadline: 10/24/17 Page 2 of 7 current services as provided in the answers provided in this communication. 12 What is your budget for custodial services annually? ~$1,661, Is there a cost associated with parking? 14 Does company have to submit a vendor application Only the selected firm will be required to submit a vendor and W-9 packet? application and W-9 packet. 15 Regarding the PREFERENCE TO FLORIDA BUSINESS (p. 7-8), how does personal property relate in context to the services provided by Vendor? This is a services solicitation and not a solicitation to purchase personal property; therefore, the Preference for Florida Business is not applicable to this solicitation and will not be included or scored by the evaluators of the proposals. Additionally, how is the preference of at least five percent (5%) reflected in the evaluation for award? 16 Section B15. Service Provider Personnel (p.17) states, PBSC is presently converting its time-clock program to During the term of this agreement, PBSC may Workday ERP software which provides accessibility to require the Service Provider s personnel may be time clocks through computer or applications for smart required to clock in and out with PBSC s own phones. The College will require that the contractor computerized time clock system. Please inform what selected for these services provide their own time clock time clock system PBSC uses and where the time system for their employees. clocks are located. 17 APPENDIX B PROPOSAL RESPONSE FORMAT has page limits for some items, are double sided pages allowed? 18 On page 21, attachment Exhibit H, is the College Existing and replacement door mats are provided by the providing the entry way mats? College. 19 Are you requesting all full time employees? The College Evaluation Committee will consider any mix of full time and part time employees as proposed by companies. The College Evaluation Committee recognizes that the benefits of retaining full time personnel in these services contracts also needs to be balanced with the cost and scheduling benefits with the placement of part time personnel. 20 Could you provide current contract pricing? What is the bill extra amount in the last year? 21 Is there any cost associated with the decal for employee parking and company vehicles? 22 Is there a designated area for golf cart/gator storage on each campus? 23 Is the hands sanitizer provided by the contractor or PBSC? Total custodial contract payment for FY 2016/17 (7/1/16-6/30/17) was $1,523, Includes base contract amount and all additional services. This includes all cleaning services payments. It should be noted that the scope of services requested within this RFP and resulting contract differ substantially from the services provided in the current and past contracts. See response to question 13. For vendor golf carts, yes. A fenced, uncovered, locked compound will be designated. PBSC

3 Date: 10/24/17 Question Deadline: 10/18/17 Answer Deadline: 10/24/17 Page 3 of 7 24 PG 38, Grounds care contractors must have a minimum of 5 years of grounds care experience for a public agency in the State of Florida, we have over 5 years grounds care experience at five colleges and universities across the country, will this suffice for this requirement? 25 Will Palm Beach State College provide grounds equipment storage at the specific campus? 26 Is the athletic field maintenance included in the grounds scope of work of the Lake Worth Campus? 27 Will Palm Beach State allow a disposal container for grounds debris? Can the debris be placed in existing containers and the contractor reimburse PBSC for the associated cost? 28 Please provide FTE enrollment and total staff by campus? 29 What was the custodial contract billing for the last full year (7/1/16 7/1/17)? Did the contractor receive an increase for the current FY? The College is requesting 5 years or more of grounds care services experience be with a public agency within the State of Florida. Experience with public agencies outside of the State of Florida will be considered (proposals with these references will not be rejected) but should be noted as outof-state experience within the proposal. At the Boca Raton, Lake Worth and Loxahatchee Groves Campuses, the College will work with the vendor to identify certain uncovered, outdoor, storage space within fenced compounds available for the successful grounds vendor to store equipment in. There will be no space available interior to our buildings for this purpose. Yes. see D4, page 38. Since PBSC still does some of the grounds care services on the three (3) sites included in this agreement, the successful vendor will need to make arrangements for the rental of their own disposal containers and will not be permitted to place debris in existing PBSC containers. FY 2016/17 FTE students: LW- 10,626 PBG- 4,713 BG-782 LG-98 (but only opened 10 weeks in spring/2016 semester-it will be more this year) BR-4,801 FY FT Staff: Belle Glade = 46 Boca Raton = 154 Lake Worth = 739 Loxahatchee Groves = 20 Palm Beach Gardens = 200 Total = 1159 See response to question 20. No, the current contract was extended for 6 months without an increase in rates. It should be noted that the scope of services requested within this RFP and resulting contract differ substantially from the services provided in the current and past contracts. 30 What is the current vendor staffing for custodial? PBSC does not retain current vendor staffing. It should be noted that the scope of services within this RFP is significantly different that the services provided in past cleaning contracts.

4 Date: 10/24/17 Question Deadline: 10/18/17 Answer Deadline: 10/24/17 Page 4 of 7 31 Does the vendor supply all consumables including PBSC s day porters and the cafeteria during the day? 32 The RFP asks for yearly washing or cleaning of fabric and non-fabric furniture. Does the District have a schedule for how they want this to be performed? Is there an estimate available of the number of pieces of furniture involved? 33 Is there the availability of grounds shop for onsite storage of equipment? 34 Who currently performs pressure washing? If PBSC personnel, do you know man hours required to perform the work? 35 How much is the acreage of pine bale mulch that must be kept at 4 inches? Can we get a bale count used last year? Same with rock beds? See B10 page 15 for porter consumables. See B9 pages 13, 14 for cafeteria cleaning. The scheduling of washing and cleaning furniture will be coordinated with respective campus based Facilities Manager. There is no estimate available for furniture quantities; the proposals and should include furniture cleaning as required within the Cleaning Schedules as provided within the RFP. At the Boca Raton, Lake Worth and Loxahatchee Groves Campuses, the College will work with the vendor to identify certain uncovered, outdoor, storage space within fenced compounds available for the successful grounds vendor to store equipment in. There will be no space available interior to our buildings for this purpose. Pressure cleaning of walkways is a combined effort of PBSC staff and current vendor and outside vendors (not necessarily the current cleaning contractor). The man hours per year to perform pressure washing is not available. It should be noted that the scope of existing services is significantly different than the services required within this RFP. There is no pine bale mulch areas on the Loxahatchee Groves Campus that are included as part of this RFP. 36 How much acreage of Wetland is to be maintained? None. 37 Will there an assessment period to review the PBSC will allow the successful vendor to review the irrigation prior to the contract start date? irrigation prior to the contract start date. 38 RFP page 47 of 52, Tab 4 requirement. Is the 250,000 Single client. square feet requirement a single client or a total of all higher education academic work? 39 RFP page 48 of 52, Tabs 9 and 10. Do you require these two items to be web-based for ease of recordkeeping and reporting? 40 RFP page 1, bullet 5. States Proposals will be opened publicly at that time. Will you announce pricing at this opening session? 41 Can we get the current Building Cleaning and Grounds Care costs per month or annualized for the current vendor/contractor broken out by individual campus locations? No, but it may be scored higher by the College Evaluation Committee. Unlike bids, requests for proposals consider multiple criteria in the evaluation process and the announcement of pricing within proposals may lead proposers to think that their proposal is unsuccessful if they do not have the lowest pricing. The College Evaluation Committee will consider pricing but won t score and award on pricing alone. All of the criteria for evaluation, scoring, and award is included in the RFP document. See response to question 20 and 29.

5 Date: 10/24/17 Question Deadline: 10/18/17 Answer Deadline: 10/24/17 Page 5 of 7 42 What is the amount of the current contract? See response to questions 20, 29 and Is there a required living wage rate? Contractors working for Palm Beach State College must be 44 What type of HOST product are you requiring? SJ or Regular? 45 Do you require any chemicals to be used when pressure cleaning to remove stains from trees, rust, etc.? 46 Does the pressure cleaning equipment need to be hot water machines and have a PSI minimum? 47 How many staff members are cleaning the current contract? in compliance with the Federal Fair Labor Standards Act. Host SJ. Only as required to remove gum. See B9 pages 13, 14. Rust removal, as required, is by PBSC. Only if required to remove gum. See B9 pages 13, 14. No minimum PSI is required by the College. This information is not available to Palm Beach State College. It should be noted that the scope of existing services is significantly different than the services required within this RFP. 48 We did not attend the meeting. Can we bid this job? Yes, however be reminded that all respondents are expected to have examined the premises and project sites prior to submitting their proposal. Failure to do so will not relieve the successful Vendor from providing any product or performing any labor or services that may be required to perform the intent of the contract. Refer to page 43, Section E2 of the RFP document. 49 How much are you paying for the grounds and bush hog services right now? 50 The manicure grounds maintenance services are for 52 weeks? 51 How many times is the bush hog service required for a year? 52 Are restrictions on the schedule or can we do the grounds service any time or any day of the week? 53 Please clarify if you are asking for a site-based grounds manager dedicated only to PBSC for all three campuses and a supervisor for each campus. Grounds work at Loxahatchee Groves Campus at the present time is a different scope than requirements of this RFP. See D4. Grounds care service vendor is required to be on site weekly to perform required work. See D14, page 40. Schedule as required to maintain vegetation between 4 and 6 inches in height. See D15 page 40, 41. D17, page 41, item j, first sentence, should be revised to read as follows, Appoint an account manager within ten (10) days after receipt of contract. D17, page 41, item j, third sentence, should be revised to read as follows, This individual must be thoroughly familiar with the requirements of this contract and shall be the main contact person for routinely daily matters. D17, page 41, item k, second sentence should be revised to read as follows, Supervisors must be on-site every time that grounds care services are provided as part of this particular contract and should be included in the staffing plans. Refer to Amendment 1.

6 Date: 10/24/17 Question Deadline: 10/18/17 Answer Deadline: 10/24/17 Page 6 of 7 54 Will we have an area or location to store grounds equipment on-site? 55 Are we bidding on only the green areas on the Loxahatchee Groves property map? The map shows in house mowing in gold around the building, parking islands and very little vendor mowing around lake and entrance in green. 56 Are the green areas outlined on the Lake Worth map correct and will PBSC continue caring for the inhouse areas? 57 Are technical and pricing responses to be submitted in separate envelopes? 58 Page 1 of the RFP states "Do not include more than one proposal per envelope", are we submitting more than one printed proposal response? 59 Is the Total Cleanable Square Feet listed on page 11 inclusive of all cleanable square footage on each campus or is it indicative of the square footage the contractor will be cleaning? Based off of Section B4. Background Information, it appears that certain square footage will be excluded from the contractor s responsibility. 60 Lake Worth Campus Is pruning the ficus hedge around the ball fields included? If so how many times a year? 61 Lake Worth Campus The turf under the ficus hedge around the ball fields is very long, how frequently is this area mowed? 62 Lake Worth Campus Is maintenance of the baseball fields included? 63 Lake Worth Campus Is maintenance of the soccer fields included? 64 Lake Worth Campus Is the area behind the pond at the Lake Worth Road entrance included? 65 Lake Worth Campus The spec calls for existing mulched beds to have the mulch refreshed. Will there be additional mulch/rock At the Boca Raton, Lake Worth and Loxahatchee Groves Campuses, the College will work with the vendor to identify certain uncovered, outdoor, storage space within fenced compounds available for the successful grounds vendor to store equipment in. There will be no space available interior to our buildings for this purpose. As shown in exhibit D, turf areas to be maintained under the grounds care services section for the Loxahatchee Groves Campus include only solid green areas along sides of east interior road, banked areas around both lakes, area from south property line north to southern lake. Total 3.74 acres. Also green hatched areas, as shown on exhibit D to be bush hogged. Total 2.96 acres. Yes. Total Cleanable Square Footage per site listed on page 11 is the total cleanable square footage the successful vendor will be cleaning on each site as part of this RFP. Exhibit A shows and list buildings to be cleaned as part of contract (in yellow) and not to be cleaned as part of contract (in grey). No see exhibit D. The frequency of the care of this area is not available. No see exhibit D. The green area shown on exhibit D, including the grounds and vegetation located east of the pond on the east side of the Lake Worth Road entrance is included in this RFP. The vendors bidding grounds care services should assume that PBSC will not be refreshing the mulch/rock in any plant bed before the start of this contract.

7 Date: 10/24/17 Question Deadline: 10/18/17 Answer Deadline: 10/24/17 Page 7 of 7 installed this fall in any of the beds that currently don t have mulch or rock? 66 Lake Worth Campus There are many different types of rock in beds and tree rings on the property. Is there a single standard you want contractor to bid? 67 Lake Worth Campus There is no mention of spraying the weeds in the turf. Is this included? 68 What is your current spend for landscape maintenance at each campus? 69 Are there changes from the current scope to the scope being bid on as part of this RFP? There is no current single standard for rock mulch in bed areas on the Lake Worth Campus. All existing beds are to be maintained with rock similar to rock located in each bed area. New beds, approved by PBSC, will be 1-1/2 to 2-1/2 tan river rock. See D5 page 39, revise fourth sentence to read as follows, Pre-emergent Herbicides are applied two (2) times per year in all plant beds and St. Augustine turf areas. See response to question 4. See response to question 11. If there are changes what are those changes by site? 70 On the Grounds Care tab in the Exhibit E Pricing Worksheet, only annual costs are requested. Should vendors also include itemized price sheets? If so, is there another price worksheet to fill out? 71 On the provided maps for grounds services, the areas highlighted by yellow that read landscape maintenance owner is not part of the service that we need to provide. In other words, we are not supposed to service all areas highlighted in yellow? Yes, and pricing should be broken down per site location. Please note, the Grounds Care tab of the pricing worksheet has been revised to include option year pricing. Please download and submit this latest version with your proposal. Itemized price sheets are welcomed and may be evaluated by the Evaluation Committee, but they are not required within the proposals. Refer to Amendment 1. Correct, the yellow highlighted areas are not included in the scope of the RFQ. Please correct me if I am wrong.