03_Addendum_3_32A0605_-_Q_A.pdf

“Improving lives and communities through transportation”

DEPARTMENT OF TRANSPORTATION

ADMINISTRATION

DIVISION OF PROCUREMENT AND CONTRACTS

1727 30th STREET, MS-65

SACRAMENTO, CA 95816

PHONE (916) 227-6000

TTY 711

https://dot.ca.gov/programs/procurement-and-contracts/

December 13, 2024

ADDENDUM THREE (3)

INVITATION FOR PRICE QUOTE (IFPQ) #32A0605

JANITORIAL SERVICES IN LOS ANGELES COUNTY

A Price Quote Proposal for this work shall be submitted with the full understanding of this Addendum. The revisions declared in this addendum, are an essential part of Invitation for Price Quote (IFPQ) package.

Question and Answer

Question 1:

How many bathrooms are there in each building?

Answer 1:

Admin building has two (2) restrooms and one (1) shower stall. Shop Facility six (6) restroom’s and two (2) have one (1) shower stall and one (1) has two (2).

Question 2:

Are there standard sizes for the replacement of trash bins when need?

Answer 2:

Seven (7) gallon capacity.

Question 3:

For the once per month services, what area(s) require carpet extraction or is this service as needed?

Answer 3:

There are nine (9) admin office areas of approximately 1248 square feet (sq ft) total, once per month carpet care like vacuuming and spot cleaning, twice per year carpet extraction cleaning.

Question 4:

The scope of work mentions the use of a spray buffing machine once a month. Could you confirm that this is indeed a once-a-month task?

Answer 4:

Floor care, “spray buff” will be removed from frequency, Damp Mop will be required once per month and as needed. Refer to IFPQ, Attachment 4, Proposed Form of Agreement, Exhibit A, Revised Scope of Work and Revised Attachment 2, Janitorial Services Duty Frequency.

http://www.dot.ca.gov/dpac/ http://www.dot.ca.gov/dpac/

Question 5:

For the once per month services, what area(s) require spray buffing?

Answer 5:

Admin building and Shop offices, kitchenettes, crew rooms, parts department warehouse staff areas, hallways and “Spray buff” refer to answer 4.

Question 6:

Does the janitorial closet allow room for storage of items required to provide monthly window washing services?

Answer 6:

Yes, there is a total of three (3) janitorial storage areas.

Question 7:

For the twice per year services, what area is required for the tile stripping and refinishing?

Answer 7:

Admin building only, 2866 sq ft approximately.

Question 8:

Will Caltrans be providing the batteries for automatic dispensers?

Answer 8:

Yes.

Question 9:

What is the square footage of the area(s) to be serviced?

Answer 9:

Equipment Repair Area is approximately 5,000 sq ft.; Parts Department Warehouse is approximately 1,290 sq ft.

Question 10:

How many restroom fixtures (toilets, urinals, sinks) do we clean in each restroom?

Answer 10:

All restroom fixtures including hallway sinks.

Question 11:

How many showers and locker rooms do we clean in each building?

Answer 11:

Admin building one (1) Shower, Shop area has four (4) showers and three (3) restroom/locker rooms.

Question 12:

How many persons report to work in each building each day?

Answer 12:

Approximately 30 personnel. Caltrans will supply products like, toilet tissue, paper towels, hand soaps, urinal tabs and dispenser batteries upon request. Trash liners not included.

Question 13:

Does "weekly" service mean that the janitorial tasks are to be performed only one day per week (e.g., Mondays only for weekly), or should services be distributed across multiple days during the week?

Answer 13:

Restroom floors, toilets, sinks and urinals shall be cleaned 3 times a week, Mondays, Wednesdays, and Fridays.

Question 14:

Could you confirm if payment terms are net 30?

Answer 14:

Payment is Net 45 upon receiving an undisputed invoice and certified payroll report (CPR). Please refer to IFPQ, Attachment 4, Proposed Form of Agreement, Exhibit B, Budget Detail and Payment Provisions.

Question 15:

Is the monthly inside and outside window cleaning limited to the lobby area?

Answer 15:

No. All inside and outside windows in administration building and specified shop offices and parts department offices.

Question 16:

Can you please provide the current daily hours the cleaning service operates for each building?

Answer 16:

Please refer to IFPQ, Attachment 4, Proposed Form of Agreement, Exhibit A, Scope of Work.

Question 17:

Who is the current contractor?

Answer 17:

This is a new contract, therefore, there is no current contractor

Question 18:

What is the current contract amount?

Answer 18:

This is a new contract, therefore, there is no current contract amount.

Question 19:

What is the current budget your agency has for this project?

Answer 19:

$200,000.

Question 20:

What is the do not exceed amount for this contract?

Answer 20:

Please refer to the IFPQ solicitation package.

Question 21:

What is the term of the current contract?

Answer 21:

Please refer to IFPQ, Attachment 4, Proposed Form of Agreement, Exhibit A, Scope of Work.

Question 22:

Is there additional locations or scope of work added from the previous contract?

Answer 22:

No. This is a new contract.

Question 23:

What is the FREQUENCY, DAY, and TIME cleaning schedule for this project?

Answer 23:

Refer to IFPQ, Attachment 4, Proposed Form of Agreement, Exhibit A, Revised Scope of Work and Revised Attachment 2, Janitorial Services Duty Frequency.

Question 24:

Is a bid bond required/mandatory for this project?

Answer 24:

No.

Question 25:

Is there a prevailing wage?

Answer 25:

Please refer to IFPQ, Attachment 4, Proposed Form of Agreement, Exhibit B, Budget Detail and Payment Provisions.

Question 26:

How will proposals be evaluated beyond pricing? Will factors such as experience or certifications be considered?

Answer 26:

Please refer to IFPQ, Evaluation and Selection.

Question 27:

Is evidence of employee benefit plans required at the time of bid submission or upon contract award?

Answer 27:

Please refer to the IFPQ solicitation package.

Question 28:

Could you please confirm if the mandatory organic waste recycling requirement applies to us as a janitorial services provider?

Answer 28:

Please refer to the IFPQ, Mandatory Organic Waste Recycling.

Question 29:

Does the MCP requirement apply, given that our insured company vans are only used for transporting cleaning solutions, consumables, and tools (e.g., vacuums, mop buckets) to and from job sites?

Answer 29:

Please refer to the IFPQ, Motor Carrier Permit Requirements.

NOTE: ALL OTHER TERMS AND CONDITIONS SET FORTH IN THE INVITATION FOR PRICE

QUOTE (IFPQ), SHALL REMAIN IN FULL FORCE AND EFFECT.

If you should have questions regarding this addendum, please contact Tiaja Watson at:

Tiaja.Watson@dot.ca.gov

Tiaja Watson Contract Analyst mailto:tiaja.watson@dot.ca.gov

Contractor’s Name TBD Agreement Number 32A0605

REVISED - Exhibit A Commercial Services–State

Scope of Work

1. Contractor agrees to provide all labor, tools, user materials, cleaning supplies, and equipment necessary to provide janitorial services to the California Department of Transportation (Caltrans), as described herein.

2. The services shall be performed in District 07 at the following locations within the County of Los Angeles:

A. Caltrans Shop Facility located at 13200 Golden State Road, Sylmar, CA 91342

1) Equipment Repair Area

2) Parts Department Warehouse

B. Caltrans Administration Building located at 13204 Golden State Road, Sylmar, CA 91342

3. This Agreement will commence on January 1, 2025 (estimate), or upon approval by the Department of General Services (DGS), whichever is later, and no work shall begin before that time. This Agreement is of no effect unless approved by DGS. Contractor shall not receive payment for work performed prior to approval of the Agreement and before receipt of notice to proceed by Caltrans Contract Manager. This Agreement shall expire on December 31, 2027 (estimate), except as specified herein. The services shall be provided during the hours of 6:30 a.m. to 1:00 p.m., Monday through Friday, except State holidays. Caltrans Contract Manager will notify Contractor in advance if the workdays or hours need to be changed. The parties may amend this Agreement as permitted by law.

4. All inquiries during the term of this Agreement will be directed to the project representatives listed below:

California Department of Transportation (Caltrans):

Contractor’s Name TBD Section/Unit: District 32/Equipment

Caltrans Contract Manager: TBD Project Manager:

Address: Address:

Business Phone Number: Business Phone Number:

Email: Email:

5. Description of Work

A. Contractor agrees to furnish all labor, tools, materials, janitorial cleaning supplies, consumables, and equipment necessary to provide a clean and sanitary work environment for Caltrans. All work is subject to the approval of Caltrans Contract Manager.

B. The Shop Facility consisting of the Equipment Repair area and Parts department warehouse are approximately 65,000 square feet (sq/ft) and the second building on site is the Administration Building at approximately 9,000 sq/ft, refer to Attachment 3, Shop Facility and

Administration Building Diagram. Both buildings require services in outline areas of usage.

Note: some Shop Facility areas are restricted.

6. Contractor shall provide the following services in compliance with Attachment 2, Janitorial Services Duty Frequency, upon approval by Caltrans Contract Manager:

A. One (1) Day Per Week Services:

1) Vacuum, sweep, and damp mop all flooring in restrooms, kitchens, and break areas.

2) Vacuum, sweep, and mop, hallways, lobby, office area, and conference room.

3) Vacuum all carpeted areas.

4) Vacuum and spot clean carpets and mats.

5) Clean toilets, urinals, sink, and all chrome fixtures in restrooms.

6) Clean sinks, tables, chairs, and all chrome fixtures in kitchen areas.

7) Clean restroom mirrors.

8) Empty sanitary napkin waste receptacles located in the restrooms.

9) Empty waste receptacles located in the lunchrooms, kitchens, break rooms, and restrooms.

10) Fill toilet paper dispensers, soap dispensers, paper towel dispensers, and toilet seat dispensers, and replace automatic dispenser batteries as needed.

11) Clean all chrome fixtures, metal surfaces, exterior and interior of windows, and mini blinds.

12) Dust windowsills, tops of cabinets, filing cabinets, door sashes, ledges, and under black and white wall boards, and office equipment.

13) Clean inside and outside exterior doors.

14) Clean woodwork, partitions, baseboards, and walls.

15) Dust and polish office furniture.

16) Clean wastepaper baskets, kick plates, and drinking fountains.

17) Keep the janitor closet orderly.

18) Spot clean restroom partitions.

19) Clean entrance doorway windows and window coverings.

20) Provide plastic bag liners for waste baskets.

21) Provide and use enzyme cleaner to treat all floor and sink drains, urinals, and toilets with bacterial enzyme per product manufacturer instructions.

22) Be responsible for separating and disposing of recyclable white paper on a weekly basis. The white paper is to be transferred from the interior white paper containers to the appropriate outside recycle container in accordance with the pick-up schedule of the recycle service. The pick-up schedule of recycle service shall be provided to Contractor upon authorization to start work by Caltrans Contract

Manager.

B. Three (3) Times Per Week Services

1) All restroom’s floors, toilets, sinks and urinals shall be cleaned 3 times a week, Mondays, Wednesdays, and Fridays.

C. Once Per Month Services:

1) Clean windows in the lobbies, inside and outside.

2) Operate spray buffing machine, wet carpet extractor, and other equipment to ensure the areas are clean and dry. Damp mop Administration building, Shop offices, kitchenets, crew rooms, parts department warehouse staff areas, and hallways.

D. Twice Per Year Services:

1) Shampoo and spot clean carpets, twice per year, in May and November.

2) Machine strip and scrub, refinish, and spot clean all tile floor, twice per year, in May and November.

E. Once Per Year Services:

1) Power scrub all bathroom and shower tile grout and re-treat once a year.

7. Supplies

A. Contractor shall supply Caltrans Contract Manager with a list of proposed supplies, including manufacturer, size, and weight, prior to the commencement of work. All materials used shall be approved in advance by Caltrans Contract Manager. All supplies and materials required to service and maintain the location shall be furnished at Contractor’s expense. All costs associated with supplies and materials are included in the Price Quote Proposal, Attachment 1, and no additional compensation will be paid for the following items:

1) Liquid cleansers for hard surfaces, such as wood, metal, tile, and sink.

2) Polishes for wood, chrome, and metal surface.

3) Liquid scouring cleansers.

4) Air fresheners.

5) Plastic trash cans to be replaced if they are broken or damaged.

6) Trash bag liners for plastic trash cans.

7) Trash bag liners for the sanitary napkin receptacle.

B. Caltrans will provide all storage space for supplies. The secured storage room shall be kept in a neat and orderly fashion and shall only be used for the storage of janitorial supplies and materials.

C. All cleaning, sanitizing, and deodorizing agents shall be packaged in factory sealed containers and shall not be diluted until ready for use.

D. The Material Safety Data Sheet (MSDS) for each product shall be displayed at the storage location per Occupational Safety and Health Administration (OSHA) regulations. Contractor shall have a thorough knowledge of the Environmental Protection Agency (EPA) regulations and warnings on labels of all chemicals and cleaners used. All Contractor’s employees shall be instructed as to the proper usage of all chemicals and cleaners.

8. Equipment

A. Contractor shall furnish all equipment necessary to perform the services for this Agreement, including, but not limited to, the following:

1) Brooms.

2) Dust mops.

3) Wet mops.

4) Mop buckets.

5) Brushes.

6) Cleaning rags.

7) Polishing rags.

8) Carpet vacuums.

9) Carpet extractors.

10) Buffing machines.

11) Other equipment necessary to perform janitorial services.

12) Contractor shall furnish all applicable oil and related products associated with the use of power equipment. The cost for these items shall be included in the bid price and no additional compensation will be paid for these items.

9. Failure to Perform

If Contractor’s employees are not available for services due to vacation, sick leave, or other absences, Contractor shall notify Caltrans Contract Manager within 24 hours. A substitute janitor shall be available for days when the normal janitor will not be available. Failure to provide a replacement janitor will result in a deduction in a prorated manner of the monthly invoice for the days in which no janitor was provided. Prolonged or frequent failure to provide janitorial services or supplies may be considered grounds for termination of the Agreement for default in accordance with Exhibit D, Termination.

10. Additional Contractor Requirements

A. Contractor shall provide each new employee with a minimum of four (4) hours of documented training and instruction prior to allowing the employee to begin janitorial services (side-by-side working will be permitted prior to completing the training). Training shall include proper use of cleaning products and all other services as required in accordance with this Exhibit A, Scope of Work, as well as safe work practices.

B. Contractor shall have at least one (1) representative who can communicate in English while on site performing janitorial tasks.

C. When two (2) or more employees are working a shift, one (1) shall be designated as a supervisor.

D. Contractor shall provide clean uniforms to all their employees. When on duty, Contractor’s employees shall wear shirts, pants, and shoes appropriate to the services provided. Outer garments, such as shirts, vests, coats, jackets, and sweatshirts, shall identify Contractor’s name and the employees as a janitorial attendant.

E. Any items of value found on the premises shall be immediately turned over to the

Caltrans Contract Manager.

F. Contractor shall ensure that only qualified and competent personnel are permitted on the job site and that the work shall be safely performed by the highest industry standards.

Contractor shall take all the necessary precautions to prevent injury or hazard to Caltrans employees and/or the public.

G. Contractor shall comply with all applicable Federal, State, county, city, and municipal laws, ordinances, rules, and regulations which in any manner affect those engaged or employed in the work to be performed under this Agreement.

H. Contractor shall avoid causing unreasonable inconvenience to any person(s) doing business on Caltrans property. In the event Contractor’s operation creates a condition hazardous to the

Caltrans property occupants or the general public, Contractor shall provide all applicable warning signs alerting to any dangerous conditions at Contractor’s own expense and without cost to Caltrans.

I. Contractor shall obtain and pay for any applicable permits, licenses, registrations, and certificates required by local ordinances as applicable to this Agreement.

11. Code of Conduct

A. Contractor and its employees shall be aware that they are working on Caltrans property and be courteous and respectful at all times. Contractor and its employees shall refrain from using loud voices, inappropriate language and shall conduct themselves in a professional manner at all times.

B. It shall be the duty of Contractor and its staff to read and adhere to Caltrans policies and directives, available to Caltrans staff, including, but not limited to, the Director’s Policy (DP) 3- Health and Safety, DP 18-Workplace Violence Prevention, Deputy Directive (DD) 8-Drug Free Workplace, DD 22-Weaons Prohibited on Caltrans Buildings and Caltrans Property, DD 49- Sexual Harassment Prevention.

C. Public safety and convenience shall be considered at all times. If any person employed by Contractor appears to Caltrans Contract Manager to be incompetent or to act in a disorderly, unsafe, or improper manner, that person will be removed from the premises immediately and will no longer be employed on this Caltrans Agreement, unless agreed in advance by Caltrans Contract Manager.

D. If Contractor’s employees display any behavior that Caltrans Contract Manager deems inappropriate or offensive, Caltrans Contract Manager shall have the right to request that employee be removed from doing further work on this Agreement by Contractor.

12. Damages to State Property

In the event that any Caltrans property is damaged as a result of the actions of Contractor or its employees, Contractor shall repair, at its sole expense, the damage which has occurred as a direct result of Contractor or its employees in performing the services. Repair efforts shall be performed in a manner in which ensures all warranties are maintained for any products that are damaged. Repair efforts shall include the full costs for all required labor and materials.

13. Final Clean Up

Contractor shall leave the work site in a clean and neat condition. If the work site is not left in a clean and neat condition, Contractor shall be called back to clean the work site as required at its sole expense. No invoice shall be paid unless the site has been cleaned to the satisfaction of Caltrans Contract Manager. All debris generated by Contractor’s performance of the services, including any and all discarded parts or materials, shall be removed from work site upon completion of services each day, hauled away, and legally disposed of by Contractor, according to all local, State, and Federal laws.

14. Inspection of Work and Acceptance for Payment

Work shall be subject to inspection and acceptance by Caltrans Contract Manager. Caltrans Contract Manager shall have the ultimate responsibility and authority to determine whether Contractor’s duties and obligations under this Agreement, including specifically whether Contractor delivered all work and whether Contractor’s work satisfied all of the applicable criteria in accordance with this Exhibit A, Scope of Work. Any work that needs correction shall be at Contractor’s sole cost and expense. Failure to begin work or to complete work as required by this Agreement shall be considered grounds for termination of this Agreement for default in accordance with Exhibit D, Termination.

15. Waste Disposal

Prior to the commencement of waste disposal, Contractor must adhere to the provisions highlighted in Senate Bill 1383 (Lara) of 2016 Title 14, CCR, General Provisions section 18981.2, Public Resources Code sections 42652 et. Seq.

Contractor's Name TBD

Revised Attachment 2 Janitorial Services Duty Frequency

Once per week

Once per Month

Twice per Year

Upon Request or As Needed

A. REGULAR JANITORIAL SERVICE

Sweep and/or Dust Mop Floors X

Stairways X

Hallways X

Lobbies X

Office Area & Conference Rooms X

Restrooms & Lounges X

Vacuum Carpets X

Spot Clean Carpets X

B. KITCHEN & LUNCHROOM

Cleaning kitchen counter tops X

Wiping down microwave X

C. DUST/POLISH

Windowsills X

Tops of Cabinets X

Filing cases X

Door sashes, Ledges & Tops of Partitions X

Light Fixtures X

Picture Frames X

Chalk Rails X

Desks X

Chairs X

Office Equipment & Furniture X

Woodwork, Baseboards, Walls & Partitions X

Window Coverings X

D. CLEAN

Wastepaper Baskets X

Kick Plates X

Drinking Fountains X

Janitor Closets (Keep Orderly) X

Inside & Outside of Exterior Doors X

E. RESTROOMS

Clean Mirrors X

Clean & Sanitize Sinks, Toilets, & Urinals using Enzyme Cleaner

X

3x per/wk

Empty Sanitary Napkin Disposal Containers X

Fill Toilet Paper Dispensers X

Fill Soap Dispensers X

Fill Towel Dispensers X

Damp Mop Restroom Floors X

Spot Clean Rest Room Partitions X

Contractor's Name TBD

Attachment 2 Janitorial Services Duty Frequency

E. FLOOR CARE

Spray Buff X

Strip and Machine Scrub & Refinish X

Shampoo and Spot Clean Carpet X

Sweep & Spot Clean Tile Floor X

Damp Mop X X

F. WINDOW CLEANING

Inside and Outside X

Lobbies X

Entrance Doors X

Window Coverings X

G. SPECIAL SERVICES

Disinfect Telephones X

Empty Cigarette Butts/Ash Trays X

Vacuum Office Desk Chairs X

Initial Total Cleaning for Restroom X

Contractor shall furnish all labor, tools, user materials, janitorial supplies, and equipment necessary to provide janitorial services at:

A. Caltrans located at 13200 Golden State Road, Sylmar, CA 91342

1) Equipment repair Facility

2) Parts Department Warehouse

B. Caltrans located at 13204 Golden State Road, Sylmar, CA 91342

1) Administration Building

Janitorial supplies include, but are not limited to, vacuum cleaners, brooms, sweeping cloths, brushes, mops, buckets, detergents, polish, scouring powders, and light bulbs will be supplied and changed by Contractor.

Contractor shall provide janitorial service on weekdays between 6:30 am and 3:00 PM.

ONE (1) TIME A WEEK: Excluding State holidays. If the janitorial service falls on a day the office is closed, janitorial service will be provided on the previous or next working day.