036-DW-0426_Cust&Grounds_Mgt_Svc_Addendum_1.pdf

NOTICE TO VENDORS

This Addendum contains official responses to vendor questions for RFI 036-DW-0426, Custodial & Grounds Management Services. This RFI is intended solely to gather conceptual approaches and high-level budgetary cost estimates and does not constitute a solicitation, offer, or commitment of any kind. All responses are subject to Chapter 119, Florida Statutes, School Board Policy 6324 (Cone of Silence), and all applicable laws.

RFI 036-DW-0426 | Addendum No. 1 | Page 1 of 4

ADDENDUM # 1

RFI (Request for Information) #: 036-DW-0426 Title: Custodial & Grounds Management Services Issued By: School Board of Polk County, Florida Issue Date: March 31, 2026

This Addendum forms a part of RFI 036-DW-0426, Custodial & Grounds Management Services and provides official responses to vendor questions received by the published deadline.

Questions may be edited for clarity or brevity. This Request for Information is for planning and market research purposes only.

Question 1: Can you please let us have details of the total cleanable square footage, the number of schools and facilities and the cleaning hours and shifts?

District Response: Total square footage is approximately 17,500,000 (some charter schools are excluded), number of school sites 167, number of buildings 2,500 (including non-school facilities).

The current contract cleaning hours/shifts include mainly night shift with some tasks completed on day shift. Information received may be used to shape a subsequent competitive solicitation, should the District elect to proceed.

Question 2: Previous incumbent, pricing, scope changes, and contract term District Response: Information regarding the previous contract is not material to this RFI. This Request for Information is issued solely for planning and market research purposes. Information received may be used to shape a subsequent competitive solicitation, should the District elect to proceed.

Question 3: Is there a set budget for this solicitation?

District Response: This RFI is intended solely to gather conceptual approaches and high-level budgetary cost estimates. This Request for Information is issued solely for planning and market research purposes. Information received may be used to shape a subsequent competitive solicitation, should the District elect to proceed.

Question 4: Is there a projected award and start date?

District Response: This Request for Information (RFI) is for planning purposes only and will not result in a contract award. Information received may be used to shape a subsequent competitive solicitation, should the District elect to proceed.

Question 5: Is this for all county schools? If so, will a bid sheet for all locations be provided?

District Response: Total square footage is approximately 17,500,000 (some charter schools are excluded), number of school sites 167, number of buildings 2,500 (including non-school facilities).

This Request for Information is issued solely for planning and market research purposes.

Information received may be used to shape a subsequent competitive solicitation, should the District elect to proceed.

Question 6: What is the current annual contract value and facility metrics District Response: Total square footage is approximately 17,500,000 (some charter schools are excluded), number of school sites 167, number of buildings 2,500 (including non-school facilities).

This Request for Information is issued solely for planning and market research purposes.

Information received may be used to shape a subsequent competitive solicitation, should the District elect to proceed.

This Addendum contains official responses to vendor questions for RFI 036-DW-0426, Custodial & Grounds Management Services. This RFI is intended solely to gather conceptual approaches and high-level budgetary cost estimates and does not constitute a solicitation, offer, or commitment of any kind. All responses are subject to Chapter 119, Florida Statutes, School Board Policy 6324 (Cone of Silence), and all applicable laws.

RFI 036-DW-0426 | Addendum No. 1 | Page 2 of 4

Question 7: Ability to bid custodial only or grounds only District Response: The District preference will be one company for custodial and grounds services. This Request for Information is issued solely for planning and market research purposes.

Information received may be used to shape a subsequent competitive solicitation, should the District elect to proceed.

Question 8: Site visits District Response: Site visits are not part of the RFI process. This Request for Information is for planning and market research purposes only and will not result in a contract award. If the District proceeds with a subsequent Request for Proposals (RFP), site visits may be conducted as part of that procurement.

Question 9: What are the total amount of management company employees and how many are school district employees? Is there an attrition model?

District Response: Current model includes 6 contract employees and approximately 1,000 district employees. This Request for Information is issued solely for planning and market research purposes. Information received may be used to shape a subsequent competitive solicitation, should the District elect to proceed.

Question 10: For employees that are district employees, can you provide details on what level of benefits they receive along with monthly premiums that the employee pays?

District Response: Current model includes 6 contract employees and approximately 1,000 district employees. There is not a current attrition model.

Question 11: What is the current APPA level that your provider is expected to maintain?

District Response: The current APPA level provider is expected to maintain is Level 3: Casual Inattention: Surfaces are cleaned, but with lower consistency. Visible dust and dirt are common, but the space is still functional.

Question 12: What is the current management structure (outside of site management of schools) that your current provider maintains?

District Response: Current model includes 6 contract employees and approximately 1,000 district employees. This Request for Information is issued solely for planning and market research purposes. Information received may be used to shape a subsequent competitive solicitation, should the District elect to proceed.

Question 13: Is there a union for custodial employees? If so, can you provide the CBA?

District Response: The district custodial staff are not represented by a union. This Request for Information is issued solely for planning and market research purposes. Information received may be used to shape a subsequent competitive solicitation, should the District elect to proceed.

Question 14: Are there established wages for custodial employees?

District Response: Salary schedules are available at http://www.polkschoolsfl.com.

Question 15: Please confirm the number of schools that are in operation today and are being provided custodial and grounds services?

District Response: Total square footage is approximately 17,500,000 (some charter schools are excluded), number of school sites 167, number of buildings 2,500 (including non-school facilities).

This Request for Information is issued solely for planning and market research purposes.

http://www.polkschoolsfl.com/

This Addendum contains official responses to vendor questions for RFI 036-DW-0426, Custodial & Grounds Management Services. This RFI is intended solely to gather conceptual approaches and high-level budgetary cost estimates and does not constitute a solicitation, offer, or commitment of any kind. All responses are subject to Chapter 119, Florida Statutes, School Board Policy 6324 (Cone of Silence), and all applicable laws.

RFI 036-DW-0426 | Addendum No. 1 | Page 3 of 4

Information received may be used to shape a subsequent competitive solicitation, should the District elect to proceed.

Question 16: How many additional buildings (not schools) are being serviced today? For example, administration building, transportation building, warehouse, etc.

District Response: Total square footage is approximately 17,500,000 (some charter schools are excluded), number of school sites 167, number of buildings 2,500 (including non-school facilities).

This Request for Information is issued solely for planning and market research purposes.

Information received may be used to shape a subsequent competitive solicitation, should the District elect to proceed.

Question 17: Are the schools broken up into service zones today?

District Response: The District is currently divided into 4 custodial and 1 grounds zone. This Request for Information is issued solely for planning and market research purposes. Information received may be used to shape a subsequent competitive solicitation, should the District elect to proceed.

Question 18: How many employees provide custodial services?

District Response: Current model includes 6 contract employees and approximately 1,000 district employees including custodial and grounds services.

Question 19: How many employees provide grounds services?

District Response: Current model includes 6 contract employees and approximately 1,000 district employees including custodial and grounds services.

Question 20: Are there any employees performing hybrid roles for both custodial/grounds?

District Response: Some sites include hybrid role for custodial/grounds maintenance. This Request for Information is issued solely for planning and market research purposes. Information received may be used to shape a subsequent competitive solicitation, should the District elect to proceed.

Question 21: Is the district using any type of contract services today to help supplement services?

District Response: The District is not releasing detailed operational, staffing, financial, or contractual information as part of this RFI. This Request for Information is issued solely for planning and market research purposes. Information received may be used to shape a subsequent competitive solicitation, should the District elect to proceed.

Question 22: Are you contracting any window cleaning today?

District Response: The District is not releasing detailed operational, staffing, financial, or contractual information as part of this RFI. This Request for Information is issued solely for planning and market research purposes. Information received may be used to shape a subsequent competitive solicitation, should the District elect to proceed.

Question 23: What CMMS system is the district utilizing today?

District Response: The District is not releasing detailed operational, staffing, financial, or contractual information as part of this RFI. This Request for Information is issued solely for planning and market research purposes. Information received may be used to shape a subsequent competitive solicitation, should the District elect to proceed.

This Addendum contains official responses to vendor questions for RFI 036-DW-0426, Custodial & Grounds Management Services. This RFI is intended solely to gather conceptual approaches and high-level budgetary cost estimates and does not constitute a solicitation, offer, or commitment of any kind. All responses are subject to Chapter 119, Florida Statutes, School Board Policy 6324 (Cone of Silence), and all applicable laws.

RFI 036-DW-0426 | Addendum No. 1 | Page 4 of 4

Question 24: What are the drivers behind the district’s decision to release the RFI for these services? For example, is the district looking for cost savings, better service quality, etc.

District Response: The district is interested in what service model options are available.

Information received may be used to shape a subsequent competitive solicitation, should the District elect to proceed.

Question 25: Employee retention if outsourced. Should the district choose to outsource current district personnel, would there be the direction to retain these employees at current wage, benefit levels, and employer benefit contribution levels?

District Response: The District is not releasing detailed operational, staffing, financial, or contractual information as part of this RFI. This Request for Information is issued solely for planning and market research purposes. Information received may be used to shape a subsequent competitive solicitation, should the District elect to proceed.

If you should have any questions regarding this addendum, do not hesitate to contact me at denise.whitaker@polk-fl.net, phone 863-534-0576 x693.

SCHOOL BOARD OF POLK COUNTY, FLORIDA

By: ________________________________ Name: Denise Whitaker Title: Senior Manager – Competitive Solicitations Date Issued: March 31, 2026 mailto:denise.whitaker@polk-fl.net