119-07012025_RBCC_Janitorial Services_Solicitation Addendum 1 - questions and answers.docx

Business Services PO Box 1420 Lumberton, NC 28359 910.272.3536

Solicitation Addendum FAILURE TO RETURN THIS BID ADDENDUM IN ACCORDANCE WITH INSTRUCTIONS MAY SUBJECT YOUR BID TO REJECTION ON THE AFFECTED ITEM(S):

Solicitation Number: 119-07012025

Project Title: Janitorial Services

Solicitation Opening Date and Time: December 8, 2025 at 2:00 PM ET

Addendum Date: November 25, 2025

Addendum Description/Purpose: Questions and Answers

1. Facility Access & Scheduling Can RBCC confirm all buildings’ hours of accessibility for janitorial staff, including evening availability, weekends, and holiday access conditions?

(Important because weekend/holiday access is allowed, but staff are not required—impacts staffing and pricing.)

Administrative buildings are scheduled to unlock at 7:45 a.m. and lock at 5:00 p.m. Classroom buildings are scheduled to open at 7:30 a.m. and close between 9:30 p.m. and 10:00 p.m., Monday through Friday. All buildings remain locked on Saturdays, Sundays, and holidays unless an event has been scheduled. Staff members are issued keys and fobs for their assigned buildings.

What are the cleaning hours at each off-site location?

Each off-site location differs; the square footage of each off-site location is different. Each vendor will decide in their bid, how many hours it will take to accommodate the needs of each facility.

What is your current staffing schedule? How many employees are on the day shift and the evening shift?

11 full-time employees, 1 part-time. 7-8 employees on day shift, 3-4 on night shift.

Is a cleaner required to be on-site for every shift at the off-site locations?

No, just the main campus is required to have a cleaner for each shift.

Are both day and evening cleaning services provided at the three off-site locations?

Only the main campus is provided with day and evening cleaning services.

Are the off-site locations serviced by full-time or part-time employees?

Both

2. Confirmed Square Footage Accuracy Does RBCC have verified square footage for each building, or should vendors rely solely on measurements gathered during the mandatory site visit?

(The RFP notes numbers are estimates and require vendor verification.)

Main campus 174,338 Off campus 40,197

3. Key Control & Security Expectations What is the exact process for key/card issuance, security checks, and protocols for lost keys, and does RBCC anticipate any upcoming changes to its access control systems?

(Key control penalties & responsibilities are strict.)

Keys and fobs are assigned to Janitorial Management, who in turn distribute the appropriate keys to staff. Management is responsible for maintaining accountability of all issued keys. A new key management program has been requested, and we are currently working toward its implementation.

4. Clarification on Recycling Requirements Will RBCC provide clarification on recycling volume, central collection locations, and any sustainability metrics vendors must support?

RBCC does not currently require any eco-friendly initiatives; however, we are supportive of any such initiative undertaken by our vendors.

5. Performance Bond Clarification Is the required performance bond equal to three months of the awarded contract price based on the vendor’s monthly recurring cost only, or does this include non-routine services as well?

(Affects financial planning.)

Upon award, the awarded Vendor shall provide a performance bond. The value of the performance bond shall be the total dollar amount equal to three (3) months of the contract price and shall remain in force during the duration of the contract, including extension(s).

6. Expectations for the Regional Manager Are the three required monthly onsite visits by the Regional Manager expected to occur on specific days or coordinated in advance with the Contract Manager?

(Clarifies leadership scheduling requirements.)

No specific day for the visit is required, coordinated with Director of Campus Operation on scheduling visits.

7. RBCC Staff & Student Sensitivity Needs Are there any special considerations regarding sensitive spaces—such as labs, health training rooms, restricted storage areas, or offices requiring special handling or procedures?

(Some spaces require special access and cleaning restrictions.)

At this time, the culinary kitchens and office break rooms are the only areas not included in the cleaning schedule. Maintenance and IT storage areas are also excluded.

8. Non-Routine Event Cleaning Can RBCC clarify the typical number of special events or emergency cleaning occurrences per month, quarter, or year to inform accurate pricing?

(Non-routine tasks are priced per occurrence.)

We host approximately 40 to 45 special events each year, with most rentals including janitorial services as part of the agreement. In addition, we respond to an estimated 10 to 15 emergency cleaning requests annually.

Would you like a billable hourly rate included for emergency and weekend events?

Yes

Would you prefer carpet cleaning and floor waxing priced per square foot (e.g., $0.30 per sq ft)?

Yes

9. Complaint Resolution Process How will RBCC communicate complaints or special requests, and what system (email, work order, phone) is used to track the timeliness of the vendor’s 4-hour response requirement?

(Impacts communication expectations.)

RCC will communicate special requests via email and phone. Invoices will be issued for events requiring services.

10. Inspection Expectations What is the expected frequency, format, and scoring method RBCC uses during vendor performance inspections?

With the assistance of vendors, we will develop quarterly surveys for RCC staff to address complaints and concerns. The collected information will be compiled and forwarded to management.

11. Reporting Format Requirements Vendor should provide a standardized inspection and management report. The Vendor should submit the reports in a timely manner and on a regular schedule as agreed by the parties.

12. Unclear Scope Areas RBCC is currently in the final phase for a new building on main campus that will begin construction in 2026. There are plans for renovations in the auditorium and possible other departments where start dates have not been made available but could take place within the contract term. A new building at the Comtech site made be completed within the contract term.

13. Custodial Closets & Storage Each building has custodial closets and storage; staff will be assigned keys to them.

14. Equipment Standards Vendors are free to select equipment that meets industry standards.

15. Consumables Forecast Restroom paper product 22 to 24 boxes, 20 boxes paper towels (tri-fold), 10 large and 6 small boxes of trash liners, 16 gallons of soap, 25 to 30 gallons of cleaning supplies.

How many people are on-site on an average day?

Roughly 1200 students, staff, and faculty.

16. Green Cleaning Considerations RBCC currently does not require any eco-friendly initiatives; however, we are supportive of any such initiative undertaken by our vendors.

17. Access to Hazardous or Specialized Areas Lab areas and medical training rooms are accessible to staff. Any hazardous or specialized materials will be secured and labeled properly.

18. Holiday and Academic Calendar Impact

Can RBCC provide its full academic and holiday calendar to help vendors align crew size, workload shifts, and deep cleaning schedules?

(Certain tasks must be done during downtime.)

The Academic Calendar can be located on Robeson Community Colleges website – https://www.robeson.edu

19. Evaluation Priorities

20. During the tour, we were informed that Building 7 has a condensation issue. Could you share how these condensation and moisture concerns are currently being managed? Additionally, is there any indication of mold in the classrooms that we should be aware of?

The building has had some work complete to the HVAC system. The engineers believe that the work completed will rectify the condensation problem. Unfortunately, we will have to wait to the summer to know for curtain. During the summer extra time had to be spent in building #7 wiping and sanitizing surface. No mold was discovered just traces of mildew.

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