121776 O5- Addendum One - Q & A, Schedule of events, RFP, Attachment 1, Cost Sheet.pdf

Addendum One

SOLICITATION ADDENDUM ONE

QUESTIONS AND ANSWERS, REVISED SCHEDULE OF EVENTS,

REVISED SECTION V.L.4.a, REVISED ATTACHMENT 1- FACILITY

STATS CLEANING HOURS, and REVISED COST SHEET

SOLICITATION NUMBER: 121776 O5

Cleaning Services for Various Facilities in Lincoln, NE

Opening Date: July 11, 2025 Addendum Effective Date: July 1, 2025

Questions and Answers

Following are the questions submitted and answers provided for the above-mentioned solicitation.

The questions and answers are to be considered as part of the solicitation. It is the responsibility of bidders to check the State Purchasing Bureau website for all addenda or amendments.

Question Number

RFP

Section

Reference

RFP

Page

Number

Question State Response

1. Can you list exactly what is required in a response other than the cost sheet?

Section I.N 1-4 of the RFP states- “The requirements are as follows:

1. Original Contractual Agreement

Form signed manually in ink or by DocuSign;

2. Clarity and responsiveness;

3. Completed Sections II through IV;

and

4. Completed Cost Sheet.”

2. Sec V, letter G, number 6, page 24 6. DUTIES TO BE PERFORMED ON AN

“AS NEEDED” BASIS

a. Spot clean upholstered chairs.

b. Waxing hard surface floors on an as needed basis or as instructed by the building representative.

c. Shampoo/extract carpeting on an as needed basis or, as instructed by the building representative.

d. Work not noted in the RFP as instructed by the building representative.

Is the above intended to mean this “as needed work” will be additionally compensated by the state to contractor if above scope and requested? Or is contractor to assume it may be requested and will be unpaid?

For any "as-needed" work requested, the contractor will submit an invoice for the applicable items listed in the request.

3. Schedule of events

Page 2 7/16 intent to award 8/1 Contract start date

Given the size of some of the facilities and the fact that all may go to the same contractor. Is there any flexibility on start dates for the different facilities? 15 days isn’t much time to prepare for all this start ups.

We can work with the contractor that is awarded this RFP.

4. Section V, letter L, 1526 building, number 4, letter

a. Hours -

Page 28 States - Cleaning services at the 1526 Building are to be performed between 5:00 PM and 1:30 AM Monday through Thursday each week.

In the spreadsheet labeled Facility Stats and Cleaning Hours – for 1526 building, 3rd column, Days of Week to clean, it lists Monday and Thursday.

Is this facility cleaned Monday and Thursday or Monday thru Thursday?

Monday and Thursday.

5. On the spreadsheet labeled Facility Stats and Cleaning Hours it lists 1526 K as 80,807 square feet.

On the cost sheet Cleaning Services – Various Lincoln facilities it lists 1526 K as 114,998 square feet.

Which is correct?

80,807 sq ft of cleanable space.

Revised Cost Sheet posted with this addendum.

6. Would you consider having a scheduled walk through of each of the facilities included in this RFP? It seems near impossible to accurately bid these facilities without completing walk throughs. It also appears to be an unfair advantage to the current cleaners or any other cleaning company that has completed walk throughs of these facilities for any previous RFP bids. Previously, for similar contracts there were mandatory walk throughs prior to submitting the bid.

Please see the revised schedule of events posted with this addendum for details on an added solicitation conference that will start at 9 a.m.

Monday July 7th at the NSOB and include walkthroughs of the NSOB, FNAB, and Whitehall.

7. I.4a.i TSB Hours

This section says there is an additional 8 hours required per day for a building supervisor; however, Attachment 1 “Facility Stats & Cleaning Hours” lists an additional 5 hours required per day for a building supervisor. Can you please clarify the number of supervisor hours required per day of cleaning at TSB?

8 hours of Supervision is required. Revised Attachment 1 posted with this addendum.

8. P.4.a Whitehall Campus Site Specific Requirements

32-35 All but one of the buildings at the Whitehall Campus do not have Minimum Daily Man Hours listed – can we get more information about these facilities or complete walk throughs? Do the cottage restrooms have showers, if so, how many showers are there in each facility? Are the cottages occupied during the required cleaning times?

Cottages 1-6 each have 3 bathrooms. 2 full bathrooms with showers and 1-1/2 bath for staff.

C7 has 2 bathrooms but only one on the main floor is used by staff, and the shower is not used. During cleaning times, the cottages are not occupied.

An optional walk through will take place to view these areas per the updated revised schedule of events.

9. Just to clarify, does each facility purchase and order their own consumable products (Paper Towels, Can Liners, Hand Soap, and Toilet Paper)?

The State will purchase the cleaning supplies and the products for janitorial.

10. 1526 Building – Section V.L.4.A

Section V.L.4.A says service to be performed “Monday through Thursday”.

However, the matrix summary says Days of the Week to Clean are “Monday & Thursday”. Which of these is correct? 2x per week or 4x per week?

Monday and Thursday, 2 times per week cleaning. Revised Section V.L.4.A posted with this addendum.

11. The matrix summary says 7 hours Minimum Daily Manhours to clean. Section V.L.4 is silent. What are the correct expected hours? If 7 is the answer, why is it such a low number of hours for an 80K square foot building? We would expect it to be somewhere closer to 20 hours per day, but without a scheduled walkthrough it is difficult to ascertain the correct number of hours.

During the day, the State's Detail program cleans the building's common areas, restrooms, trash, cardboard, corridors, break rooms, stairwells, and elevator vestibules.

12. NSOB Building This building is specified to be cleaned on Tuesdays & Fridays. However, with such a large building, would it be possible to clean Monday-Friday and split the tasks/areas such that all tasks are completed with the correct frequency over 5-days during the week? Maintaining a 20+ person crew to work just 2 days per week will be problematic for all contractors. A sample schedule might be Tue & Fri (trash/cardboard, office cleaning, restrooms, break rooms) and Mon & Thu (floor work including vacuuming, dust mopping), and Wed (floor buffing, mother’s rooms, metal walls, stainless polishing, glass spot cleaning, etc.). The hours spent each week would be the same, but by spreading out the work, any contractor should be able to attract and retain better quality cleaning staff. This is currently the approach we use at the Nebraska State Capitol and works well.

This would be difficult to do, as trash is picked up every morning from the facility and cardboard is on Wednesday and Friday morning pick up.

During the day, the State's Detail program cleans the building's common areas, restrooms, trash, cardboard, corridors, break rooms, stairwells, and elevator vestibules.

It is not in our budget to go from 2 days of cleaning to 5 days of cleaning.

13. Whitehall Campus

Neither the text in Section V.P.4 nor the matrix summary page provides Minimum Daily Manhours expected in most of these buildings. Again, since there is no scheduled walkthrough, can you provide any more guidance on minimum hours for this campus?

Man hours have been updated in Attachment 1 for the Cottages, the residents do minimal cleaning in cottages 1, 2, 6, including mopping and light bathroom cleaning. Heavy cleaning is done by contractor.

14. All Buildings

We find there is no mention in the bid solicitation of who is providing supplies to be restocked such as toilet paper, paper towels, hand soap, can liners, air fresheners, etc. Are these items to be provided by the contractor or by the State?

The State will purchase the cleaning supplies and the products for janitorial.

15. Will there be site visits for this RFP? Please see the revised schedule of events for details on an added solicitation conference that will start at 9 a.m.

Monday July 7th at the NSOB and include walkthroughs of the NSOB, FNAB, and Whitehall.

Revised Schedule of Events

The Schedule of Events is revised as follows to reflect the addition of an optional solicitation conference to walk through the NSOB, FNAB, and Whitehall campus. An additional Q&A period has also been added for any additional questions that arise from the walkthrough that will be answered by the State via a second addendum. See the added submission link for Post Walk- Through Questions in the revised schedule of events.

Schedule of Events

ACTIVITY DATE/TIME

1. Release solicitation June 20, 2025

2.

Last day to submit written questions.

ShareFile link for uploading questions:

https://nebraska.sharefile.com/r-r9ea2c449ab60456da3a01b24dbcb1445

June 29, 2025

3.

State responds to written questions through solicitation “Addendum” to be posted to the Internet at:

http://das.nebraska.gov/materiel/bidopps.html

July 1, 2025

4.

Optional site walk throughs of the following locations:

NSOB, FNAB, and Whitehall Campus

Walk throughs will start at the NSOB in the main lobby on the first floor 301 Centennial Mall S.

Lincoln, NE 68509

July 7, 2025

9:00 AM

5.

Last day submit post site walk through written questions.

ShareFile link for uploading questions:

https://nebraska.sharefile.com/r-r37d1e9d8db1940c1865f7af00c16f8c1

July 7, 2025

6.

State responds to post site walk though written questions, through solicitation “Addendum” to be posted to the Internet at:

http://das.nebraska.gov/materiel/bidopps.html

July 8, 2025 https://nebraska.sharefile.com/r-r9ea2c449ab60456da3a01b24dbcb1445 http://das.nebraska.gov/materiel/bidopps.html https://nebraska.sharefile.com/r-r37d1e9d8db1940c1865f7af00c16f8c1 http://das.nebraska.gov/materiel/bidopps.html

Schedule of Events

ACTIVITY DATE/TIME

7.

Electronic Solicitation Opening – Online Via Webex

IT IS THE BIDDER’S RESPONSIBILTY TO UPLOAD ELECTRONIC

FILES BY OPENING DATE AND TIME. EXCEPTIONS WILL NOT BE

MADE FOR TECHNOLOGY ISSUES.

ShareFile Electronic Solicitation Submission Link:

https://nebraska.sharefile.com/r-r14d674727b98487cbf2ec7d10fb72b6b

Join Webex Meeting https://sonvideo.webex.com/sonvideo/j.php?MTID=mb1f6a96432e074e4 aa8c6b6c73a076d8

Webinar number:

2497 124 8245

Webinar password:

ZEsPU5wmu53 (93778596 when dialing from a phone or video system)

Agenda:

121776 O5 Electronic Bid Opening

Join by video system Dial 24971248245@sonvideo.webex.com

You can also dial 173.243.2.68 and enter your webinar number.

Join by phone +1-408-418-9388 United States Toll Access code: 2497 124 8245 Global call-in numbers

July 11, 2025

2:00 PM

Central Time

8. Review for conformance to solicitation requirements July 11 – 14, 2025

9. Evaluation period July 14 – 15, 2025

10. Post “Notification of Intent to Award” to Internet at:

https://das.nebraska.gov/materiel/bidopps.html July 16, 2025

11. Contract finalization period July 16 – 31, 2025

12. Contract award August 1, 2025

13. Vendor start date August 1, 2025

Revised Section V.l.4.a

Section V.I.4.a of the RFP will be updated as follows:

4. SPECIAL CONDITIONS AND SITE-SPECIFIC REQUIREMENTS

a. HOURS- Cleaning services at the 1526 Building are to be performed between 5:00 PM and 1:30 AM Monday through & Thursday each week.

https://nebraska.sharefile.com/r-r14d674727b98487cbf2ec7d10fb72b6b https://sonvideo.webex.com/sonvideo/j.php?MTID=mb1f6a96432e074e4aa8c6b6c73a076d8 https://sonvideo.webex.com/sonvideo/j.php?MTID=mb1f6a96432e074e4aa8c6b6c73a076d8 mailto:24971248245@sonvideo.webex.com https://sonvideo.webex.com/webappng/sites/sonvideo/meeting/info/183afccf41e34f9e815976766d5d3467 https://das.nebraska.gov/materiel/bidopps.html

Revised Attachment 1- Facility Stats Cleaning Hours

Revised Cost Sheet

This addendum will be incorporated into the solicitation.

Total Sq.

Ft.

Carpet Hard

Surface First Floor - 4,964 Second Floor - 7,246

Cottage 1 5800 Leighton Ave. Tues & Fri Day 8:00 AM- 2:00

PM 1-2 4,757 -

Cottage 2 5801 Walker Ave. Tues & Fri Day 8:00 AM- 2:00

PM 1-2 4,757 -

Cottage 3 2345 N 60th St. Mon-Fri Night 9:00 PM-1:30

AM 1-2 - 4,757

Cottage 4 2311 N 60th St. Mon-Fri Night 9:00 PM-1:30

AM 1-2 - 4,757

Cottage 5 5845 Huntington Ave. Tues & Fri Night 5:00 PM-1:30

AM 1-2 - 4,757

Cottage 6 5819 Huntington Ave. Tues & Fri Day 8:00 AM- 2:00

PM 1-2 4,757 -

Cottage 7 5800 Walker Ave. Mon-Fri Night 5:00 PM-1:30

AM 2 - 2,629

Whitehall Mansion

5903 Walker Ave.

Once a month on Mon Day 8:00 AM- 5:00

PM 2 12,909 -

Maintenance Building 2401 N 60th St Tues & Fri Day 8:00 AM- 5:00

PM 1-2 8,210 -

Staff Training Academy 2320 N 57th St Mon-Fri Night 5:00 PM-1:30

AM 2 - 30,775

Training Administration Building

5900 Walker Ave.

Mon-Fri Night 5:00 PM-1:30

AM 2 - 10,145

Average 12 1 93,210 65% 35%

1 12,210 90% 10%

W hi te ha ll Ca m pu s

N/A 200 100-150 Yes 45

75-100 50-75 No 5 Average to Heavy

# of Stairwells

# of Elevators

Approx. Cleanable Sq. Ft.

TS

B 1400 M St. Tues & Fri Night 5:00 PM-

1:30 AM

5 - Evening 8 - Evening

EVENING

SQ. FT.

Approximate # of People

People who walk in on a Daily Basis

Confidential Areas

# of Restrooms

Congestion Facility Address

Cleaning Hours and Man-Hour Specifications Facility Statistics Days of Week to Clean (Mon, Tue, Day/Night Shift

Cleaning

Cleaning Times

Available

Supervision (hours needed if

Minimum Daily Man-

Hours

DAYTIME

SQ. FT.

Location Address Square Footage (Daytime)

Square Footage (Evening)

Initial Term Base Monthly Cost

1526-FNAB (Section V.L.) 1526 K Street none 114,998 80,807 $

Whitehall (Section V.P.)

2320 North 57th Street 29,867 35,390 50,434 57,820 $